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Validate External Certificates Using Checkpoints

  • Updated

Tovuti's Checkpoint feature allows organizations to verify learner-submitted certificates issued by third-party providers. This is especially useful for compliance training, continuing education, or professional development programs where users earn credentials outside the LMS.

When a certificate is submitted and approved, Tovuti automatically converts it into a verified award, complete with metadata, and integrates it across the learner's profile, transcript, and reporting tools.

This article outlines the following concepts:


 

Create a Certificate Submission Form

Go to Content Creation > Assessments & Forms > Forms and create a new form

2026-01-06_16h03_47.png

 

In the Form Design tab:

Click Add Item and select Certificate Upload

2026-01-06_16h04_41.png

Configure the following:

  • Name: Title shown to the user (e.g., “Upload Your Certificate”)
  • Required: Ensure this is set to "Yes"
  • Allowed File Types: Restrict to PDF, JPG, or PNG as needed
  • Display Earned Date / Expired Date: Toggle on if collecting this metadata
  • Create New Award or Use Existing:
    • If Use Existing, choose a predefined award from your system
    • If not, a new award will be auto-generated using the provided name

2026-01-06_16h06_37.png

Optional Enhancements:

  • Add a Textbox field for users to enter the certificate title if auto-generating
  • Add instructional Text elements for guidance


 

Create or Assign an Approval Flow

Go to Assessments & Forms > Approval Flows and create a new flow (or use an existing one).

2026-01-06_16h08_15.png

 

Configure the following:

  • Name the flow (e.g., “Certificate Validation”)
  • Click Add Approval Step
  • Assign the relevant Approver Role (e.g., Compliance Manager)
  • Enable Sequential Approval if using multiple reviewers

2026-01-06_16h09_41.png


 

Create a Checkpoint

Go to Assessments & Forms > Checkpoints and click New to wrap the form and approval logic together.

2026-01-06_16h23_29.png

Details Tab

  • Name your checkpoint (e.g., “Submit Your External Certificate”)
  • Add a description for internal reference

2026-01-06_16h24_34.png

 

Submission Tab

  • Select the Certificate Submission Form you created
  • Optionally toggle Include in Start New Form ON or OFF:
    • OFF = use within a lesson only
    • ON = allow learners to submit from the My Forms modal

2026-01-06_16h25_26.png

 

Review & Approval Tab

  • Toggle ON Enable Review & Approval
  • Select your Approval Flow
  • Enable:
    • Feedback Tab (optional for comments)
    • Allow Resubmissions (recommended)
  • Skip the Reviewer Evaluation Form unless using a rubric

2026-01-06_16h26_20.png

 

Completion Tab

  • Add a custom Completion Message if desired
  • Confirm notification behavior (notifications are optional but encouraged)

2026-01-06_16h27_13.png


 

Submit and Approve Certificate

When learners access the Checkpoint (via My Forms or an assigned lesson):

2026-01-06_16h46_44.png

  • They fill out the form and upload their certificate
  • Earned/Expire dates are entered manually (or current date used by default)
  • The approver is notified automatically

2026-01-06_16h49_14.png

Approver actions:

  • Open the My Approvals panel
  • Review submission and file
  • Add optional feedback or notes
  • Click Approve, Reject, or Request Resubmission

<screenshot>

 

Upon approval:

  • A new Award is created (if not using existing)
  • Certificate is tagged to the learner’s profile with earned/expired dates
  • If the learner did not enter earned/expired dates, the system will automatically assign the approval date as the earned date
  • Award metadata (title, dates, and certificate type) is stored and visible in learner dashboards and reports
  • It appears on their Dashboard, Transcript, and in Reports


 

View & Report on Certificate Data

Learner View

  • Go to User Dashboard > My Certificates
  • View certificate title, file, earned, and expiration dates

2026-01-12_14h09_35.png

 

Admin Reporting

Go to Reports > Report Builder

  • Use Form Submission Results to see metadata from the form
  • Use Awards Reports to see the verified certificates system-wide

You can filter by:

  • Award name
  • Earned or expired dates
  • Specific learners or groups

2026-01-12_13h24_27.png

 

With Checkpoints, verifying and managing third-party certifications becomes streamlined, auditable, and fully integrated into your learning ecosystem.