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How to Manage Training Certificates

Open a training profile to upload certificates, update expiry dates, and review traffic-light status for each discipline.

Overview

After assigning training disciplines to your staff, you record each person's certificates on their training profile: files, expiry dates, and comments. XMP uses those dates to show traffic-light statuses and to decide whether someone can be scheduled onto jobs when a requirement is marked Required for scheduling.

If you have not assigned disciplines yet, see How to Assign Training Disciplines to Staff first.

Accessing a Training Profile

  1. Go to Main Menu → Training → Profiles.
  2. Find the person in the table, or filter by name on the right-hand side.
  3. Click the magnifying glass on the right of the row to open their training profile.

The table lists personnel who already have disciplines assigned.

Uploading Certificates and Editing Disciplines

At the top right of the profile, click "Upload Certificates" to add several files in one go — useful when you are setting up a new starter. You can also edit the person's user disciplines from the top of this page if requirements have been added or removed over time.

Reading Statuses on the Profile

The main table shows an overall discipline health indicator. Each user discipline uses a traffic-light status:

  • Green — valid
  • Amber — due to expire
  • Red — expired

Under each requirement, certificates are grouped the same way: expired, expiring, or valid.

Updating a Certificate

On each certificate row:

  • Click the plus icon to add a new training record and certificate file against that requirement.
  • Click the pencil icon to edit the existing record — for example to change an expiry date, upload a different file, or leave a comment.
  • Click the clock icon to see the full history of changes for that certificate.
  • Click the download icon to save the certificate file for documentation or audit.

Next Training Date and Scheduling Gaps

If re-training is booked but not yet done, open the certificate's actions and set a next training date. XMP then allows scheduling while the current certificate is valid, blocks the gap after expiry until the new certificate exists, and treats them as schedulable again from that next date.

Next Steps

For items that sit outside a discipline — ID cards, inspections, or inductions — see How to Record Miscellaneous Certificates. Use How to View and Filter Training Profiles to sort by next expiry and see how training status ties to scheduling.