Manage certificates and renewals as an admin

Certificates in EVA Check-in help you track whether a person has completed a required process, induction, or other step. As an admin, you can create and manage certificate types, allow visitors to renew eligible certificates, track renewals, and support people whose renewal needs follow-up.

This guide covers the main admin tasks for certificates and certificate renewals.

Certificate types

EVA supports 2 types of certificates:

Process certificates

Process certificates are created automatically when a person completes the relevant part of a check-in or pre-arrival process.

Use process certificates when you want to:

• collect answers as part of a workflow
• remember those answers for future visits
• apply an expiry date
• support visitor renewal, where configured

Manual certificates

Manual certificates are added by an admin to record something completed outside EVA, such as an in-person induction or training course.

Use manual certificates when you want to keep a record in EVA without requiring the person to complete that step through an EVA workflow.

Certificate renewals

Only process certificates support visitor self-renewal.

Manual certificates do not support visitor self-renewal, but expiry can be tracked by an admin

Set up a process certificate

Use a process certificate when you want EVA to issue a certificate automatically from a check-in or pre-arrival process.

Before you start

Make sure you already have a check-in or pre-arrival process set up.

Create the certificate

1. Go to Overview > Check-in processes.
2. Open the process you want to use.
3. Select Edit.
   
4. Scroll to the bottom of the process.
5. Select Add certificate.
   
6. Enter a certificate name.
7. Choose whether the certificate applies to:
   • one site, or
   • all sites that use the process
8. Select the first and last screen covered by the certificate (which can be the same if just one)
9. Choose the expiry method:
   • use a field, if the certificate expires on a specific date
   • use a time period, if the certificate expires after a set number of days, weeks, months, or years
10. Enter the expiry value.
11. Select Save.

Allow visitors to renew a certificate

If you want visitors to be able to renew a process certificate before they come to site, you must enable visitor renewal on that certificate.

Enable visitor renewal

1. Go to Overview > Check-in processes.
2. Open the relevant process.
3. Edit the certificate settings.
4. Turn on Allow visitor to renew certificate before coming to site (shown above)
5. Save your changes.

If this setting is off, visitors cannot use the certificate renewal flow.

Grant in-app renewal permission

Visitors with the correct permission can renew eligible certificates in the EVA mobile app.

Visitors without that permission can still renew through a browser or link-based flow, if renewal has been enabled.

Grant the permission

1. Go to Overview > Visitor profiles.
2. Find the visitor.
3. Update their permissions for the relevant site or sites.
4. Grant the Certificate Renewal permission.
5. Save your changes.

Note about device verification

Some visitors may need to complete a one-time device verification before the Renew button appears in the EVA mobile app. Learn more.

If a visitor cannot see Renew, check:

• that the certificate is a process certificate
• that visitor renewal is enabled for that certificate
• that the visitor has the Certificate Renewal permission
• that the visitor is using a current version of the EVA mobile app

How visitor renewal notifications are sent

Visitor renewal notifications are sent automatically when renewal notifications are enabled for that certificate type, and the certificates:

• are close to expiring or have expired
• have visitor renewal notifications turned on
• have not already had that notification sent

Visitor renewal - timings

Provided the above criteria are met:

• Visitor renewal notifications are automatically sent 3 days in advance of the certificate expiry date
• Visitors will start to see the renew button in their mobile app 14 days before their certificate expires and can renew at that point
• They can also renew on receipt of a renewal reminder manually sent by an admin

Track certificate renewals

You can track certificate renewal activity in 2 main places.

Use the Certified people page

Go to Certificates > Certified people.

Use this page to:

• view current and expired certificates
• review certificate history
• send a certificate renewal notification manually - click the mail icon in the Renewal column

Use Visitor profiles

Go to Overview > Visitor profiles.

Use visitor profiles to:

• search for a person
• review their certificate records
• check certificate status and related details

This can be useful when you are supporting a specific visitor and want to see their wider activity as well as their certificate history. You can also send a renewal notification from this screen.

Understand certificate history

When a certificate is renewed, EVA creates a new certificate record rather than updating the old one.

That means a person may have:

• an older expired certificate
• a newer current certificate

This is expected behaviour.

Support renewals that need attention

Some renewals may need employee follow-up.

If a renewal submission results in an amber or red outcome, EVA can notify the relevant employee so they can review and resolve it.

What happens next

The employee can follow the link in the notification and update the visit information as needed.

This workflow helps where the visitor has submitted a renewal, but their updated answers still require review before the visit can proceed.

Set up employee notifications

To set up employees to be notified if a certificate renewal results in an amber or red status (i.e. needs review/attention) - 

1. Go to Site information > Options > Notifications
2. Scroll down to the Employee when certificate renewal needs attention section
3. Select a notification method, who to notify and update the message content to suit

Create and assign manual certificates

Manual certificates are useful when something was completed outside EVA and you still want to record it against a person.

Create a manual certificate type

1. Go to Certificates > Certificate types.
2. Select + Add manual certificate type.
3. Enter a certificate type name.
4. Choose whether it applies to:
   • a site, or
   • the whole organisation
5. Save the certificate type.

Assign a manual certificate to a person

1. Go to Certificates > Certified people.
2. Select + Add certified person manually.
3. Search for and select the person.
4. Select the certificate type.
5. Select the relevant site or sites.
6. Enter the expiry details, if needed.
7. Save the record.

Important

Manual certificates do not support visitor self-renewal.

Edit certificate expiry dates

Certificate expiry dates do not usually change after a certificate has been issued, unless a staff member updates them.

You can change the expiry date when

• a staff member manually edits the issued certificate in the portal, or
• the certificate expiry is based on a date field in the check-in process, and a staff member updates that date field in the visit information

Edit a certificate manually

1. Go to Certificates > Certified people.
2. Find the relevant person and certificate.
3. Open the certificate record.
4. Edit the expiry date.
5. Save your changes.

Export certified people

You can export a CSV list of certified people from EVA.

1. Go to Certificates > Certified people.
2. Apply any filters you need.
3. Select the CSV export option.

Tip

The Expiry filter often defaults to Current, so expired certificates may be hidden.

If you need to see older records, change the filter to show:

• All, or
• Expired, if available

FAQ

Why can I see more than one certificate for the same person?

This usually happens when a person has renewed a certificate. EVA creates a new certificate record for the renewal instead of updating the old one.

Why can’t I see an older certificate?

The Certified people list may be filtered to show only current certificates. Change the Expiry filter to All or Expired.

Why can’t the visitor renew in the app?

Check that:

• the certificate is a process certificate
• visitor renewal is enabled for that certificate
• the visitor has the Certificate Renewal permission
• the visitor has completed any required device verification
• the visitor is using a current version of the EVA mobile app

Why didn’t the certificate update when it was renewed?

Renewal creates a new certificate record. It does not overwrite the previous certificate.

Can visitors renew manual certificates?

No. Manual certificates do not support visitor self-renewal.