Administering Credential Hub

This article is for Credential Hub administrators. It covers the Settings hub — the credential types everyone chooses from, the state rules that drive compliance, notifications, the employee directory connection, and the audit trail.

Before you begin

Settings appears only for administrators and full cert managers, and the two see different amounts of it. A full cert manager reaches the CV pages; the rest of the hub is administrator-only. For reviewing and reporting on credentials, see Managing Your Team’s Credentials.

The Settings Hub

Settings collects twelve pages into groups. What each group is for:

Page	What it controls
Credential Types	The certificate and licence types employees can record
Affiliation Types	The professional bodies they can record a membership in
Expertise Types	The skills selectable on a Sales CV
Firm License Types	The licence types the firm itself holds
State Rules	What each state requires, and what counts as compliant
Notifications	Who is told what, and on what schedule
Sales CVs, Generator, CV Settings	The CV library, the builder, and the output template
Permissions	Who is a cert manager, and at which level
Integrations	The employee directory this app reads from
Audit Log	Every change made in the app

Credential Types

Credential Types is the list employees pick from when recording a certification. Nothing can be recorded that is not on it, which is deliberate — it is what keeps expiry tracking and firm-wide reporting comparable.

Each type carries:

• Name — for example “e.g. Professional Engineer”
• Abbreviation — “Short form displayed after the employee’s name (e.g. PE)”
• Category — grouping for reporting

The Abbreviation is what appears After Name on a Sales CV, so it is worth getting right — it is the post-nominal your firm publishes. Specialties are added per type with “Specialty name…” (press Enter to add it), and a new grouping with “New category name…”.

Import and Export handle the list in bulk, and Download Template gives the shape to fill in. A finished import reports Imported counts and lists any Errors: rather than failing silently.

Affiliation Types, Expertise Types and Firm License Types work the same way. Add Affiliation Type additionally takes a Description and a Website — “Default website URL for this organization” — so employees do not each type their own.

Handling requests for a new type

When an employee hits a credential that isn’t listed, they submit a request and it arrives here. Approve adds the type and makes it available to everyone immediately. Declining requires a Reason for rejection — “Explain why this request is being rejected…” — and “A reason is required” if you leave it blank.

Clear the request queue regularly

An employee whose request is waiting has nowhere to record a credential they legitimately hold, and the usual workaround is filing it under a near-match type — which quietly corrupts expiry tracking and every compliance count that depends on it.

State Rules

State Rules defines what each state requires. It is what produces States Out of Compliance on Company Summary, and it is the page most worth getting right.

Per state, the rule records:

• Firm license required in this state
• Supervising PE required
• # PEs Required — “Minimum active employee certs required for compliance”
• Renewal Frequency and Renewal Lead Time (days) — “Days before expiry to flag as Expiring Soon”
• Rule is active (used in compliance checks), plus Notes

Each state then shows as Compliant, Non-Compliant, or Not Configured. Filter by Compliance or by Active and Inactive; Clear filters resets. Bulk Edit applies a change across states, which is how a common Renewal Lead Time (days) gets set once rather than fifty times.

“Not Configured” is not the same as compliant

A state with no rule is simply unchecked — nothing is being verified there, and nobody is warned. Every state the firm operates in needs a rule with Rule is active (used in compliance checks) switched on, or the compliance count on Company Summary is reassuring rather than true.

Clear Config removes a state’s rule entirely, confirmed with Clear Configuration. That returns the state to Not Configured — use it when the firm genuinely stops operating there, not to silence a failing check.

Notifications

Notifications has four panels — Global Settings, Notification Events, Notification Schedule and Webhook Configuration.

Global Settings holds Require Approval on Cert Submittal. With it on, every certification an employee records arrives as Pending Review and does not count until a manager approves it. With it off, records stand as entered.

Notification Events sets, per Event, who hears about it — Notify Owner emails the employee, and Teams or a Custom Webhook posts to a channel. Webhook Configuration holds the Default Webhook URL, with the route to it spelled out: “Teams channel › Connectors › Incoming Webhook”.

Notification Schedule controls when the check runs — Frequency, Day of Week, Days to Run and Time (CST).

Changes here are not saved as you make them

The page tracks Unsaved changes and waits for Save Settings. Discard abandons them. Navigating away without saving loses the lot.

Employee Directory

Integrations shows the Employee Directory this app reads people from, as Active, Disabled or Needs setup.

Read the directory from chooses the source. Two switches control what comes across on its own: Automatically sync credentials and Automatically sync headshots daily. Manual runs are available too — Sync All Now, Sync All Headshots Now, and Sync Employee Now for a single person by Employee Email (optional).

Changing the source is immediate and firm-wide

The field warns “Changing this takes effect immediately for every sync.” Directories differ in what they expose, and the page will tell you where something is “Not available with this directory source” — check that before switching, not after.

Permissions

Permissions is where cert managers are named, and where the read-only and full levels are set. It is the page that decides who sees Company Summary and who can review a submitted certification — the distinction described in Managing Your Team’s Credentials.

CV Settings

Three pages cover Sales CVs. Sales CVs is the library of employee profiles, Generator builds one for a named person, and CV Settings defines the output.

CV Settings works from a document template with named markers, and Download starter template provides one already marked up. Markers cover the sections a CV is built from — Education, Awards, and the repeating blocks for positions and credentials — each with a Closing marker (removed from output) so a repeating block knows where it ends.

Audit Log

Audit Log records every change made in Credential Hub — reviews, edits, deletions, type approvals and settings changes, with who made them. Use it when a record’s history is disputed, or to confirm a change actually landed.

Troubleshooting

A state shows Non-Compliant but everyone’s certificates are current

Solutions:

• Check # PEs Required for that state. Compliance counts active employee certs against that minimum, so the state fails when the count is short even though each certificate is valid.
• Check whether Firm license required in this state is on and the firm licence is recorded. That is a company record, not an employee one.
• Check Supervising PE required. It is a separate condition from the headcount.

Half my states say Not Configured

Solutions:

• They have no rule, so nothing is checked there. Add a rule for every state the firm operates in and switch on Rule is active (used in compliance checks).
• Bulk Edit sets shared values across many states at once.

Nobody is receiving expiry notifications

Solutions:

• Check the page does not still show Unsaved changes. Settings apply only after Save Settings.
• Check Notification Schedule — Frequency, Day of Week and Time (CST) decide whether the check has run at all.
• For channel posts, confirm the Default Webhook URL under Webhook Configuration. Teams webhooks are created at “Teams channel › Connectors › Incoming Webhook”.
• Check Renewal Lead Time (days) on the state rule. Too short a lead time means the warning arrives with no time to act on it.

New employees aren’t appearing

Solutions:

• Check Integrations. An Employee Directory showing Needs setup or Disabled is not bringing anyone in.
• Run Sync All Now, or Sync Employee Now for one person, rather than waiting for the daily run.
• Someone who has never opened Credential Hub may not be registered yet. Ask them to open it once.

The wrong letters appear after an employee’s name

Solutions:

• That comes from the Abbreviation on the credential type, not from anything on the employee’s record. Correct it in Credential Types and it corrects everywhere.
• Check the employee has not recorded the credential under a near-match type. Both the letters and the expiry tracking follow the type they chose.

Related Articles

• Managing Your Team’s Credentials — Reviewing submissions, firm licences and reporting
• Tracking Your Credentials with Credential Hub — What your employees see
• Getting Access to Apps and Extensions — Enabling the app and granting groups access to it