Keeping your compliance records up to date is essential for maintaining a transparent supply chain. Creating a certificate profile is a two-part process: first, you log the core details of the credential, and then you can upload the actual scanned documents to its profile.
Instead of adding Certificates in the general Certificates page, you can directly add Certificates to the data record it belongs to (such as Locations, Deliveries, etc). A single certificate can be added to multiple data records at the same time. Please check out our Add Certificates to Data Record guide.
Manually Add Certificates
Initiate New Entry: From your main Certificates list, click the black + Add new button located in the top right corner of the screen. An Add certificate side panel will slide out.
Fill in Core Details: In the Main information section, you will define what this certificate is for:
Number: Type the official license or identification number of the certificate.
Standard: Click the dropdown to select the governing regulatory framework, such as FSC, PEFC, or Fairtrade.
Standard type: Click the dropdown to select the specific classification, such as FM (Forest Management) or COC (Chain of Custody).
Log Validity Dates and Links (Optional): Scroll down to enter the lifecycle data for the certificate:
Use the calendar fields to log the Issuance date, Valid from date, and Valid to (expiration) date.
URL: Paste a direct link to the official verification page or digital source so you can easily navigate to the most up-to-date information.
Save the Record: Click the black Save button in the top right corner. A green Certificate created confirmation message will appear in the bottom left, and the detailed profile for your new credential will load.
Uploading the Document Scan You might notice there is no upload button on the initial creation screen. As noted at the top of the Add certificate panel, you can add physical document scans to the Documents tab only after these main details are saved. Please check out our Certificate Documents guide.
Import Certificates via CSV
If you need to upload a large list of Certificates, you can use the CSV import tool to save time.
Access the Import Tool: On the main Certificates page, hover over the downward-pointing arrow immediately to the right of the + Add new button. Select Import via CSV from the dropdown menu.
Download the Sample Template: An Import Certificates window will pop up. Before uploading, it is highly recommended to click the blue Download sample CSV link. This provides you with a pre-formatted spreadsheet ensuring your data is structured exactly how the system requires.
Upload Your Data: Once your CSV file is filled out and ready:
Click the green Choose file button to browse your computer and select the file.
Alternatively, you can drag and drop your completed CSV file directly into the designated area in the window.
The system will automatically proceed to the Map tab. Review the mapping to ensure your spreadsheet columns align correctly with the designated system fields (for example, mapping your "Country Code" column to the "Country Code" system field). Click Next when you are ready.
In the Validate tab, review your rows to ensure the data is ready to import and check if there are any errors or skipped rows. Click the Validate button at the bottom of the screen, followed by Import records.
The system will process the data in the Import tab. Once finished, a summary will display the number of successfully imported records and any failures.
You can view the status and details of your import in the Admin area: Imported information. If the upload is successful, the data will be automatically populated in your main Certificates page.
Next, check out our Add Certificates to Data Record guide to learn about how to link existing Certificates to Data Records.