With LearnWorlds automations, you can create a recurring certification renewal process that automatically guides learners through each renewal cycle. Learners receive their certificate when they complete the course, get reminders before renewal, and are prompted to retake the course or certification activity when it is time to renew.
This setup is ideal for organizations that require certifications to be renewed on a recurring basis, such as annual compliance programs or professional certification training.
What this setup does
This automation creates a recurring certification renewal flow for learners.
When a learner earns a certificate , they immediately receive an email with a link to access and download it. Before the certification renewal date, the learner receives a reminder to save their certificate for their records.
After the defined renewal period, the learner’s course or certificate progress is reset automatically, allowing them to retake the training and earn a new certificate for the next certification cycle.
This setup helps automate, e.g., annual recertification processes while keeping learners informed throughout the renewal journey.
Use cases
- Annual compliance training: Organizations that deliver mandatory employee training can use this workflow to automate yearly recertification requirements and maintain compliance without manual follow-up.
- Professional certification programs: Training providers and certification bodies can use this setup to renew member certifications on a recurring basis while ensuring learners continue to meet competency requirements.
How to set up recertification
You will create two separate automations.
1. Automation 1: Send certificate to learner.
- Go to Users → Automations.
- Click Create automation.
- Set the trigger to User is awarded certificates, then select the certificate you want the automation to apply.
- Add the action Send email to user. Use the following email template:
Hello,
Congratulations on earning your certificate.
We recommend downloading a copy for your records:
{{automation.certificate.url}}
You can also access your certificate from your profile page.
Keep up the great work!
5. Click Save.
If you have already enabled the automatic certificate notification email, you do not need to create this automation. To enable this option, go to Communication → School Emails → Learner Settings and enable the When awarded a certificate notification.When learners receive this notification, they are redirected to their inbox, where they can access and download their certificate.
2. Automation 2: Send renewal reminders and reset progress
This automation reminds learners before their certification expires, resets their progress, and starts the next certification cycle automatically.
1. Go to Users → Automations.
2. Click Create automation.
3. Set the trigger to User is awarded certificates, then select the certificate you want the automation to apply to.
4. Add a Delay action and set it to 10 months.
5. Add the action Send email to user and use the following reminder email:
Hello,
Your certification renewal is coming up soon.
Before your renewal period begins, make sure you download your certificate for your records:
{{automation.certificate.url}}
You can also find your certificate on your profile page.
6. Add another Delay action and set it to 1 month.
7. Click Add action, select Learning, and choose Reset learning activity progress.
Select the certificate activity you want learners to repeat.
If learners need to retake the entire course instead of only the certificate activity, use Reset course progress.
8. Add another Send email to user action and use the following template:
Hello,
Your certification is about to expire, and you can now begin the next certification cycle.
To renew your certification, return to the course and complete it again:
{{automation.course.url}}
Once you complete the course, you will receive a new certificate.
9. Click Save.
Best practices and tips
- Clearly communicate the certification validity period to learners from the beginning of the course. For example, let learners know that the certification must be renewed.
- Encourage learners to download their certificate as soon as they receive it. Previous certificates are removed when progress is reset.
- Use Reset learning activity progress when only the certification activity needs to be repeated. Use Reset course progress when learners must complete the entire course again.
- Before enabling the automation for live learners, test the complete flow with a sample user account to confirm that the timing and reset behavior work as expected.
Limitations
- Previous certificates are removed. When learner progress is reset, previously issued simple certificates are removed from the platform.
- Submitted answers are deleted. Resetting progress also removes submitted answers associated with the reset course or activity.
- Learners must save certificates in advance. Because previous certificates are removed after the reset, learners should download and store their certificates before the renewal date.
- Certification history is not retained. This setup does not maintain a history of previous certification cycles or expired certificates.
FAQs
- Can learners keep their previous certificate?
Yes, as long as they download it before the reset takes place.
- Can I reset only the certificate instead of the whole course?
Yes. Use Reset learning activity progress and select the certificate activity.
- Can I require learners to retake the full course?
Yes. Use Reset course progress instead.
- Do learners lose access to the course?
No. This setup keeps learners enrolled and guides them back to the course when it is time to renew.