Overview
A Certification Process links a training Checklist to a Competency, then awards that Competency automatically when a User finishes, with optional reviewer sign-off, a built-in expiration, and an optional renewal date. Set it up once, assign it to Users, and Mobaro tracks every User's progress for you.
At a glance |
|
Who can do this | Super Users, or a Role with Competencies › Administrate (create, edit, and delete; includes View). Competencies › View alone isn't enough to see Certification Processes. |
Where | Competencies › Certification Processes |
Works on | Backend (web) to set up; Mobile app (Certification Center) to complete |
Availability | All organizations |
How a Certification Process works
Once a Process is running, each Assignee moves through the same path:
An Assignee starts the Process, if they hold any required prerequisite Competencies.
They complete the linked Checklist — or, with peer assessment, an Assessor completes it for them.
If Require Validation is on, a Reviewer approves or rejects the completed Checklist.
On approval, or on completion if validation isn't required, the Competency is awarded with its expiration and renewal dates.
The User now holds the Competency wherever it's required: gated Schedules, RideOps Operator and Attendant Positions, and more.
For how Competencies, Certifications, and Processes fit together, see Utilizing Competencies. It also walks through the same Loader Training setup end to end, from a new hire's first day through renewal.
Create a Certification Process
1. Open the editor
In the Mobaro Backend, expand Competencies, click Certification Processes, then click + Create.
2. Fill in the General panel
Give the Process a Name (e.g. Loader Training), then choose the Awarded Competency and the training Checklist. Add Required Competencies only if a User must already hold something to be eligible. A Process's Required Competencies are prerequisites to start it — different from a Schedule's Required Competencies, which gate access at execution time. Only Competencies that haven't expired count.
⚠️ Heads-up: The Awarded Competency and the Assessment type can't be changed once the Certification Process is saved. To change either, create a new Process.
3. Set up Assignees and Reviewers
Under Assignees & Reviewers, choose the Assessment type:
Self assessment — each Assignee completes the Checklist themselves.
Peer assessment — the Assessors you add complete the Checklist on an Assignee's behalf. See Allow peer assessments in certification processes.
Add the Users or User Groups who should earn the Competency as Assignees, then add one or more Reviewers. Tick Require Validation if a Reviewer must sign off before the Competency is awarded — Reviewers are required when it's on.
✅ Best practice: For safety-critical certifications, keep Require Validation on and make domain experts the Reviewers. Without it, finishing the Checklist alone awards the Competency, with no second pair of eyes.
4. Set the Competency Expiration
Under Competency Expiration, choose how the Competency expires:
Never — the Competency doesn't expire.
At an exact date — a shared Expiration date for everyone who earns it.
Relative to process completion — Expire after (days), counted from when each User is awarded the Competency. Enter between 1 and 999999 days.
⚠️ Heads-up: With Require Validation on, the Competency is awarded when the Reviewer approves the result — so a relative expiration counts from the approval, not from when the Checklist was completed. If reviews take a while, expiry dates land later than the completion date alone would suggest.
To get an early warning before the Competency expires, tick Mark as due for renewal:
With At an exact date, pick a Renewal date on or before the expiration date.
With Relative to process completion, enter Mark as renewal after (days). This counts days from the award, not days before expiry — for example, expire after 365 days and mark as renewal after 335 days gives about 30 days' notice.
Once the renewal date passes, the User's Certification shows as Due for renewal in the Backend, and the Process becomes available for them to retake in the mobile app. Mobaro doesn't send a reminder at that point. See Staying ahead of certification expiry.
🛑 Critical: Changing a Certification Process's Competency Expiration or renewal settings after it has awarded Certifications re-dates every active Certification it awarded. Shortening a relative expiration can make some of them expire straight away — see the FAQ below before you edit.
5. Save
Click Save. The Process joins the Certification Processes list, ready for its Assignees.
Monitor Certification Process progress
The Progress column in the Certification Processes list shows where each Process's Assignees stand. Only Certifications that haven't expired are counted:
Progress | Meaning | What to do |
Completed | Holds a Certification from this Process that hasn't expired. | Nothing until renewal. When the Certification expires, the User moves back to Awaiting completion. |
Existing certification | Holds an unexpired Certification for the same Competency from another source, such as a manual Certification or another Process. | Nothing. The Process isn't offered to them until that Certification reaches its renewal date (if it has one) or expires. |
Awaiting completion | Hasn't completed the Process, or their Certification has expired. | Follow up with the User or schedule the training. |
Best practices
Use a relative expiration with renewal for recurring training. Choose Relative to process completion with Mark as due for renewal, so each User's renewal clock starts from their own award date and the Process re-opens for them in time to retrain.
Review renewals weekly. Add a Competency Overview widget to a dashboard and check it weekly for due-for-renewal or expired Certifications. See Certification reporting and compliance dashboards.
Frequently asked questions
Can I set a pass score, so a test below 100% doesn't award the competency?
No. Certification Processes currently don't grade against a pass mark: the Competency is awarded when the Checklist is completed. To control who passes, turn on Require Validation so a Reviewer checks each Result. If they disapprove it, the Competency isn't awarded.
Can I stop users seeing the answers or results of their certification test?
Yes. A Certification Process result is hidden by default to completing users and can only be seen by reviewers and Super Users.
What's the difference between disapproving and invalidating a certification test?
Both stop the Competency being awarded, or revoke it if it already was. But on a Process with Require Validation on, a disapproved Result still counts as waiting for review, so the User can't be assessed on it again. Invalidate the Result when they should retake it.
I added someone to a Certification Process, but they can't see it in the app. Why?
Check they hold all of its Required Competencies and don't already hold a current Certification the Process can't extend. For the full list of causes, see Using the Certification Center in the mobile app.
How do I change the expiration on a Certification Process, and what happens to existing certifications?
Edit the Process's Competency Expiration settings. This re-dates every active Certification it has awarded: recalculated from each award date, or set to the new exact date. Expired ones don't change. Shortening a relative expiration can make some expire straight away. Other edits don't affect existing Certifications.
Will deleting a Certification Process revoke the certifications it gave?
No, despite what the confirmation says. Certifications it awarded stay active until they expire, and they can't be edited or deleted from the Certifications list. To revoke them, Disapprove or Invalidate the Results that awarded them before you delete. Removing Assignees stops new awards but doesn't revoke existing ones.