You may sometimes notice differences in training expiry dates between the Uploaded Docs & Certificates section in your EHS system and the Online Training records shown in EHS or the LMS.
For example, a certificate uploaded to the system may show as valid until a certain date, while the corresponding online training course appears expired. This can make it unclear which employees actually require retraining and can create unnecessary administrative work.
In most cases, this happens because the records refer to two entirely different training entries. A document upload reflects a manually uploaded certificate, such as one received after completing a classroom-based course. The expiry date shown in this section is based solely on the details of that uploaded certificate. On the other hand, the online training section refers to completion of an online module within the LMS. The expiry date for this record is calculated according to the course completion date and the course’s predefined validity settings.
Since these are separate training methods with separate tracking mechanisms, they will naturally have different expiry dates unless specifically configured to work together. The system does not automatically link uploaded certificates with online course completions.
To avoid confusion in the future, it is recommended to configure your LMS to allow recognition of pre-existing certificates. This can be done by creating an option within the relevant online course that allows employees who have already completed equivalent classroom training to upload their valid certificate. Once that certificate is reviewed and approved, the employee can be exempted from completing the online version of the course.
To add the Pre-Existing Certificates Option to a Course: