Create and manage employee certificates

Record employee certificates with their issuer, issue and expiration dates, file, or URL. Employees, Managers, and HR Admins can add certificates from their respective flair surfaces.

Who can use this?

Employees and Managers use Certificates in the Employee Hub. HR Admins manage certificates and approval policies in Salesforce.

Add your certificate in the Employee Hub

1. In the Employee Hub, open My Data → Certificates.

2. Click New Certificate.

   

3. Enter a new certificate name or select an existing name.

4. Enter the issuer and issue date.

5. Optional: Enter the expiration date.

6. If the certificate has been issued, upload its file or enter its URL.

7. Click Save Certificate. The certificate appears in the Employee Hub.

Add a certificate as a Manager

1. In the Employee Hub Manager view, open My Team.

2. Select the employee.

3. In the top navigation, open Certificates.

   

4. Click New Certificate.

   

5. Enter a new certificate name or select an existing name.

6. Enter the issuer, issue date, and optional expiration date.

7. Upload the certificate file or enter its URL.

8. Click Save Certificate. The certificate appears on the employee's profile.

Add a certificate in Salesforce

1. In flair HR, find the employee through search or Employees.

   

2. On the employee record, scroll to Employee Certificates.

3. Click New.

4. Enter the certificate details and optional URL.

5. Click Save. The certificate is associated with the employee.

HR Admins can also review employee or candidate certificates in the Certificate Associations card on the record page. It shows planned, valid, or expired status with issue and expiration dates.

Control certificate visibility

Use Visibility to restrict a certificate, including sensitive medical certificates.

1. In Salesforce, open the certificate record.

2. On Certificate Association Visibility, select Visibility.

3. Choose an access level:

   Option	Who can see the certificate
   HR+Manager+Employee	HR, the employee's manager, and the employee. This is the default.
   HR+Manager	HR and the employee's manager.
   HR+Employee	HR and the employee. Use this for a medical certificate that a Manager should not see.
   HR	HR only.

4. Save the certificate. The message Visibility saved successfully appears.

The employee's certificate list also shows Visibility as a column.

Comment on a certificate

1. In the Employee Hub, open My Data → Certificates.
2. Find the certificate.
3. Click the speech-bubble icon next to Name.
4. Enter a comment. You can include a document, web link, or emoji.
5. Post the comment. The message appears with the certificate.

Configure certificate approvals

1. In Salesforce, open flair HR → Approval Policies.
2. Create an approval policy for the Certificate object.
3. Set the approval type to Manager-based.
4. Assign the policy to the relevant employee segments.
5. Save the policy. New employee certificate uploads are routed to their direct Manager.

Review a certificate as a Manager

1. Open the certificate notification or the employee's certificate under My Team.
2. Review the certificate details and attached documents.
3. Click Approve or Reject. An approved certificate appears on the employee profile; a rejected upload returns to the employee for resubmission.

Employees see one of these values in Certificates:

• Pending — the certificate is waiting for Manager review.
• Approved — the certificate has been accepted.
• Rejected — the certificate was not accepted, and the employee can review feedback and resubmit it.

Related articles

• Upload and manage documents
• Approval Framework overview
• Configure the Employee Hub