Create a Certification
To create a new certification in KAStrack, select the Certifications Page in the People Module from the Main Menu. Select the plus sign icon to the right of the page header or use the three dot (…) icon to the right of the header to open a context menu and select “Create Certification”.
This opens the Add Certification Page, which is divided into five sections: General, Tracking Settings, Activities, Privacy, and Advanced Settings. A detailed explanation of options within each section is provided below. The only required fields are the Certification Name (General section), and, if the certification expires, the duration the Certification is valid, the first notice period, and the second notice period (Tracking Settings section).
After selecting the appropriate parameters from the five sections for the new certification, select the “Submit” button and the Certification: (Certification Name) Page will open on the Certification Info Tab.
General Section
The General Section requires a Certification Title. Optional additions include an Information textbox, an external/reference URL, and Supporting Attachments.
External URLs allow a user to access online documents, forms, videos, PDF documents, or third-party websites as an additional reference when completing the Certification. Supporting Attachments allow for uploading of files directly to the Certification that may assist the user in completing the Certification.
PDFs are the recommended file type for supporting attachments for ease of use, but a file of any type can be attached.
Tracking Settings Section
The Tracking Settings Section allows an account administrator to define metrics for the Certification and the timing of recertification periods. The first two fields allow input of cost and time details for the training; including this information is optional.
Input an estimate or exact cost for the training.
Input the time required to complete the training. The dropdown menu offers the following units: Hours, Days, Weeks, Months, or Years.
KAStrack will check “Certification never expires” as a default parameter. If the certification has an expiration date, deselect the checkbox and the Tracking Setting Section expands to show additional parameters that can be defined to establish the expiration date for a user’s submission.
When a certification is assigned to a new user in KAStrack, the Expiration Date cell will be Red. There is no expiration date associated with the certification, and the cell shows “Nothing on File”, as there is currently no submission for this Certification by the user. This implies that the Certification is due immediately for this user. To set an expiration date for a newly assigned certification, defer the certification or put the user in training.
How To: Designate that an Employee is in Training
{{@426}}
How To: Defer a Certification for a Specified User
{{@867}}
The expiration date being established in the Tracking Setting Section is referring to the period the completed certification is valid for. This in part determines when email notices warning about upcoming recertification will be sent and helps to calculate the re-certification’s due date.
Duration a Certificate is Valid Explanation
KAStrack’s default behavior is to calculate the expiration date for a certification based on the most recent completion date for the Certification by the user, plus the duration a certification is valid. The “Duration a Certificate is Valid” section requires the certification creator to select a time frame (in days, weeks, months, or years) until the Certification is once again due. For example, if this is set to 1 year, and a user completes the Certification on July 1st, 2026, then the Certification will next be due on July 1st, 2027.
Selecting the “Extend to end of” checkbox tells KAStrack to extend the expiration date (to the end of the month or year) that the expiration date falls in. For example, if the certification expires on October 17th selecting this button would extend the deadline until October 31st if set to the end of the month, or December 31st if set to the end of the year.
Selecting the “Extend to the end of” option will not extend the expiration date until after all applicable rules in the Calculate expiration date section have been applied to calculate the expiration date.
Calculating the Expiration Date for a Recertification Explanation
The default expiration date for a user submitted certification in KAStrack is to set the expiration date based on the duration a certificate is valid. In most scenarios, this basic setup is sufficient, especially where a recertification has a fixed expiration schedule based on a calendar period. However, sometimes a more advanced method of calculating the expiration date is necessary.
If you want the default behavior to otherwise apply, but desire to force recertification to an exact expiration date, select the “When default behavior applies, force expiration date to be the date provided below” checkbox and input the force expiration date in MM/DD/YYYY format. For example, say you want users to complete a Certification annually on July 1st. If you’ve set the “Duration Certification is Valid” to 1 year, you may then enable the Force Expiration setting and set it to July 1st, 2025. In this example, a user who then completes the Certification on August 1st, 2025, will see their expiration date be July 1st, 2026, the following year. This would also be the case for a user who completes the certification on November 13th, 2025, or even February 17th, 2026, for example.
The Force Expiration Date will be used when the “If there’s an existing certification on file” checkbox above is unchecked or if its rules do not apply. If the “If there’s an existing certification on file” checkbox is checked, the before or after period will apply to the force expiration date.
KAStrack also has the capability to calculate an expiration date so that the early completion of an existing certification does not negatively impact the user’s future expiration date. For example, If a user completes a certification a month early and you want the recertification expiration date to be established for a fixed duration from the original expiration date, instead of the completion date, there are a few ways to accomplish this.
Select the “If there is an existing certification on file, calculate from the existing expiration date if new certification’s completion date is:” checkbox if this applies.
There are three options to choose from: “After the 1st Notice”, “After the 2nd Notice”, and “Up to ___________ before existing expiration date” (more information about 1st Notice and 2nd Notice below). “After the 1st Notice” is generally the recommended selection to ensure users do not need to resubmit the certification more often than necessary.
Selecting “Up to ________ after existing expiration date” can be applied in addition to any of the three previous choices and takes into account when a user submits a certification after its expiration date. The period established (days, weeks, months, or years) essentially acts as a grace period. For example, if a user submits a certification after expiration but within the period of time established here, the new certification’s expiration date will still be based on the last expiration date.
These settings can then be combined with the Force Expiration date feature described above. Continuing with the example of a Certification with a Forced Expiration date set to July 1st, 2025, you might then check the “If there is an existing certification on file, calculate from the existing expiration date if new certification’s completion date is:” checkbox, and select After the 1st Notice. You may then optionally pick “Up to ________ after existing expiration date” and fill in 2 weeks. In practice, this means that a user who previously completed the Certification with an expiration date of July 1st, 2026 could complete the Certification any time after the 1st warning notice and up to 2 weeks after July 1st, 2026, and their following expiration date would still line up to one year later on July 1st, 2027.
This grace period created by the “Up to ________ after existing expiration date” option does not imply that the Certification isn’t expired after the expiration date, but rather that completing the Certification within that period will still keep the user “on schedule”.
The 1st Notice sends an alert to an employee at a customizable time period before the certification’s expiration date. Input a numerical value and select the appropriate units (days, weeks, months, or years). The 1st Notice implies that the certification is now due and is ready for the user to recertify. This will show on the user’s My Certifications table and in various reports as a Blue dot / cell.
The 2nd Notice sends an alert to both the employee and supervisor at a customizable time period before the certification’s expiration date. Input a numerical value and select the appropriate units (days, weeks, months or years). The 2nd Notice implies that the certification is now overdue and the user is running low on time to recertify before expiration. This will show on the user’s My Certifications table and in various reports as a yellow dot / cell.
In practice, the 2nd Notice should be set to a shorter time period than the 1st Notice. If a user’s expiration date is July 1st, 2026, you may desire to have the user warned one month and one week before their Certification expires. In this example, set 1st Notice to 1 Month, and 2nd Notice to 1 Week. The user’s Certification will then turn Blue on June 1st, Yellow on June 24th, and each time they will be notified via email.
Refresher Training Customization Explanation
KAStrack will also take into account when the settings are different for re-certification than the initial certification. Select the “Certification has unique refresher training” checkbox opening the Unique Refresher Training Settings box in the Tracking Setting Section.
The Unique Refresher Training Settings box allows the user to estimate the cost of special training, the time to complete the refresher training, the duration the refresher certification is valid, and set the desired timing for the first and second notice that will be sent as a reminder to the user to complete the certification.
Activities Section
The Activities Section on the Add Certification Page allows an account administrator to designate an activity that an employee must complete in order to validate their certification. Required Activity options include None, Course – KAStrack, Course – Moodle, Document or Video Acknowledgement, and Form or Payment. A detailed explanation of each is included below.
Required Activity Option: None
Selecting “None” from the dropdown menu indicates that the user is not required to complete any additional activities in order to complete the certification.
Required Activity Option: Course - KAStrack
Selecting “Course – KAStrack” from the dropdown menu indicates that the user must complete a course within KAStrack in order to complete the certification.
Select the course required for this certification from the Choose a Course dropdown menu. All available courses created in the Courses Module of KAStrack will appear here.
How To: Create a Course in KAStrack
{{@233}}
There are Required Activity options available via checkbox. All or none of the checkboxes can be selected.
Selecting “Auto-generate and attach a certificate on completion of an activity” tells KAStrack to automatically generate and attach a certificate of completion for a user on completion of the course. If this option is checked, another option appears. Selecting “Hide expiration date in automatically generated certificate” will remove the required renewal date from the certificate of completion.
If a supervisor does not want to manually approve all submissions of this Certification, select “Auto-approve certifications submitted on completion of an activity” and KAStrack will automatically approve user submissions when the course is completed.
Required Activity Option: Course - Moodle
Selecting “Course – Moodle” from the dropdown menu indicates that the user must complete a course within Moodle in order to complete the certification.
Moodle is an online learning management system that is integrated into KAStrack. There is a time delay between a Moodle Course completion and its recognition in the KAStrack system.
Use the Teacher(s) textbox to type in a username or role, clicking on the desired name. Identifying a user as a teacher in Moodle grants that user the ability to edit a course. The selection will now show beneath with an “X” to the left of the name. Multiple users and roles can be selected. If the wrong username was selected, click on the “X” to delete the user or role.
There are Required Activity options available via checkbox. All or none of the checkboxes can be selected.
Selecting “Auto-generate and attach a certificate on completion of an activity” tells KAStrack to automatically generate and attach a certificate of completion for a user on completion of the course. If this option is checked, another option appears. Selecting “Hide expiration date in automatically generated certificate” will remove the required renewal date from the certificate of completion.
If a supervisor does not want to manually approve all submissions of this Certification, select “Auto-approve certifications submitted on completion of an activity” and KAStrack will automatically approve user submissions when the course is completed.
Required Activity Option: Document or Video Acknowledgement
Selecting “Document or Video Acknowledgement” from the dropdown menu indicates that the user must read a document or view a video to complete the certification.
Click the “Upload a Document or Video” button opening the Upload a Document or Video Modal.
The Modal will prompt the user to select the file they want to upload by pressing the “Choose File” button. Enter a title for the file or video, indicate the revision and revision date, and add any document owners from a dropdown menu that includes individual users and roles. Select the “Save” button and return to the Activities Section on the Add Certification Page.
There are Required Activity options available via checkbox. All or none of the checkboxes can be selected.
Selecting “Auto-generate and attach a certificate on completion of an activity” tells KAStrack to automatically generate and attach a certificate of completion for a user after review of the file / video. If this option is checked, another option appears. Selecting “Hide expiration date in automatically generated certificate” will remove the required renewal date from the certificate of completion.
If a supervisor does not want to manually approve all submissions of the Certification, select “Auto-approve certifications submitted on completion of an activity” and KAStrack will automatically approve user certificates when the associated file / video has been reviewed.
When the Required Activity is set to Document or Video Acknowledgement, completion of the review can be required when the user logs into KAStrack by selecting the Required at Login checkbox. Requiring certification at login automatically selects “Auto-approve certifications submitted on completion of an activity”.
If Required at Login is selected, a user will be presented with the Certification immediately upon their next login and will not be able to conduct any other action within KAStrack until the Certification is completed. Auto-approval of Certifications is required so that a user will immediately be able to access the KAStrack system after Certification completion.
Required Activity Option: Form or Payment
Selecting “Form or Payment” from the dropdown menu indicates that the user must complete a form or make a payment in order to complete the certification.
How To: Create a Form
{{@386}}
Form options provide two checkboxes. An account administrator can select to “Include the completed form as an attachment to the certification” and/or “Include the payment receipt as an attachment to the certification”.
The option to include a payment receipt will only show if the selected form includes a payment option.
There are Required Activity options available via checkbox. All or none of the checkboxes can be selected.
Selecting “Auto-generate and attach a certificate on completion of an activity” tells KAStrack to automatically generate and attach a certificate of completion for a user on completion of the form entry. If this option is checked, another option appears. Selecting “Hide expiration date in automatically generated certificate” will remove the required renewal date from the certificate of completion.
If a supervisor does not want to manually approve all submissions of the Certification, select “Auto-approve certifications submitted on completion of an activity” and KAStrack will automatically approve user submissions when the form entry is completed (and payment is made, if applicable).
When the Required Activity is set to Form or Payment, completion of the form entry can be required when the user logs into KAStrack by selecting the Required at Login checkbox. Requiring certification at login automatically selects “Auto-approve certifications submitted on completion of an activity”.
If Required at Login is selected, a user will be presented with the Certification immediately upon their next login and will not be able to conduct any other action within KAStrack until the Certification is completed. Auto-approval of Certifications is required so that a user will immediately be able to access the KAStrack system after Certification completion.
Privacy Section
The Privacy Section on the Add Certification Page allows an account administrator to select from a table of Module Levels and/or Reports to hide selected information from unauthorized viewing.
The Privacy Section displays a Privacy Table. The left column shows the Module Levels and Reports that the Certification can be hidden from. The right column shows the Module Levels and Reports that attachments to Certification submissions can be hidden from.
Select the appropriate checkboxes to designate the Certification itself or Certification submission attachments as private and thus not visible to the chosen Module Levels and/or Reports.
Selecting an item from the Hide Certifications column will automatically grey out that same item in the Hide Attachments column, as hiding the certification from that item includes hiding all associated submission attachments.
Advanced Settings Section
The Advanced Settings Section on the Add Certification Page allows an account administrator to make designations that are considered advanced settings.
Selecting the Require Attachment checkbox requires a user to upload a file when manually submitting the Certification.
Auto-approve has two checkbox options. To auto-approve all user submissions regardless of if the submitting user has permission to approve, select the “Auto-approve all user submissions” checkbox. Select the second checkbox to “auto approve certifications submitted on completion of an activity” if desired.
Selecting the Allow batch submissions checkbox will open the Batch Submission Setting dialogue box which allows the account administrator to designate which Certification Roles are permitted to submit certification completions in bulk.
The auto-generation and attachment of a certificate of completion can be designated on approval or on activity completion by selecting the appropriate checkbox.
If you do not wish for a user to view the certification expiration date on the auto-generated certificate of completion, select the “Hide expiration date in auto-generated certificates” checkbox.
If you desire to have the system automatically attach any Certification attachments to approval notifications, select the “Include uploaded certification attachments in any approval email notifications” checkbox.
A Parent Certification is a specific kind of certification that also fulfills the requirements of additional certifications. The new certification being generated will be marked as valid if a user has a valid submission on file for the designated parent certification. Parent certifications can be selected from the Parent Certification dropdown menu.
A Child Certification operates conversely to a parent certification; if a child certification (or certifications) is designated here, a valid submission of this Certification will mark the user valid in the child certification(s). A Certification can only have either a Parent Certification or a Child Certification, but not both simultaneously; once a parent or child certification is selected, the other option will be hidden.