Certificates

The Certificates feature is used to manage internal and external qualifications and competence credentials.

Creating a New Certificate

Administrators define in Swarm settings which user roles are allowed to create certificates.

Typically, creation rights are restricted to administrators.

A new certificate can be created:

  • Using Create New
  • By copying an existing template

Marking a Certificate as Official

  • Only administrators can mark a certificate as official.
  • An official certificate can only be added to a user by:
  • the certificate owner, or
  • an administrator.

Adding a Certificate to a User

Regular users can add open (public or internal) certificates to their own profile:

  1. Click Add to my certificates
  2. Define validity start and end dates

If no dates are modified:

  • The start date defaults to the moment of addition
  • The end date remains empty (valid until further notice)

Administrators can add certificates to other users and define validity dates.

Inviting Users to a Certificate

Administrators and certificate owners can:

  • Send invitations to users
  • Invited users can add the certificate to their profile
  • Validity dates are defined during the addition process

Checking Validity Information

Validity dates can be reviewed:

  • On the certificate page
  • From the Experts list
  • By opening detailed user information

Editing Validity Information

Administrators and certificate owners can edit validity dates for certificate members.

Searching by Certificate

On the Experts page, users can search by certificate.

The search shows:

  • Users who have added the certificate to their profile

Currently, the search does not distinguish:

  • Whether the certificate is valid or expired

Reports

Current certificate reports show:

  • The date when the certificate was added

Validity status is not yet included in reports.

🔄 Upcoming Improvements

The following enhancements are on the roadmap:

  • Expiring certificate indicators in reports
  • Notifications for expiring certificates
  • Clear validity status (Valid / Expired) displayed on:
  • Profile pages
  • Expert search results