Overview
Mobaro manages Certification data to balance a clean day-to-day interface with the record-keeping that audits require. This comes down to two things: what's visible by default, and what's retained when Users leave or records are removed. This article explains both.
At a glance |
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Who can do this | Super Users, or a Role with Competencies › View (see all Certifications) or Competencies › Administrate (create, edit, and delete; includes View). Without View, a User sees only their own Certifications. |
Where | Competencies › Certifications, and the Competencies panel in a User's profile |
Works on | Backend (web), Mobile app, Public API |
Availability | All organizations. Public API: enabled per organization by Mobaro — ask your CSM. |
💡 Why this matters: Compliance depends on being able to answer "was this person qualified at the time?" — sometimes months later, and sometimes after they've left. Knowing which actions keep Certification history and which permanently remove it lets you protect that record.
Where Certifications are visible
Where you look determines which Certifications you see:
Certifications list (Competencies › Certifications) — shows only Certifications that haven't expired, by default. Turn on Include Expired (the clock icon in the filter bar) to see the full history.
A User's profile — the Competencies panel shows each Competency the User holds a Certification for, with its status (valid, due for renewal, or expired). Expired Competencies are listed after the active ones.
Mobile app — in the Certification Center, the Competencies tab lists a User's own Competencies under Active. The app only downloads Certifications that haven't expired, so an expired Competency appears under Expired only until the app next refreshes its data. Don't rely on the app for expired history.
Mobaro API — returns expired Certifications as well as current ones.
Seeing other Users' Certifications requires Super User access or a Role with Competencies › View. Without it, a User sees only their own.
Retention when Users leave
What happens to a departing User's Certifications depends on whether you disable or delete them:
Action | What happens to their Certifications |
Disable the User | Their Certifications are kept unchanged and stay in the Certifications list. |
Delete the User | All of their Certifications are deleted — including those awarded by Certification Processes — and they're removed as Assignee, Assessor, or Reviewer from every Process. The deleted Certifications no longer appear anywhere in Mobaro or through the API. This can't be undone. |
🛑 Critical: Deleting a User permanently deletes all of their Certifications. If you may need a departed User's qualification history for an audit or investigation, disable them rather than deleting them. See How to deactivate a User.
Other actions that remove Certifications
Action | Effect on Certifications |
Delete a manual Certification | Removes that Certification. This can't be undone. See Deleting Certifications. |
Disapprove or Invalidate the result that awarded a Certification | Removes the Certification that result awarded. This is the only way to remove a single Certification awarded by a Process — they can't be deleted from the Certifications list. |
Delete a Competency | Deletes every Certification for that Competency, and the Certification Processes that award it. This can't be undone. |
Delete a Certification Process | At present, Certifications it has already awarded stay active until they expire. To remove them, disapprove or invalidate their results before deleting the Process. |
Best practices
View expired Certifications when you need history — turn on Include Expired in the Certifications list.
Keep historical records — disable departing Users instead of deleting them.
Keep dated snapshots — for audits, keep periodic Mobaro API exports of your Certification data rather than relying on the live system alone. A snapshot records who held what on a given date, and it survives any later deletions. See Getting started with the Mobaro API and Certification reporting and compliance dashboards.
Frequently asked questions
If I delete a user, do I lose the information they created?
Their Checklist Results stay. All of their Certifications are deleted, including Process-awarded ones, and can't be recovered in Mobaro. To keep the record, disable the User instead of deleting them.
Why isn't a certification showing, and where is the toggle?
It's most likely expired and hidden by default: turn on Include Expired (the clock icon in the filter bar) in the Certifications list. If you still can't see it, check that your Role has Competencies › View; without it you only see your own Certifications.
How do I permanently remove a Certification?
Delete it (manual Certifications), or use Disapprove or Invalidate on the result that awarded it (Process Certifications). See Deleting Certifications.