Know your compliance status before an auditor asks
Track every certificate for employees, equipment, products and partners in one live dashboard — with guided renewals, tiered escalation and a self-service portal so nothing lapses unnoticed.
Certifications expire quietly across spreadsheets, shared drives and managers' memories. When one lapses unnoticed the consequences are concrete: a technician barred from a job site, a failed audit, a voided insurance claim, or a lost contract that required proof of accreditation — and nobody sees it coming until it is too late.
A live compliance dashboard inside Odoo shows exactly what is valid, expiring or expired, for whom. Certificates attach to employees, equipment, products or partners; automated reminders escalate from holder to manager to compliance officer; and a guided renewal wizard replaces the old record with a verified new one while keeping full history.
Everything compliance teams need
Every capability below is implemented in the module.
Multi-entity certificate records
Attach a certificate to an employee, a piece of equipment, a product or a partner — not just people — so HR, HSE and quality teams share one tool.
Live compliance dashboard
A kanban board grouped by compliance status — valid, expiring soon or expired — answers "are we compliant right now?" at a glance.
Guided lifecycle workflow
Every certificate moves through draft, submit, verify and approve before becoming active, so nothing goes live without a documented check.
Tiered escalation on expiry
A daily cron notifies the certificate holder first, then the manager, then the compliance officer if the previous reminder was ignored — so a missed reminder never means a silent lapse.
Guided renewal with history
One "Renew" action uploads the new document, marks the old certificate superseded and keeps both records linked — a full audit trail instead of an overwritten date field.
Ready-to-use certificate types
Pre-built presets — safety training, equipment inspection, professional license, ISO accreditation, supplier conformity — with configurable validity and reminder lead times, so setup is not required before first use.
Self-service holder portal
Certificate holders view their own certificates and upload renewal documents from the customer portal, cutting the compliance team's manual data entry.
Compliance reporting
Graph and pivot views break certificates down by type and status for audits and management reviews, backed by a full chatter change history on every record.
Document verification step
Certificate types can require a supporting document before approval, so an active certificate always has proof attached.
How it works
Create the certificate
Pick a type, attach it to an employee, asset, product or partner, and set the issue date — expiry is suggested automatically.
Submit and verify
The document is submitted, checked by a verifier, then approved by the compliance officer before it goes active.
Track and escalate
As expiry approaches, the dashboard flags the certificate and the daily cron escalates from holder to manager to compliance officer.
Renew with one click
The holder or compliance team runs Renew: the new certificate supersedes the old one, and both stay linked in history.
See it in action
From the live compliance dashboard to the self-service holder portal.
The live compliance dashboard: certificates grouped by valid, expiring soon and expired, with days-to-expiry and state badges on every card.
List view with color-coded rows for expired, expiring and valid certificates — ready for filtering, grouping and export.
The certificate form: statusbar workflow (Submit, Verify, Approve, Renew, Revoke), holder details, validity dates and full chatter history.
A superseded certificate keeps its record and a clear link to the renewal that replaced it — nothing is ever silently overwritten.
The guided renewal wizard: upload the new document and dates in one step — the old certificate is automatically marked superseded.
Ready-to-use certificate types — safety training, equipment inspection, professional license and more — configurable per organization.
Configure default validity, reminder lead time and the escalation thresholds to manager and compliance officer for each certificate type.
The customer portal home shows a "Certificates" counter card so holders find their records in one click.
"My Certificates" lists every certificate the logged-in holder owns, with status badges and expiry dates.
The certificate detail page lets the holder review the record and upload a renewal document directly from the portal.
Frequently asked
Can I track certificates for equipment and partners, not just employees?
Yes. Each certificate can be attached to an employee, a piece of equipment, a product or a partner, so HR, HSE and quality teams all use the same tool without customization.
How does escalation work if a reminder is ignored?
A daily scheduled job checks every active certificate against the thresholds set on its type. It notifies the holder first, then the manager, then the compliance officer if the certificate is still unresolved as it nears or passes expiry.
What happens to the old certificate when I renew?
The Renew action creates a new certificate record and marks the old one as superseded, linking the two. The full history stays visible for audits instead of being overwritten.
Can certificate holders upload their own renewal documents?
Yes. The self-service portal lets holders view their certificates and submit renewal documents themselves, which then flow into the same verify-and-approve workflow as any other record.
Get in Touch
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Certificate Management System tracks certificates and compliance for employees, equipment, products and partners with lifecycle, escalation and a self-service portal.
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Discuss (mail)
• Employees (hr) • Maintenance (maintenance) |
| Lines of code | 1253 |
| Technical Name |
cerevantix_certificate_management_system |
| License | OPL-1 |
| Website | https://cerevantix.com |
Odoo Proprietary License v1.0 This software and associated files (the "Software") may only be used (executed, modified, executed after modifications) if you have purchased a valid license from the authors, typically via Odoo Apps, or if you have received a written agreement from the authors of the Software (see the COPYRIGHT file). You may develop Odoo modules that use the Software as a library (typically by depending on it, importing it and using its resources), but without copying any source code or material from the Software. You may distribute those modules under the license of your choice, provided that this license is compatible with the terms of the Odoo Proprietary License (For example: LGPL, MIT, or proprietary licenses similar to this one). It is forbidden to publish, distribute, sublicense, or sell copies of the Software or modified copies of the Software. The above copyright notice and this permission notice must be included in all copies or substantial portions of the Software. THE SOFTWARE IS PROVIDED "AS IS", WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE, ARISING FROM, OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE.
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