Manage certifications

Learn how to create and customize certifications used to build job descriptions

In this article:

• About certifications
• Creating certifications in libraries
• Adding certifications to jobs
• Defining certifications on jobs
• Managing certifications

About certifications

Certification is a type of library item such as “Chartered Accountant (CA)“ or “Information Technology Infrastructure Library (ITIL)“. These library items can be added to an optional Certification category on job descriptions. They’re included in job descriptions purchased from HRSG, but you can also create your own. You can: 

• Add the same certification to as many job descriptions as you’d like.
• Create certifications directly on a job.
• Add descriptive text around certifications on a job.
• Customize different scales to define the certification level required on a job.
• Add equivalent certifications on a job.
• Rename the “Certification” library type. Learn more

Creating certifications in libraries

Certification is stored in groups and sub-groups in the Certification library. You might place all certifications in one group, or divide them into groups such as “Information Technology” or “Sales”. Certification statements can be created and managed in Libraries, but Jobs is where they’re used. When you’re building a job description, you can add certifications from the Certification library.

To create a certifications group or sub-group

1. Navigate to Content > Libraries.
2. Select Certification in the drop-down at the top of the page.
3. Click Create and select Group.
4. Leave (Create as top level group) selected or select a parent group and click Next.
5. Enter a group name and click Save.

To create certifications

1. Navigate to Content > Libraries.
2. Select Certification in the drop-down at the top of the page.
3. Click Create and select Certification.
4. Select a group to place them in and click Next.
5. Type in or paste a certification such as “Accounting Principles”.
6. Press Enter on your keyboard to create a new line that’s treated as a separate item. If you paste a list, each bullet is a separate item. This means you can paste content copied from other formats like Microsoft Word to create those items all at once.
7. Click Save Draft or Publish. Only published items can be added to jobs.

To create a scale and assign it to a certification (optional)

1. Follow the steps in the Manage scales article to create a scale.
2. Navigate to Content > Libraries.
3. Select Certification in the drop-down at the top of the page.
4. Point to a certification and click the 3-dot icon.
5. Select Edit in the drop-down.
6. Select a scale and click Save.

Adding certifications to jobs

To add certifications from the library to a job

1. Navigate to Content > Jobs.
2. Click a job title in the Jobs table.
3. If published, click Edit to create a draft copy.
4. Click the plus icon.
5. Click the search icon or use the # keyboard shortcut to search.
6. Click the folder icon to browse.
7. Select a library and group in the filters.
8. Select the items to add and close the window.
9. Click the check mark to save.

To create certifications on a job

1. Navigate to Content > Jobs.
2. Click a job title in the Jobs table.
3. If published, click Edit to create a draft copy.
4. Click the plus icon and start typing, or paste a list of requirements.
5. Click the check mark to save. Words underlined in blue are identified as library items. New items are created in the Uncategorized library group.

Defining certifications on jobs

To add descriptive text

Certification can include descriptive text to make the job more informative and readable. Words underlined in blue have been identified as library items. Descriptive text has no underline.

1. Click a certification that you’ve added to the job.
2. Type a phrase like “Needs to have” before or after the item.
3. Click the check mark to save.
4. Highlight text that’s mistakenly identified as an item and click the x folder icon.
5. Highlight text you want to convert to an item and click the + folder icon.

To select certifications levels

You can define the level of a certification requirement with a custom scale. First, make sure you’ve assigned a scale to the certification so you can select a level on the job.

1. Add a certification to the job.
2. Click the check mark to save.
3. Click the properties icon.
4. Select a level and click Done.

To make certifications items equivalent

In some cases, two items might satisfy the same job requirement. For example, Project Management certifications offered by different institutions might be marked as equivalent items on a job description.

1. Add two or more certifications on the same line.
2. Click the check mark to save.
3. Click the properties icon.
4. Select the Equivalent items checkbox and click Done.

Managing certifications

To edit, clone, move, publish, archive, or delete certifications

1. Navigate to Content > Libraries.
2. Select Certification in the drop-down at the top of the page.
3. Point to an item and click the 3-dot icon OR
4. Select multiple items and click Actions.

• Edit: Opens a window to edit the item. Choose how to apply your changes to jobs.
• Clone: Copies the item as a draft named with the prefix “Copy of…”.
• Move: Opens a window to select a different group or sub-group. Items cannot be placed directly in groups that also have sub-groups.
• Publish: Makes the item available to add to jobs; it can no longer be deleted.
• Archive: Removes the item from libraries and from jobs. If you archive from the 3-dot icon, you can use version control so the item remains on published jobs but is removed from draft copies. If you archive in bulk, jobs are updated without version control.
• Delete: Permanently removes the item from your site; only drafts can be deleted.

To restore archived certifications

1. Navigate to Content > Libraries.
2. Click the 3-dot icon on the top right of the page.
3. Select Archived Items in the drop-down.
4. Select Certification in the drop-down at the top of the page.
5. Point to an item, click the 3-dot icon, and select Restore.
6. Select a group to place the item and click Restore OR
7. Select multiple items and click Actions. Select Restore and click OK to confirm.