Re-enroll your learners before their certificates expire
Automatically re-enroll learners in required courses to ensure compliance with timely recertification.
Availability: all customers
Due dates, valid periods, and certificate dates, explained
Certificate expiry dates are separate features from course due dates and valid periods (aka expiry dates). The terms are similar but the functions are not linked:
- A due date sets an advisory date for a user to complete a course. After the due date passes, users can still access the course
- A valid period, also called an expiry date, sets a definite date for when a user must complete a course. After the valid period expires, users cannot access the course
- Certificate expiry dates apply to optional certificates which you link to a course: you can use them to trigger re-enrolling learners on a course, and are described in this article
See: Manage course due dates and valid periods.
This screenshot shows the 2 features as they appear on a course Info page.
Prerequisites
To re-certify learners you need to create certificates, and associate them with courses. See Set up course certificates.
Set up recertification on a course
- From main navigation go to Courses > your course name.
- From the Info page, select Certs & Credits.
- Assign a certificate to the course in Award Certificate (Pass or Completion) - see Set up course certificates.
- In Certificate Expires enter a number of days that the certificate is valid, after which it expires.
- In Auto re-enroll learner:
- enter a number of days before certificate expiry
- select Enabled to activate the automatic re-enrollment function
- Select Save to finish.
Note: Once a learner completes a course that is set up for recertification, let the automated recertification process work. Avoid manually enrolling the user in the same course ahead of the recertification.
Manually enrolling a user, who is also set up with automated recertification, creates 2 separate chains of re-certification. The application then re-enrolls the learner for both completions of the course when the certificate expires.
Tip: remove recertification courses from the catalog where possible, to prevent learners re-enrolling themselves manually in the course, and creating 2 or more chains of re-certification.
See Add courses and learning paths to the catalog.
Recertification on new versions of courses
If recertification is set up on a course and then you create a new version of the course, the application re-enrolls the learner on the latest version of the course. An example:
- recertification is set up on version 1 of a course
- learner completes version 1 of the course
- version 2 of the course is created which automatically archives version 1
- the certificate expires on the learner's enrollment in version 1 of the course and triggers the recertification process
- LearnUpon enrolls the learner on version 2 as version 1 is archived
Recertification on courses containing Live Learning modules
You can set up learners for re-enrollment on courses that include with instructor-led training (ILT) sessions, using 1 of 2 approaches:
- create future ILT sessions with capacity, so when the re-enrollment happens, LearnUpon can add learners to sessions available
- turn on Training overbook in the ILT module, to enroll learners before you create the ILT sessions for them
If no sessions are available, and your ILT has has Training overbook on, then LearnUpon can enroll the learner in the course. The learner appears on the Unregistered learners list in Live Learning, to wait for new sessions.
See Live Learning: use overbook to plan future sessions
Recertification after you archive a course
You can archive a course completely using the Archive feature, which ends the course's recertification workflow. See Archive a course.
Note: This option - to archive a course and stop enrolling learners on it entirely - is distinct from the archiving step LearnUpon performs automatically when you start a new version of the course:
- if you archive a course through the Archive feature, the recertification workflow ends. Typically you're finished with the course and don't need it, or its certificates, any more
- if you re-version through the Create a new version feature, typically you're continuing to offer the course to learners. LearnUpon archives the current version, and maintains the recertification workflow on the new version of the course
When learners must keep their certifications up to date: make sure you either create a new version of the course, or set up a new course with certificates instead. See Publish a new version of a course.
When you re-version a course but no longer require certificates: turn off the certificates in the newest version.
Turn off recertification for a course
- From main navigation go to Courses > your course name.
- From the Info page, select Certs & Credits.
- From Auto re-enroll learner select Disabled.
- Select Save to finish.
The following screenshot shows Certificates, while selecting Disabled to turn off Auto re-enroll learner.
See: