Certification Portal | admin/org rep can see their certs in 1 place | Access certs and expiry | training matrix
With CourseCo’s Certification Portal, admins and bookers can view, manage, and download all training certificates in one organised place. This feature eliminates manual tracking, making it simple to stay on top of expiry dates, renewals, and compliance requirements.
The Certification Matrix Management Tool gives your clients a branded, professional portal to manage their team’s training certifications and easily plan ahead for renewals.
This is an add on feature to your package. Contact us to get a demo of this new feature & pricing!
⭐ Key Benefits of the Certification feature ⭐
Bookers can access all staff certificates in one dedicated plugin.
High-level stats help identify who is due for renewal and encourage re-booking.
Quick, easy access to all certificate templates in an organised view for admins and bookers.
Filter by course or date range and download multiple certs in a few clicks.
Upload and share 3rd-party certs not generated by CourseCo for a complete matrix view.
Plan ahead for future expiries and support client compliance needs.
Provide a branded experience to help retain and grow your customer base.
Easy access for admins to access all certs in one place, filter and download into a zip file.
👩💻 Admin Access — Certification Portal
How to Access
Log in as Admin.
From the left menu, select Certification.
The current year’s certifications will load automatically.
Use the filters or date range picker to narrow results (e.g. view this month’s updates).
Stats Overview
The top of the portal displays a summary bar with key metrics (see image below).
Cert Status | Definition |
|---|---|
Certified | Number of people certified this year — not due for renewal. |
Expiring | Certificates due to expire between today and December 31st. |
Expired | Certificates that have expired and are not yet rebooked. |
Pending | Attendees awaiting cert generation or upload. |
Failed | Attendees marked as Failed in the schedule; no cert will be issued. |
🖼️ Example: Admin view of the Certification Portal
(refer to screenshot: large stats bar and actions panel)
Admins can download reports as CSV, filter by course, company, or booker, and perform quick actions from the Actions column — such as re-booking, downloading, uploading, or sending certificates by email.
Certification Feature - Admin View
🗂️ Uploading External Certificates (Admin)
Admins can upload 3rd-party or replacement certificates directly into the Certification Portal, ensuring all learner records are centralised and visible to both admins and bookers.
How to Upload
Log in as Admin and open the Certification feature.
Locate the relevant delegate (filter by Pending, Course Name, or Organisation).
In the Actions column, click Upload Cert.
The Upload Certificate popup will appear (see image below).
🖼️ Example: Upload Certificate Popup
Options Explained
Choose file: Attach your document.
Upload as a new certificate: Tick this to add a new version (e.g. 2nd or 3rd cert).
Select existing certificate to replace: Use this dropdown to overwrite an existing cert if necessary.
Upload Cert / Upload Cert & Send Email: Save your changes and optionally notify the booker or student immediately.\
Admin | Uploading external Cert
Outcome:
The certificate is stored and appears in the portal.
Stats automatically update (e.g. from Pending → Certified).
The Org Rep can now download the uploaded certificate from their portal.
The Cert Type column will indicate Internal (CourseCo-generated) or External (admin-uploaded).
💡 Tip: Multiple certificates can now be stored per delegate — ideal for refresher courses or updated qualifications.
📋 Certification Results Table — Admin View
Below the stats bar, the Certification Results Table displays a detailed breakdown of all delegates and their certification records for the selected date range.
Admins can search, filter, and sort by any column to quickly locate specific delegates, courses, or organisations.
Each row represents an individual delegate’s course record, showing their certification status, expiry details, and available actions.
Column Name | Definition / Description |
|---|---|
Booking ID | Unique CourseCo booking reference for the delegate’s training record. |
Contact Name | Name of the delegate who attended the course. |
Organisation | Company name associated with the booking. |
Booker | The person who made the booking (often the organisation’s representative). |
Course Name | Title of the course for which the certificate was issued. |
Schedule ID | Internal reference for the specific schedule the delegate attended. |
Status | Displays whether the delegate is Certified, Pending, Failed, etc. |
Start Date | The date and time when the schedule started. |
Completion Date | The date the delegate completed the course. i.e. last day of training |
Expiry Date | The date the certificate expires. This drives the Expiring and Expired stats. |
Certificate Updated | Indicates if the certificate record has been updated since its initial issue. |
Cert Type | Identifies whether the certificate is Internal (CourseCo-generated) or External (uploaded manually by admin). |
Outstanding | Shows Yes if the booking still has an outstanding balance / no if the booking has been paid in full |
Shared | Shows Yes if the certificate has been shared to the booker/org rep portal. |
Pass/Fail | Reflects the result recorded in the Schedule’s Attendee tab. Add on feature ‘PASS/FAIL’ is required for this the populate |
Actions | Quick tools available to the admin — options include Re-book, Download Cert, Upload Cert, and Send Email. |
Select All | Checkbox allowing the admin to multi-select delegates for batch downloads |
👥 Org Rep / Booker Portal
The Org Rep or Booker portal mirrors the admin view but displays only their own bookings and staff.
Booker Actions:
Filter by date range to identify upcoming renewals.
View all certified staff and their expiry details.
Multi-select certificates to download as a .zip file for easy sharing.
Use the Re-book button to navigate directly to your CourseCo website and quickly re-book training.
🖼️ Example: Org Rep Portal View
(refer to screenshot showing 2 certified, 0 expiring, 19 pending)
This gives your clients a professional, self-service dashboard to manage their compliance and renewal tracking.
Org rep portal | view my certs in 1 place
✅ Summary
The Certification Portal simplifies certification management across your entire organisation:
One place to store CourseCo and 3rd-party certificates.
Automated tracking of expiring and expired certs.
Easy filtering and download options for both admins and clients.
For activation or to schedule a demo, contact your CourseCo Account Manager.