When employees submit certifications through their My Certifications page, those submissions land in the review queue. Your job is to verify each one and either approve or decline it.

Opening the review queue

  1. Open Certifications & Licenses from the menu.
  2. Click the Review Queue tab.
  3. You will see pending submissions listed with Employee, Certification, Issued, and Expires columns.

Reviewing a submission

  1. Click Review on the row you want to process.
  2. A modal opens showing the submission details and any uploaded documentation the employee attached.
  3. Compare the information the employee entered with the documentation. Make sure the name, certification number, and dates match.
  4. Add notes if needed.
  5. Pick a decision: Approve or Decline.

Approving

Pick Approve to move the certification to approved status. The employee will see it updated on their My Certifications page.

Declining

Pick Decline and use the notes field to explain what needs to be fixed. The employee can then resubmit with corrections.

Common reasons for declining

  • The uploaded image is too blurry to read the certification number or dates.
  • The expiration date on the card does not match what the employee entered.
  • The name on the card does not match the employee's name on file.
  • Required documentation was not attached.

Example

David submits his new Paramedic recertification. You click Review on his row, compare his attached card image to what he entered, and see the expiration date on the card says December 2027 but David entered December 2026. You add a note — "Expiration date on your card shows 12/2027 but you entered 12/2026. Please correct and resubmit." — pick Decline, and save. David fixes the date and resubmits, and you approve it.

Tip: Process the review queue at least once a day. Employees are waiting on approvals, and a backlog can delay onboarding and compliance tracking.