Applicable Product:
PeopleFluent Learning
Applicable Release:
V25
Overview
Managers or administrators may report that certain external certifications are missing from the selection dropdown when attempting to manually award a certificate. This issue occurs when user group permissions are inconsistently configured across the Certification and the Certification Pool levels.
This article explains the permission hierarchy required for external certification visibility and outlines the configuration steps to grant proper access.
Technical System Behavior & Permission Hierarchy
For an external certificate to appear in the available certificate list during manual awarding, the user's assigned user group must be included in the permission settings for both the individual Certification and its parent Certification Pool.
Visibility Permission Matrix
| Certification Pool Permission | Certificate Permission | Expected Visibility Result |
| User group included | User group included | Visible: Certificate appears in the available list for manual awarding. |
| User group included | User group NOT included | Hidden: Certificate will not appear in the available list. |
| User group NOT included | User group included | Hidden: Certificate will not appear in the available list. |
Key Takeaway: Granting permissions solely at the individual Certification level is insufficient if the user group lacks access permissions to the parent Certification Pool.
Step-by-Step Resolution Steps
Step 1: Verify Role-Based Submenu Access
Go to System Administration > Security > Role Access Editor.
Select the affected role (e.g., Manager or Safety Leadership).
Under the Review Submenu Features, verify that Review Certifications is set to Unrestricted.
Ensure that External Training Records is also configured with Unrestricted access.
Step 2: Configure Certification Pool Permissions
Navigate to Learning Center > Certifications > Certification Pools.
Locate and edit the target Certification Pool (e.g., External).
Open the Permissions tab/page.
Add the manager's user group (or relevant operational group) to the permission list.
Save the configuration.
Step 3: Configure Individual Certificate Permissions
Navigate to Learning Center > Certifications.
Locate and edit the specific External Certification.
Open the Permissions tab/page.
Ensure the same user group is added to the permission settings.
Save the configuration.
Verification
Have an affected user log in and navigate to the Review Learning Center > Certifications page (or attempt to manually award a certificate). The target certificates will now display properly in the selection menu.