The Certificates Report provides detailed information about Certificates awarded to Learners upon Course completion. This report helps you analyze Certificate distribution, track completion outcomes, and review key details associated with each Certificate.
You can access the Certificates Report from the Reports menu in the left navigation of the Admin Interface. Selecting the report opens a results page where you can apply filters to refine the data based on specific criteria.
Report Data
This section outlines the data available in the Certificates Report, including general behaviors and available data fields.
You can customize this report to provide information on any data points listed below.
Notes
- Fields with an asterisk (*) symbol are included in the Report's default layout.
- Custom fields configured in your Portal Settings will also be available.
- Remember that opening a report may also include a favorite saved layout or a shared default organizational report layout.
The following considerations apply to the report data:
- The report includes both active and inactive User data.
- You can only view data for Users within your permission scope.
Data Fields
The table below describes each column available in the Certificates Report.
| Data Column | Details |
| Address | Displays the value from User Profile > Address. |
| Address 2 | Displays the value from User Profile > Address 2. |
| Certificate Issuer | Displays the name of the Admin who manually awarded the Certificate, if applicable. |
| Certification Date* | Displays the date the Certificate was awarded to the User. |
| City | Displays the value from User Profile > City. |
| Country | Displays the value from User Profile > Country. |
| Course* | Displays the Course associated with the Certificate. |
| Credits | Displays the number of Credits awarded, if applicable. |
| Custom Title | Displays the custom Certificate name, if configured for the Course. |
| Date Added | Displays the date the Certificate was added to the LMS. |
| Date Edited | Displays the last updated date of the User’s profile information. |
| Date Hired | Displays the value from User Profile > Date Hired. |
| Date Terminated | Displays the value from User Profile > Date Terminated. |
| Department* | Displays the value from User Profile > Department. |
| Email Address | Displays the value from User Profile > Email Address. |
| Employee Number | Displays the value from User Profile > Employee Number. |
| Expires in Days* | Displays the number of days until the Certificate expires. |
| Expiry Date* | Displays the Certificate expiration date. |
| External ID | Displays the value from User Profile > External ID, commonly used for integrations. |
| First Name* | Displays the value from User Profile > First Name. |
| ID | Displays the unique identifier assigned to the Certificate. |
| Job Title | Displays the value from User Profile > Job Title. |
| Language | Displays the User’s language preference or the system default if not set. |
| Last Name* | Displays the value from User Profile > Last Name. |
| Location | Displays the value from User Profile > Location. |
| Middle Name | Displays the value from User Profile > Middle Name. |
| Notes | Displays internal notes associated with the Course. |
| Phone | Displays the value from User Profile > Phone. |
| Postal Code | Displays the value from User Profile > Postal Code. |
| State/Province | Displays the value from User Profile > State/Province. |
| Type* | Displays the Course type (Online Course, Instructor-Led Course, or Curriculum). |
| User Status | Indicates whether the User is active or inactive. |
| Username | Displays the value from User Profile > Username. |
| Valid |
Indicates whether the Certificate is active or expired:
|
Report Actions
This section describes the actions available within the Certificates Report.
After generating a Report, you can perform administrative actions. Commands to modify Report data become available once the checkbox of a table row item is selected (checked). The menu is displayed on the right-hand side of the page. This menu is context-sensitive. The available options for Actions and Mass Actions will change depending on the content you are selecting.
- An individual row selection will open the Actions menu.
- Multiple row selections will open the Mass Actions menu.
Action options depend on your Admin Role permission(s). Some actions in the table below may not be available to all Admins. If you have questions related to your permission set, please contact your local System Admin for details.
Actions
These actions can be applied to individual Certificates within the report.
| Action | Description |
| Edit | Opens a workspace to modify the awarded Certificate. |
| Delete | Permanently removes the Certificate from the Learner. |
| Download | Downloads one or more copies of the Certificate. |
| Deselect | Clears current selections. |
Report Roles & Permissions
This section outlines the permissions required to access and interact with the Certificates Report.
Please note that your environment may use customized Role(s), Permissions, or a combination of both to regulate access to this Report.
Admins must have Generated Reports in their Role, in order to export data to Excel or CSV on any Administration page or Report page.
If you have questions or need assistance, your local System Administrator can provide more information or review your current permission set.
Required Role Permissions
The following permission is required to access the report:
| Role: Section Access | Permissions Needed |
| Reports > Certificates | Access |
Suggested Role Permissions
The following permissions are recommended for full functionality when using the report.
| Role: Section Access | Permissions Needed |
| Courses > Instructor-Led Courses | View or Modify |
| Courses > Online Courses | View or Modify |
| Courses > Curricula | View or Modify |
| Users > Users | View or Modify |
| Reports > Generated Reports | Access |
| Reports > User Transcript | Access |
Troubleshooting
This section outlines common issues related to downloading Certificates and provides guidance for resolving them. More details on Course Certificate configuration, including how to enable Certificates at the Course level, configure the Certificate source, and enable Certificate downloads can be found in the article on Course Certificates.
Unable to Download a Certificate
If a Certificate appears in the report but cannot be downloaded, or was previously available, it may be disabled in the associated Course.
To resolve this issue, confirm the Certificate settings within the Course. If the Certificate is disabled, re-enable it. If the Certificate is active but non-downloadable, access it using the configured delivery method. Once re-enabled, the Certificate can be downloaded from either the Certificate Report or the User Transcript.
Download Certificate Button is Grayed Out
If the Download button is greyed out after selecting a Certificate, the Certificate toggle may be disabled for the Course.
Admins can confirm if the Certificate is toggled on by navigating to the Completion section in the Course's Settings and confirming if the Certificate toggle is enabled.
Certificate on Transcript Cannot Be Downloaded
If there is a Certificate on the User's Transcript, but it cannot be downloaded, this is often because a Certificate is enabled for the Course, but there is no Certificate included in the Course and no Default Certificate in the Portal Settings.
Access the Completion section in the Course Settings to confirm if a Certificate is included in the Course. To confirm if there is a Default Certificate, navigate to Portal Settings, click the Defaults tab and scroll down to the Default Certificate field.
Missing Certificates After Bulk Download
If some Certificates are missing after a bulk download, those Certificates may be disabled or configured as non-downloadable in their respective Courses.
To resolve this issue, verify Certificate settings in each Course. Re-enable any disabled Certificates and retry the download. Certificates that are active but non-downloadable must be accessed through their configured delivery method.
Certificate Not Received for Past Course Completion
If a Learner did not receive a Certificate for a part Course completion, either because a Certificate was not included in the Course at that time, or due to other issues, Admins can manually issue a Certificate. Admins can manually edit a User's enrollment, change the status to Not Complete, save the change, and then change the status back to Complete.
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