Renew expiring training

Renewing training records a fresh completion for a certification and starts a new validity window, so a person stays compliant without losing their earlier record. A certification is a qualification that can expire, such as a forklift licence or a welding qualification, and its validity period is how long that qualification stays valid before it must be re-earned. When a certification is close to its expiry date or has already lapsed, you renew it to reset the clock.

Renewal is deliberately separate from editing a record. Editing corrects a mistake in the existing dates or details; renewing logs a new completion, calculates a new expiry, and keeps the previous completion and any certificate on file in the training history. Renewal never overwrites past evidence.

Use renewal when:

• A certification is expiring soon and you want to keep the person compliant before it lapses.
• A certification has already expired and the person needs to be brought back into compliance.
• Someone has re-sat a course early and you want to record the new completion straight away.

Before you start

Renewal lives in the Training module, which is part of People. Your workspace must have People enabled for the module to appear.

You need permission to renew. Renewing requires the training_assignments.create permission. Owners have every permission, and the built-in Training and People roles both include it. If you can open a person's training record but the renew actions described below do not appear, you have view access but not renewal access. Ask an owner or administrator to grant the Training or People role.

Renewal uses the program's automatic validity window. A program is the course or certification you track in the Training Catalog, and it can carry a validity period measured in months. If the program has a validity period, renewal sets the new expiry to the completion date plus that many months. If the program has no validity period, the training does not expire and renewal simply records a fresh completion.

Where to renew

Open the person's training record: go to People, then Training, then Records, and select the person. Their detail page opens on the Trainings tab, where each assigned program is shown as an expandable card.

A card offers a renewal action in a few places, depending on the training's status:

• Renew now appears in the coloured risk strip on any card that is Expiring soon (within 30 days of its expiry date) or Expired.
• Renew early appears in the footer of a card that is still valid, so you can renew ahead of time.
• Renew training appears in the footer of an expired or expiring card once you expand it.

All three open the same Renew Training dialog.

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Renew a training

1. Open the Renew Training dialog using one of the actions above. The dialog is headed Record a fresh completion and start a new validity window and shows the person, the program, and the current expiry at the top.
2. Set the Completion date. This field is required and defaults to today. It is the date the person re-earned the qualification.
3. Check the New expiry. Bulk calculates this automatically from the completion date and the program's validity period, shown as auto alongside the validity length (for example auto · 36 months). If the program has no validity period, this reads Does not expire.
4. Optionally set the Trainer who delivered the training. You can pick an existing user or type a name.
5. Optionally set the Provider who delivered the training. You can pick an existing provider or add a new one.
6. Optionally attach a New certificate as evidence. Accepted files are PDF, JPG, or PNG, up to 10 MB. This is optional because not every renewal produces a new document.
7. Select Renew training. Bulk confirms with the message Training renewed — previous record archived.

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What to expect

After you renew:

• The training's expiry resets to the new date, and its status returns to compliant. An expired or expiring certification stops flagging on the dashboard once it is renewed and current again.
• The new validity window always follows the program's automatic validity period. If the previous record carried a manual expiry override, renewal clears that override and returns to automatic dates.
• The person's skill level for the program is kept at least at Supervised — renewing confirms hands-on competency, so it will never drop someone below that level.
• Last renewed on the record shows the completion date you just entered, and a renewed entry is added to the History tab together with any certificate you attached.

Example: Leeds Fabrication Plant

Granite Peak Manufacturing runs a fabrication cell at its Leeds Fabrication Plant. The Counterbalance Forklift Licence is tracked as a program with a 36-month validity period and a mandatory requirement level.

The Training Home dashboard flags three forklift licences expiring within 30 days, including the one held by warehouse operator Priya Anand. The production supervisor opens People → Training → Records, selects Priya, and expands her forklift training card. The risk strip reads that the licence expires in a few days, so she selects Renew now.

In the Renew Training dialog she sets the completion date to the day Priya re-sat the assessment. The New expiry updates automatically to auto · 36 months ahead. She records the external training provider, drags in the scanned refresher certificate, and selects Renew training. Priya's licence is now valid for another three years, her previous certificate is still on file in History, and the plant's compliance figure ticks back up.

Feature state

Renewing training is generally available. Renewal is scoped to a single entity, so it reflects the plant you are currently working in. A person's training records, dates, and evidence belong to that plant.

Limitations

• Renewal always uses the program's automatic validity window, so you cannot type a custom expiry date inside the Renew Training dialog. If a specific renewal needs a different expiry, renew first and then edit the record to override the expiry date.
• If a program has no validity period, its trainings never expire and will not surface as expiring or expired. Renewal still records a fresh completion, but there is nothing to reset. Add a validity period to the program in the Training Catalog if the certification should expire.
• Renewal actions only appear when you have renewal permission. Without it, the record is read-only and the Renew actions are hidden.

Troubleshooting

• You cannot see a Renew action on a training record. This is a permissions gap. Viewing a record needs only view access, but renewing needs the training_assignments.create permission. Ask an owner or administrator for the Training or People role, then reopen the record.
• The New expiry shows Does not expire. The program has no validity period set, so the certification is treated as non-expiring. If it should expire, open the program in the Training Catalog and set a validity period in months, then renew again.

Related guidance

• Record training completion and evidence
• Review training records
• Use the training matrix
• Create a training program
• Training