Recertification Management

Renewals that start before anything expires.

Every certification in Sublime LMS carries a validity period and a renewal window. As expiry approaches the status changes, the refresher is assigned, reminders go out and the manager sees the risk, weeks before the date passes. The previous certificate stays in the record.

Built forCompliance & RiskQuality & SafetySecurityHR

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Validity and renewal windows per certification
Reminders and escalation run unattended
History preserved after every renewal

Renewals · Priya NairLifecycle active

Compliant312days left

Secure Software DevelopmentValid 12 months · renewal window 30 days · remind at 14d and 7d

Certified
Expiring soon
Reminders
Renewal
New certificate

Certificate issued · 14 Mar 2026 · previous certificate kept in history

The problem

A certificate is only compliance until the day it expires.

Most systems record a completion date and stop. Expiry, renewal and reminders become someone's calendar, and calendars go on leave.

Mar

Jan

Expired

Audit

Mar 2025 · certified, tracked in a sheetMar 2026 · expired in silence · found two months later

Completion is a one-time event

The LMS says Completed 14 March. It will say that forever, including the day it stops being true.

Reminders are manual and misaddressed

A spreadsheet owner emails a manager who moved teams. Nobody is told the date passed.

Renewal restarts from zero

The refresher is assigned late, the old record is overwritten or lost, and the audit history has a gap.

Risk is visible only after the fact

Managers learn about lapses from the audit, not before it.

The lifecycle

Six states. One loop. No gaps.

Every certification moves through the same loop on its own cadence, annual or every six months, and the record grows each time around.

Compliant

Certified

Training completed, assessment passed, certificate issued. Status is Compliant.

Step 01 of 06Repeats every 6 or 12 months · previous certificate preserved each time

Inside the product

The renewals queue, before it is a problem.

1
Expiring soon is a state, not a note
It is computed from validity and the renewal window, and it changes what the employee and manager see.
2
Escalation reaches the manager only when reminders fail
The manager named in the HRIS feed today, not whoever was in the spreadsheet last year.
3
Renewal history per person
Every previous certificate, reminder and status change stays attached to the record.
4
External certifications included
Credentials earned elsewhere follow the same expiry, reminders and renewal path.

My team · RenewalsNext 30 days

Renewals due3

In renewal1

Overdue0

Priya Nair · Secure Software DevelopmentExpires in 14 days · refresher assigned · 2 reminders sent

Expiring soon

Sana Khan · Secure Software DevelopmentExpires in 28 days · refresher assigned

Expiring soon

Rahul Joshi · Incident & SLA HandlingReminders ignored · escalated to you today

Nudge

Maya Iyer · AWS Solutions ArchitectExternal · renewal in progress · assessment booked

In renewal

History: Priya Nair · 2 previous certificates · 6 status changesEscalation rule: manager at 7d

Capabilities

The recertification engine, end to end.

Certification lifecycle and expiry

Validity per requirement: annual, every six months, or whatever the policy says.

Recertification automation

The refresher is assigned the moment the renewal window opens. No ticket, no admin.

Reminder and notification automation

Scheduled reminders to the employee at the intervals you set.

Escalation rules

When reminders are ignored, the current reporting manager and the admin are escalated to.

Manager compliance dashboard

Who is expiring in 30 days, who is in renewal, who needs a nudge.

Employee renewal experience

One short path from Expiring Soon to Renewed: refresher, assessment, certificate.

Certification history

Previous certificates and every status change remain in the audit history after renewal.

External certification tracking

Credentials earned elsewhere are recorded with expiry and follow the same renewal reminders.

Exemptions and overrides

Extend, exempt or override with a reason. Attributed and logged.

Compliance risk dashboard

Expiring and overdue by department, requirement and location, for leadership and audit.

Why This Is Different

A certificate expires either way. Only one system notices.

The same organisation, the same Basic Life Support certification, the same twelve months. Watch an administrator keep people certified in a traditional LMS, then in Sublime LMS.

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BLS-2025 · Basic Life SupportPeople

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	Name	Login ID	Section	Role	Last Activity

October 2026WeekMonthAgenda

BLS-2025 · Basic Life SupportSettings

Course DetailsSectionsNavigationAppsFeature OptionsIntegrations

Apps extend the LMS through LTI. Certification tracking, expiry and renewal are not part of the platform and require an external tool to be configured, approved and kept in sync.

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BLS-RC2● Published

BLS Recertification

Adult, child and infant resuscitation refresher with practical assessment.

ContentLearnersTeachersProgressPricingImport / ExportSettings

Recurring certification

Make this training repeat on a cycle. When a new cycle starts, learners must complete the course again — earlier completions stay in their history.

One-timeCompleted once, never expires

RecurringMust be retaken on a renewal cycle

Renewal interval

Every 6 monthsEvery 1 yearEvery 2 yearsCustom

Next due date is calculated from

Learner's completion dateEach learner renews on their own anniversary — completion date + 12 months

Fixed organisation dateEveryone renews together on the organisation's schedule

A learner completing today (Oct 7, 2026) is next due on Oct 7, 2027.

Remind learners before the due date

30 days14 days7 days3 days1 day

When training becomes overdue

Remind weekly · escalate to manager after 7 days

Confirm successful recertificationSend the learner a confirmation when they complete a renewal cycle

Every completed cycle is kept in the learner's history with its completion date and certificate. Retaking the course adds a new cycle record — the original completion is never overwritten, and a previous completion never satisfies a new cycle.

● Unsaved changes

3Expiring soon · next 30 days

1In renewal

+120Overdue

12Renewed this month

Learner	Certification	Expires	Status	Automation

Escalation · automated

30 days before · reminder sent
14 days before · reminder sent
7 days before · reminder sent
Ignored · manager notified today
Next · weekly until the refresher is complete

Kabir RaoLab Technician · Emergency · BLS Recertification

Compliant

Certification lifecycle

Every state change, timestamped on the record.

CurrentCertificateBLS Recertification

SUBL-BLS-KR-2025

Issued14 Mar 2025

Valid until14 Mar 2026

Assessment92%

Verifysublimelms.com/v/…

History (1) · SUBL-BLS-KR-2025 · 14 Mar 2025 → 14 Mar 2026 · Renewed · preserved

Search holder, certification or ID

All certificationsStatusPeriod24 certificates · 6 with history

Holder	Certification	Certificate ID	Issued	Valid until	Status

A completion, recorded once

The learner passed Basic Life Support on 14 March. The LMS records a completion and a grade. Nothing in it knows that this certification expires in twelve months.

Expiry is tracked by hand

Who is due? The administrator checks dates in a spreadsheet, deactivates people whose certification has lapsed and re-activates them after they retake the course. One person at a time, every year.

Reminders are calendar entries

Renewal reminders are events the administrator types into a calendar. They remind the administrator, not the learner, and they assign nothing.

Recertification needs another tool

To track certifications and renewals at all, the LMS needs an external certification tool connected by LTI: another vendor, another sync, another login. The LMS itself still only knows "completed".

Same certification. Same twelve months. Different system.

A manually tracked completion becomes a certification lifecycle that renews itself.

Set the lifecycle once

Make the course recurring, choose the renewal interval, decide when learners are reminded and what happens when they are overdue. Validity, renewal window, reminders and escalation live on the course, natively.

Renewals run without an admin

Expiring soon is a computed state. The refresher is assigned when the renewal window opens, reminders go out on schedule, and the manager is escalated to only if they are ignored.

One record, the whole lifecycle

Issued, valid, expiring, renewal window, refresher, reminders, escalation, renewal, new certificate: every step sits on the learner's record with a timestamp, and the previous certificate is preserved.

Every cycle, every certificate

The registry holds current and previous certificates per person, each with a verifiable ID. Export the evidence for any period. Nothing was ever overwritten.

01 / 08

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See a renewal run end to end.

A 30-minute walkthrough from Expiring Soon to a new certificate, with the history intact.

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What you can hold us to

Renewal promises you can check.

Before, not after

Renewal is assigned when the window opens, not when the date passes.

Nothing overwritten

Each renewal issues a new certificate. The previous one stays in the history, with every status change between.

Any cadence

Annual, every six months, or whatever the requirement specifies. Per requirement, not per platform.

Reaches someone

Reminders go to the employee. Escalations go to the manager your HR system names today.

Trusted by learning teams atPillar AcademyNorthArc UniversityBeacon BootcampsQuanta L&DHelio Coding

Design partner · ZionStar · accelerated lifecycle

Day 0Active

Day 2Expiring soon

Day 5Reminder

Day 7Expired

Day 8Renewal starts

Day 9Assessment passed

Day 9New certificate

Validity set to 7 days for validationOld certification preserved in history

Case study

A full year of renewal, validated in nine days.

Rather than wait six or twelve months to see a renewal happen, ZionStar configured a certification to expire within seven days and ran the entire lifecycle as a simulation before rolling out to the company.

Every state was exercised in sequence: Active, Expiring Soon, Reminder, Expired, Renewal, Assessment, New certification.
The old certification remained in the audit history after the new one was issued, with each transition timestamped.
Five production programmes now run on the same engine, two of them on a six-month cadence.

Set it once. It renews itself.

Set validity

Give each requirement a validity period, a renewal window and a reminder schedule.

Watch the window

Status moves to Expiring Soon on its own. The refresher is assigned and reminders begin.

Renew in one path

The employee completes the refresher and assessment. Managers see progress; escalation runs if needed.

Keep the history

A new certificate is issued. The previous one and every status change remain available for audit.

Questions compliance teams ask

The details that matter.

What happens if a certificate does expire?

The status becomes Expired, the manager and admin see it immediately, and the renewal path stays open. Once the employee renews, a new certificate is issued and the expired one remains in the history, so the lapse is visible and honest.

Can the renewal cadence differ by requirement?

Yes. Validity, renewal window and reminder intervals are set per requirement. Annual Information Security and six-monthly AI Acceptable Use can run side by side for the same person.

Who receives reminders and escalations?

Reminders go to the employee at the intervals you configure. If they are ignored, escalation goes to the reporting manager and, if you choose, the compliance admin. The manager comes from the HRIS feed, so it is always the current one.

Can we track certifications earned outside Sublime?

Yes. External certifications are recorded with their expiry date, appear in the same dashboards and follow the same reminders and renewal path.

Is the old certificate kept after renewal?

Always. Renewal issues a new certificate and preserves the previous one, along with every status change and reminder in between. Nothing is overwritten.

Can an admin extend a deadline or exempt someone?

Yes. Extensions, exemptions and overrides require a reason and are attributed to the person who made them. They are written to the audit history so an auditor can see exactly what was decided and why.

Built for recertification

Never miss an expiry again.

See the full lifecycle in a 30-minute walkthrough: validity, renewal windows, reminders, escalation and the history that is preserved every time.

Book a demo Certification Management