Edit Certification Details
To edit the details of a certification, open the Certifications Page in the People Module from the Main Menu. Click the name of the certification whose details you wish to edit opening the Certification Details Page.
Select the “Edit Certification” button to open the Edit Certification Info Page, which is comprised parameters from five sections. Refer to the detailed explanation on the How To: Create a Certification Page for an explanation of customizable parameters.
How To: 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
Setting a user as “In Training” denotes to others that the user is still onboarding into the role that is assigned to them. While certifications in that role are required of the user, they are not technically considered as “due” while the user is In Training. This allows an organization to give a new employee a grace period to complete their certifications upon admittance to a new certification role.
To set a user as In Training, first select the Users Page in the People Module.
Click on the name of the desired user to be put in training status which opens the User: (Name) Certifications Page.
Select the “Manage Roles/Certifications” tab and click the three dot (…) icon to the right of the Required Role.
Select “Set Training” from the dropdown menu to open the Set Training Modal.
Select the “User in in training” checkbox to indicate that a user is in training.
You are required to input a training end date in MM/DD/YYYY format. Optionally add comments about the training period in the Notes textbox.
If an employee is set as being in training for a role, a blue oval with the full training end date will appear in the Notes column of all certifications required by that role. The number of days remaining in training is shown in a blue oval in the expiration date cell.
If a certification is both deferred for the employee and the employee is In Training for the role that requires that certification, the blue oval will reference the latest end date between the Deferred Until date and the Training End dates.
If a certification is required by multiple roles for which the user is set to In Training, the blue oval will reference the earliest Training End date available.
If a certification is required by multiple roles, but the user isn't In Training for all of the roles that require the certification, the certification will still show as required.
How To: Defer a Certification for a Specified User
To defer a specific certification for a supervised user, open the Users Page of the People Module from the Main Menu. Click the name of the user whose certification you want to defer opening the user's Certifications Details Page.
The Certifications Table will display the user's required certifications. Click the three-dot icon to the right of the user's certifications name opening the context menu and select Not Applicable / Defer. This opens the Defer Certification Modal.
Click to indicate that the certification should be deferred and designate the date the deferment ends. Indicate any relevant notes
If the certification is deferred, a valid date is required to indicate the end of the deferment period.
Any notes made regarding the deferment on this modal will be publicly visible on the user's QR Report.
Select the Save button and the certification will now show as deferred on the Certifications Table. In the Expiration Date column, the number of days until deferment ends is displayed. In the notes column, the date the deferment ends is stated.
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
Select “Home” under the Courses heading on the Main Menu, which takes the user to the Manage Courses Page. Courses will be listed alphabetically by title in the table.
Select the green “New Course” button underneath the header to create a new course, opening the New Course modal.
Input the desired course title.
Input the maximum number of times a user can take the course. Leave this blank to allow for unlimited attempts.
If this course is being graded, indicate the value that will be considered passing here. A passing grade can be calculated as a percentage (%) or number (#) of correctly answered questions. Each question/question group has its own passing grade and can be set to be part of the total passing grade. (Ex: 70% or 7/10)
If the course is not being graded, input 0 for the passing grade.
Select the “Allow the student to navigate freely” checkbox to give permission to navigate the course freely (allowing users to skip ahead in the course). If this box is not selected, users will be forced to progress to the next page, but may still return to the previous pages
The course creator can customize review options for the users. Select “Only When Passed,” “Always,” or “Never” from the drop-down list to indicate your preference.
Selecting the “Show non-graded questions in the review” checkbox will include any non-graded questions in the post test review.
Click “Save” at the bottom of the modal to create the new course. The new course is now added to the table on the Course homepage.
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
To create a new form, open the Home Page in the Forms Module from the Main Menu and select the Create Form button beneath the page header.
This will open the New Form Modal.
Input the Form Title (a required field), form notes, and any open/permissive/restrictive tags to be associated with the form.
There are three additional sections to the New Form Modal that expand when clicked with additional options for customization. Modal images and explanations of each input are included below.
Basic Settings Section
New Form Modal: Basic Settings Section Explanation | ||
Modal Input | Explanation | |
Group | A dropdown menu will list all existing form groups. The form will automatically be placed in the group selected. | |
Allow Public Entries Checkbox | If the checkbox is selected, public entries (individuals not registered with KAStrack) will be allowed to submit form entries. | |
URL Link | A URL Link is used to share the form publically. KAStrack will autofill the URL Link with the form title, but this can be customized if desired. You cannot use spaces or symbols in the URL link. They will replaced with a hypen if used. | |
The next two checkboxes are specific to the PDF options for form entries that are not submitted via a PDF. To understand which option is better for this specific form, be sure to read about the relationship between PDFs and Forms. | ||
Use KAStrack Generated PDF | If you have a PDF entry on file but do not want the downloaded form entry to utilize the customized PDF form, select this checkbox and KAStrack will use the generic PDF format. | |
Use the Appropriate Uploaded PDF Revision | If you have a PDF entry on file and want the downloaded form entry to utilize the customized PDF form, select this checkbox and KAStrack will use the most recent version of the PDF submitted. | |
Allow Integration With | Allow integrations with is a dropdown menu that lists all modules you can use a form for. Selecting a module here will enable this form to be visible in the modules selected. Possible uses are listed below. | |
Module | Purpose | |
Assets | Attach to Task | |
Attendance | Integrate with the Attendance Log Module | |
Datbase | Reference from Database | |
Dispatch | Include in a Dispatch | |
Documents | Add to Photo | |
Forms | Reference from a Form | |
Grid | Integrate with the Grid Module | |
Kanban | Integrate with the Kanban Module | |
People | Use as activity for certification | |
Advanced Settings Section
New Form Modal: Advanced Settings Section Explanation | ||
Modal Inputs | Explanation | |
Allow Payment Checbox (Expands when selected) | Payment Profile | Select “All Enabled Configurations” from the dropdown menu for payments to be allowed. |
Payment Description | This description is what will show on a payment receipt. | |
Default Pattern for Entries | This textbox uses mail merge fields. | |
Allow the User to Save AS Draft Checkbox (Expands when selected) | Allow Logged Out User to Save as a Draft | Selecting this checkbox will allow logged out users and public entries to save their response as a draft and come back to the form (on the same device). |
Validate Fields when Saving as Draft | Fields with validation don’t validate on a draft, so inputting fields here tells the system to validate fields when the draft is saved. | |
Save Draft Button Text | The form creator can customize the text on the Save button. | |
Auto Save | When auto-save is enabled, any edits made to a field will automatically be saved. When auto-save is disabled, the information will only be saved when the save draft button is clicked. | |
Allow Default Access Checkbox | When Selected | The form will follow module level permissions in regards to what access an individual will have. |
If allow default access is not selected, the additional form specific permissions are now required. The system will ignore module level distinctions for this form and will be guided by the form specific permissions listed below. | ||
Admins | A checkbox allows for admins to be prohibited from viewing entries. Users or roles listed here will have admin level permissions for this form. This includes editing and deleting the form, managing the form fields and (unless prohibited) managing entries. | |
Manage Entry Permissions | Users or roles listed here have manage level permissions for this form. This includes adding, editing and deleting entries. | |
Manage Pending Approval Entry Permissions | Users or roles listed here can edit entries that are pending approval. | |
Show in the Dashboard Forms Widget | Users and certification roles selected here will show this form in the Dashboard Forms Module Summary Widget. | |
Form Styling Section
New Form Modal: Form Styling Section | ||
Modal Inputs | Explanation | |
Save Button Text | Change the verbiage on the save button by inputting other text here. | |
Cancel Button Text | Change the verbiage on the cancel button by inputting other text here. | |
Submission Message | Change the verbiage on the form submission message by inputting other text here. | |
Show Green Checkmark Checkbox | Selecting the show green checkmark with submission message checkbox will show a green checkmark to the left of the submission message when a form is submitted. | |
Show the Form Title Checkbox | Select the Show the Form Title Checkbox will show the form title for a logged-out entry. This does not impact a system, modal based entry. | |
Apply Whole Form SCSS to | Logged Out Only | Select “Logged Out Only” if the styling doesn’t correspond with a popup modal or the regular form page. This would result is SCSS styling only applies to public entries. |
Logged In Only | Select “Logged In Only” if you only want to apply the SCSS formatting to the logged in, internal users. | |
Always | Selecting “Always” applies the SCSS formatting that has been established in both internal and external forms. | |
SCSS for Whole Form | This is the textbox where scripting language should be input, that allows for greater customization than what is generally available. | |
Select the Save button on the New Form Modal after customizing your form and the system will direct you to the form's Fields Tab where you can begin to input Form fields.
How To: Import Fields from a PDF Field Import
Importing fields from a PDF Field Import has multiple purposes. Not only will the form fields be generated through this process, the PDF will also be saved by the system, so that future form entries can be downloaded into this PDF, allowing for customizable outputs.
A form must have already been created with no fields added for this method to work. If a field has already been added to the form, you are no longer able to bulk import form field names from a PDF Field Import. You are now required to enter each field name individually. Regardless, you can still upload a PDF Form that the system will use for future form entry downloads.
How To: Create a Form
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How To: Add a Field to a Form
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How To: Upload a PDF Form
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To import field names from a PDF file, go to the Home Page of the Forms Module.
Select the three-dot icon to the right of the Form Title opening the Form’s context menu. Select “Form”.
This opens the Fields Tab for a specific form. Select the “PDF Field Import” button.
This opens the PDF Field Import Modal.
To import fields using a PDF, use the “Prepare Form” tool in Adobe Acrobat Pro. Add the fields you wish to use for your form. Add a button on your document.
Use the URL link provided on the PDF Field Import Modal in KAStrack.
Confirm that the Export Format is “PDF The complete document”.
Open the PDF and submit the form to generate the fields here.
You do not need to fill in any of the fields, and you must not sign it.
Select “Allow” and the PDF will confirm that the fields were added to the database.
Go to the Fields Table in the database Monday, and a warning now states that a PDF is associated with the form and that adding/editing or deleting fields may result in the PDF no longer being compatible.
How To: Import Form Fields from a CSV File
To import form entries from a CSV, form fields must have already been created.
How To: Add a Field to a Form
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How To: Import Form Fields from a CSV File
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How To: Import Fields from a PDF Field Import
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To import form entries from a CSV, go to the Home Page of the Forms Module and click the three-dot icon to the right of the form you wish to import entries into. Select “Manage Entries”.
This opens the Manage Entries for (FORM NAME) Page.
Click the “Import Entries” button beneath the page header. This opens the Upload CSV for (FORM NAME) Modal.
Click the “Download Template” link at the top of the modal and a CSV file will be downloaded to your personal device. Notes have been provided if you are using the downloadable template to Upload bulk CSV form entries.
Notes Regarding the Downloadable Template for Uploading CSV Files
The first row of the CSV file is for each of the form fields. If you download a CSV Template from the Upload CSV Modal, two additional column headers will show that are not form fields: Entry ID and Modify Existing Entry.
If you are importing form entries and no entries have been added to the form yet, leave these columns blank in your upload.
If form entries already exist in the database, the Entry ID column will contain the unique system generated ID for each pre-existing database entry. Leave this column blank if the row is to be imported as a new entry. The second column, Modify Existing Entry, should have a “Y” input if the existing entry is being modified and an “N” input if it has not been modified. Leave this column blank if the entry is new.
After creating your Forms Entries CSV file, save it as a CSV UTF-8 for importing. Click the “Choose File” button on the Upload CSV Modal and open the relevant file from your personal device.
Confirm that the correct CSV file now shows in the Upload CSV Modal.
Select the “Upload” button.
The entries imported from the CSV file will now show on the Upload CSV for (FORM NAME) Page.
The system automatically indicates to ignore the first row. Click “Import Now” if there are no errors.
A summary of the import will now show on the CSV Upload Page.
Click the “Entries for (FORM NAME)” link to see all imported entries on the Manage Entries Page.
How To: Upload a PDF Form
Uploading a PDF allows an individual to create a customized output for form entries. In order to do so, the PDF must be created on Adobe Acrobat Pro (or comparable software) and have made use of form fields.
A PDF can be created and uploaded after a form is in use, however no additional fields can be created at this time.
To upload a PDF form to be used for form entry outputs, go to the Home Page of the Forms Module. Click the three-dot icon to the right of the form title opening the context menu and select “Upload PDF”.
This will open the Upload PDF Form Modal.
Select “Choose File” to retrieve the PDF from your personal device.
Input a title for the PDF or select the clickable “Use Filename” link to have the system use the filename as the title. The revision date will automatically show the current day, but can be altered. Select the appropriate checkbox if the document is to be public, or if it is a 360 degree photo.
You can select individuals or certification roles as the document owner(s).
Select “Save” and a confirmation modal will appear stating, “File was uploaded.”
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.
At the bottom of the Edit Certification Info Page, select “Submit” to save the changes and return to the Certification Info Tab.
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