What it does
Credentials tracking records each person's licenses, certifications, and registrations against a managed catalog of types. A verification step locks an entry as confirmed and records who verified it and when.
Who it's for
People add and keep their own credentials current. Institution administrators and coordinators verify credentials and watch for upcoming expirations.
How it works
Credential types. The catalog combines system-wide types, open to every institution, with types your own institution defines. Each type can require a number, state, or expiration date, and set how many days ahead alerts fire.
Recording a credential. An entry needs the credential number, and can also include issuing authority, state, issue date, expiration date, notes, and a supporting file. New entries start pending.
Verification. An administrator with verification permission reviews the entry and marks it verified. This stamps who verified it and when, and sets it active. Removing verification clears that stamp.
Monitoring expirations. Credential lists can be filtered by type, category, status, verification state, and a time window ahead — so compliance staff can work the queue of credentials expiring soon.
Before you start
Anyone can add their own credentials. Verifying someone else's needs verification permission.
Have the credential number ready — it's required on every entry.
Do this
Open a person's profile (
/users/profile/:userId) and go to the Credentials section → you should see existing entries and an Add Credential button.Select Add Credential → the Add Credential dialog opens.
On the dialog, choose a Credential Type and enter the number. Add the issuing authority, state, and dates you have, then save → the new entry appears with Pending verification.
With verification permission, select Verify in the Credentials section → the entry switches to verified. The record shows who verified it and when.
You're done when
✓ The credential appears in the Credentials section with the details you entered.
✓ A verified credential shows who verified it and the verification date.
✓ A credential nearing its expiration date shows up when you filter the list by upcoming expirations.
Boundaries and limits
Once verified, a credential's owner can no longer edit or delete it. Only administrators can change a verified record.
New credentials always start pending. Only the verify action makes them active.
The credential number is required on every entry.
Viewing credentials needs multi-factor login. This is enforced at the database, for owners and administrators alike.
Viewing needs people-view permission. Editing needs people-edit permission. Both are scoped to the person's institution.
Institution-defined types belong to that institution. System-wide types are managed by the platform.
Deleting a credential is a soft removal. It disappears from lists but is not destroyed.
Credential lists load up to 1,000 entries per view.
Common questions
Q: I made a typo in my license number but I can't edit it — why? A: It's verified, which locks it. Ask an administrator to fix it.
Q: What does verification actually record? A: Who verified the credential and when. It also sets the status to active.
Q: How do we catch licenses before they expire? A: Filter the list by upcoming expiration, such as the next 90 days. A credential type can also set its own alert lead time.
Q: Can we track institution-specific certifications? A: Yes. Your institution can define its own types, alongside the system-wide catalog.
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