Training Courses - Default Expiry vs. Retraining Interval

eCompliance allows admins and training managers to set a default certificate expiry date for all certificates issued for a course and set its retraining interval of when a employee can retake a course. This can be done by editing the course details. It can be found under the Employees Module > Courses (under 'Manage')

Default Expiry

Admins and training managers are able to enter the number of months into this field to set a default expiry for certificates issued for a course. An expiration date will automatically be populated in the expiration date area of a certificate based off the number that was entered into this field.

The expiration date can be overridden simply by selecting a different date in the expiration date field in a employee's profile page.

How to overwrite an individual certificate:

1. Firstly, navigate to an employee profile

2. Scroll down to the training section and locate the course that the employee has completed

ex.

3. Click on the most recent date displayed on the certificate

4. You can then choose to change the Certificate Expiration Date by clicking the field and entering a different date in the date picker

5. Click Save to apply the changes

Once the course expires the certificate will no longer be valid and a new certificate will need to be re-issued. This can be done by either having the employee retake the course or have an admin or training manager upload a new certificate.

By default, a course will allow users to retake training 90 days before the certificate expires to ensure that employees always stay on top of their training/certifications. Employees can access the course from their My Stuff dashboard once a course is ready to be retaken.

Retraining Interval

The retraining interval is exclusively used to track and manage optional retraining. For example, your organization may have a course that has an official expiration date (default expiry) of 3 years (36 months) however the organization's policy may require retraining annually (12 months). 

This retraining interval allows admins and training managers to ensure that they are able to meet their own requirements and track the retraining interval while also tracking the true expiration of the certificate. This would be tracked and managed through the eCompliance training reports.

A default expiry is not required to add a retraining interval. When a retraining interval is set:

• The default expiration date (certificate expiration) will not change.
• When the retraining interval date is met the course will show in the employee's My Stuff/My Training as either "Overdue" if there is also an expired certificate attached to the course, or "Not Started" if there is no expired certificate.