CalmCompliance
Training

Track training certificate expiry

Set a course Validity period so completed training can derive a certificate expiry date, then monitor that date on the training matrix and under Insights > Expirations.

You need the Manager or Admin role for the Personnel module to configure course validity. Anyone who can view training results can see training certificates in the shared expirations report.

Set course validity

Validity is available on Calm and external courses. It is not configured on iHasco courses.

  1. Go to Training > Courses and create or open a Calm or external course.

  2. Add or edit Validity.

  3. Choose Does Not Expire, or choose Expires After and enter a whole number of months in Validity Period (Months).

  4. Save the course.

Validity is used as the default expiry when a completion has no explicit certificate date. Changes apply to future completions only. Course detail shows the current Validity value in the course information sidebar.

How certificate expiry is set on a result

When a training result becomes Completed:

  • If you entered an explicit certificate expiry, that date is kept.

  • If no explicit certificate expiry is entered and the course has a validity period, expiry is derived from the completion date plus the validity months.

  • If the course has no validity period and no explicit expiry is entered, certificate expiry stays empty.

This applies to manual external results on create and when you edit a result to completed, and to Calm assessed and non-assessed completions. Updating a course’s validity later does not change expiry dates already stored on existing results.

On manual external results you can also store Certificate Issued, Certificate Number, and a PDF under Certificate File. Person training and course assignment tables show a certificate file link that opens in the PDF viewer. For the full manual result steps, see Manage training courses and results.

Read expiry health on the training matrix

Open Training > Insights to view the Training Compliance Matrix.

Certificate expiry health is shown by the colour of the expiry date, not as a separate badge:

  • Valid — more than 30 days until expiry

  • Expiring Soon — 30 days or fewer until expiry

  • Expired — the expiry date is today or in the past

The matrix legend also includes result state Expired (Result). When an assignment is still active, assignment state takes precedence over a result-driven expiry state. Results without a certificate expiry do not get health from this feature.

Find training certificates in Insights Expirations

Completed training certificates with an expiry date appear in the shared expirations report.

  1. Go to Insights > Expirations.

  2. Use Look ahead to choose 30 days, 60 days, 90 days, or 180 days. Filter by Expiring or Expired as needed.

  3. Review rows in the Record, Category, Expiry, and Status columns.

Training items are included only when:

  • the result is the latest completed result for that person and course

  • the result has a certificate expiry date

  • you can view training results

Failed, in-progress, and not-started results are excluded even if they carry a date. Completed results without a certificate expiry are excluded. Each training item is labelled with the course name and links to the person. Category display is prefixed by the module label, such as Personnel.

Items inside the selected days-ahead window appear as expiring. Past dates appear as expired. If nothing matches, the page shows that records expiring within your look-ahead window or already expired will appear here.

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