Manage Certificates
Issue, renew, or delete a user’s certificates from Users & Groups—and what that does to progress and Analyze.
What This Is For
Administrators can issue, renew, or delete certificates on a user’s profile in Users & Groups. That is how you register a result on someone’s behalf when they completed training outside Skillhabit, you need corrected dates, or you need a clean renewed attempt.
This page explains what Skillhabit does when you create or renew from the profile—so Certificates, Analyze, and the Result audit log match what you expect. Learner renewal from the Certificates app is different—see Renewal.
Who This Is For
Administrators only. Managers and collaborators do not issue or renew certificates from Users & Groups.
Before You Start
- The content must allow certificates (configured in Create).
- You know the issue and optional expiry dates you want on the certificate.
- For meetups, at least one active (not cancelled) occasion must exist. You do not pick which occasion—Skillhabit chooses one (see below).
Where to Work
- Open Users & Groups and open the user’s profile.
- Go to the Certificates section.
- Create a new certificate/result, or Renew / Delete an existing one on a row.
After create or renew, open Result audit log on the row for operations such as Registered by admin or Renewed by admin. Matching chips in Analyze: Result Registration History.
What Create and Renew Do
For courses, Imported Packages (SCORM, Tin Can / xAPI, or cmi5), meetups, and programs, Create and Renew follow the same idea:
- Skillhabit ends the previous participation for that content when one already exists (in progress or completed).
- It starts a new participation marked as registered by an administrator.
- It issues (or re-issues) the certificate with the dates you entered.
- Analyze shows a new participation (newest first), with admin origin when history is available—not only a silent date patch on the old attempt.
| You do this | What to expect |
|---|---|
| Create when they have no result yet | New participation + certificate; answers filled where Skillhabit can auto-complete them (courses use the course answer bank; packages and programs follow their own complete rules). |
| Create or Renew when they already have a result or an in-progress attempt | Previous participation is replaced; a new attempt appears with your dates; the old one is revoked/canceled in history. |
| Renew after editing dates | Same as create-with-replace: new participation and certificate, not only an updated PDF/date on the old id. |
| Delete | Removes the certificate (and related cert state); use when the record should not remain, not when you only need new dates. |
Programs: renewing or creating a program certificate also regenerates participation for inner courses, Imported Packages, and meetup steps in that program, so the program result and child progress stay aligned. Meetup steps without an active occasion are skipped; the program certificate is still issued.
Create and Renew use the same replace flow. Result audit wording (Registered by admin vs Renewed by admin) reflects whether a certificate already existed at issuance, not which button you clicked.
Meetup occasions
When you create or renew a meetup certificate from Users & Groups, Skillhabit still records attendance against a real occasion. The profile UI does not ask which date to use. Instead:
- Prefer an active occasion the person already attended or completed for that meetup (if several match, the first found is used).
- Otherwise use the active occasion with the latest start time — the furthest ahead on the calendar. That can be a future session or a past one; there is no “next upcoming” or “most recent past” rule.
- Cancelled occasions are ignored. If the meetup has no active occasion, a standalone meetup create/renew fails. For a program certificate, that meetup step is skipped, other children still renew, and the program certificate is still issued.
The same automatic pick applies to meetup steps inside a program when a program certificate is created or renewed.
Prefer Follow Up attendance when you need to mark a specific scheduled session; use profile certificates when you need an admin-issued result with your dates.
What You Should See Afterwards
- Users & Groups — the certificate row shows the dates you set; Result audit log shows the admin operation when recorded.
- Certificates (learner app) — the person sees the updated or new certificate.
- Analyze → Result details — a participation for that attempt; admin chips such as Registered by / Renewed by when the attempt was admin-registered (see Result Registration History).
If Analyze still shows only an old attempt with no admin chip, wait briefly for processing, then refresh. A second create/renew after a failed run should create a new participation rather than silently reusing the old one.
What This Is Not
| Path | Difference |
|---|---|
| Learner Recertify in Certificates | The learner completes renewal content in Learn; you are not setting dates on their profile. |
| Editing certificate settings in Create | Changes future issuance rules for content; it does not rewrite one user’s past result. |
| Resetting Content Attempts on the profile | Clears attempt limits so they can try again in Learn; it does not issue a certificate by itself. |
