The recertification settings define how certification cycles are calculated and managed. This is a key part of the configuration process and should be set before assigning learners.
Reference date options
The reference date determines how a learner’s next certification period is calculated:
Setting | Description | Example |
|---|---|---|
Completion date | The active period is added to the completion date. | If the Recertification frequency was set as 1 year and the learner completed their certification on 25th September 2025, then their recertification needs to be completed by 25th Sept 2026. If the learner then completes their recertification on 28th August 2026 (Recertification window is set to 1 month), then the next recertification in the cycle will need to be completed by 28th August 2027. |
Expiry date | Uses the last expiry date to calculate the next. | If the Recertification frequency was set as 1 year and the learner completed their certification on 10th April 2025, then every recertification in the cycle must be completed by 10th April each year. |
Fixed date | The fixed expiry date option keeps all learners aligned to the same certification cycle. A single base date is used to calculate every expiry date, preventing dates from drifting over time. | The base date is the assignment due date (if set) or the learner’s first completion date. The recertification frequency is added to this base date repeatedly until the next future expiry date is reached. The Minimum certification interval applies only to this option. It ensures that, once a learner earns a certification, the certification remains active for at least the specified period. The minimum active period must be at least as long as the recertification window. If an initially calculated expiry date would fall inside the recertification window, further periods are added until the expiry date falls outside that restricted window. Example:
Learners assigned on or before 11 December 2025 receive an expiry date of 31 December 2025. Learners assigned from 12 December 2025 to 11 December 2026 receive an expiry date of 31 December 2026. This pattern repeats annually, ensuring that all learners remain aligned to the same certification cycle. |
Reinstatement options
Reinstatement defines what happens if a learner does not recertify in time and they are overdue:
Continue current path: The learner remains on their current path
Restart certification: The learner returns to the first path
Choose a specific course path: The learner is reassigned to a chosen path
If a certification has only one looping path, reinstatement options will be limited.
Allow extension requests
If enabled, learners can request additional time before their certification expires.
Configuring the reference date and reinstatement
To set up the date used to calculate the learner's next certification period, follow these steps:
Click the three dots (
) on the right of the Requirements tab and select Edit recertification.
Under Reference date, select how the certification periods are calculated, either Completion date, Expiry date, or Fixed date.
Under Reinstatement, use the dropdown menu to select which path learners follow if their certification lapses.
If you create further certification paths later on, you can return to the Reinstatement option and adjust which path learners follow if their certification lapses.
Optionally you can enable Allow extension requests which will allow learners to request extra time.
Once you have configured the Reference date and Reinstatement, click Save.
Next steps
The Totara Academy has a whole course dedicated to using Programs and certifications in Totara Learn. Here you can learn more on how to use programs and certifications, see best practice, and give it a go yourself.
Join the Totara Community for more resources to help you get the most out of Totara.
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