How to manage competence certificates and expiry dates in Simployer One

How do expiry and renewal tracking work?

On the employee's Competence tab, a certificate that is close to expiry is marked Renew soon together with the date it is valid until. 

Notifications (sendouts) for mandatory certificates and skills

Marking a certificate as mandatory triggers an email to the employee asking them to upload it. No email is sent to the manager.

Marking a skill as mandatory triggers an email to the manager. No email is sent to the employee.

Certificates can also be affected by document expiry-date rules

Certificate reminders are governed by two separate rule sets, and both can apply to the same certificate:

• Certificate-specific rules — the reminder schedule above (3 months, 2 weeks, and 1 day before expiry, and 1 day after if not renewed), sent only to the employee.
• Document expiry-date rules — a separate rule set that applies to documents with an expiry date generally. Under these rules, notifications can go to the document owner, Admin, the employee's direct manager, and the employee themselves.

Because both rule sets can apply to the same certificate, a manager or admin may receive a notification about an expiring certificate even though the certificate-specific reminders above are employee-only.

This happens because the proof document you upload to a certificate is also saved in the employee's Profile folder (Documents), with the certificate's expiration date. 

How do I renew a certificate?

1. Open your profile (select your initials in the top-right corner-> Profile) and open the Competence tab. 
2. Under Certificates, select the pencil(edit) icon, then select View on the certificate. 
3. Upload the new proof document with Add new document (or drag and drop the file). Supported formats are PDF, JPEG and PNG
4. Enter the new expiration date. The date field is cleared when you upload a new document, so always enter the date after the upload. 
5. Save the certificate.

Note: Previous proof documents remain available under Old certificates, and managers receive an email when new proof is uploaded. 

How do I review competence coverage and gaps?

1. Open Performance → Competence. 
2. Open the competence tab. 
3. Filter by skill or certificate in the All competencies list. When you filter by a certificate, the list shows the expiration date for each employee. When you filter by a skill, it shows each employee´s level. 
4. Compare results with the teams, departments, offices, or employees shown under Required by on the Library tab. 
5. Identify missing competences, insufficient proficiency levels, and certificates nearing expiry.