Course Management

Compliance

September 28, 2026 | 6 min read

Compliance Requirements tells “these employees must hold a valid certificate for this course” – and the Compliance Report shows you, at any moment, exactly who does and doesn’t. Instead of manually cross-checking enrollments and certificate expiry dates, you define the rule once and AlphaLearn tracks it continuously, flags who’s falling out of compliance, and – if you choose – automatically re-enrolls people before their certificate lapses.

Prerequisites: Admin access to AlphaLearn, or Manager access with the Compliance permission enabled (User → select Manager → Permissions → Compliance). At least one course with a certificate and a certificate validity duration already configured.

Step 1: Confirm Your Course Has a Certificate and a Validity Duration

Compliance rules can only attach to a course that already issues a certificate with an expiry duration set.

  1. Open the course in Courses, and check the certificate settings.
  2. If no certificate is attached, upload one.
  3. Set Certificate Validity Duration – the number of days the certificate stays valid after issue. If the certification never expires (e.g. a one-time code-of-conduct acknowledgment), choose Forever instead of a day count.
Tip: Forever certificates are always treated as compliant once issued – there’s no expiry to track, and auto-renewal isn’t offered for them.

Step 2: Open the Compliance Screen

Go to Settings → Compliance → Create.

Step 3: Name the Requirement and Pick the Course

  1. Enter a Requirement Title – something descriptive, e.g. Annual Fire Safety Certification.
  2. Select the Course. Only courses that pass the Step 1 check will be listed. Each course can belong to only one Compliance Requirement at a time – if it’s already used elsewhere, you’ll be told so before you can save.

Step 4: Define Who the Rule Applies To

Set Department, Designation, and Branch. Leave any of these as All to skip filtering by that dimension.

Important: When you restrict by a specific value, an employee must match all three to be in scope – matching only the department, for example, is not enough on its own. Selecting a parent branch automatically pulls in its sub-branches too.

Step 5: Set the Effective Window

  1. Set Effective From – the date the rule starts applying.
  2. Optionally set Effective Until. Leave it blank for an ongoing rule with no end date.

Step 6: Decide on Auto-Renewal (Optional)

Toggle Auto-renew before certificate expiry to Yes if you want AlphaLearn to automatically re-enroll in-scope employees ahead of their certificate expiring.

  1. Enter Re-enroll … days before expiry – how many days ahead of expiry the re-enrollment should trigger.
  2. This option is unavailable for a course set to Forever validity, since there’s nothing to renew ahead of.
Note: If two Compliance Requirements happen to cover the same course and audience with auto-renewal on, only the rule with the larger “days before expiry” value fires – this prevents the same person from being enrolled twice for one certificate cycle.

Step 7: Save and Confirm

Click Submit. The new requirement appears in the Compliance list, where you can:

  • Click Enroll Now to jump straight to the enrollment screen, pre-filtered to exactly the audience this rule covers.
  • Edit or deactivate the rule at any time without losing its history.
  • Delete it – deleting the underlying course later will also remove the rule automatically, so you don’t need to clean that up by hand.

Field Reference

Where to find and what to enter for each field on the Compliance form.

Requirement Title
Required
A descriptive name for the rule. Shown throughout the Compliance list and reports.
Course
Required
The single course this rule tracks. Must already have a certificate and a validity duration – see Step 1.
Department / Designation / Branch
Optional
The audience the rule applies to. All skips filtering on that dimension; a specific selection requires a match on all three set dimensions together.
Effective From / Effective Until
From Required
The date window the rule is active. A blank Effective Until means the rule runs indefinitely.
Auto-renew before certificate expiry / Re-enroll … days before expiry
Optional
Whether AlphaLearn automatically re-enrolls in-scope employees ahead of expiry, and how many days ahead. Not available when the course’s certificate is set to Forever.

Reading the Compliance Report

Go to Reports → Compliance to see, at any moment, who’s compliant, who’s expiring soon, and who isn’t – across every Compliance Requirement you’ve created.

Understanding the Statuses

  • Compliant – holds a certificate valid right now (or the course never expires).
  • Expiring Soon – still valid, but expires inside your chosen “days” window. Today mode only.
  • Expired – certificate has lapsed.
  • Never Certified – no valid certificate on record, including employees who were never even enrolled.
Note: The Not Compliant card combines Expired and Never Certified.

Today Mode vs. As of Date Mode

Today shows your live state, including the Expiring Soon bucket. As of Date lets you check compliance as it stood on a past date – useful for audits. You can’t select a future date, and Expiring Soon doesn’t apply in this mode, since a fixed past date has no “coming up” window.

Filtering, Exporting and Scheduling

  • Click a KPI card to filter the grid to that bucket; click again to clear it. The KPI numbers themselves don’t move when you do this.
  • The Course filter at the top changes what’s actually being counted. Filters inside the grid (Branch, Department, Status, etc.) only narrow what’s displayed.
  • Use Export for a CSV/Excel copy of exactly what’s on screen, or Save Report to schedule a recurring email with the same filters applied each time.

Troubleshooting

My course isn’t showing up in the Course dropdown
The course needs both a certificate and a certificate validity duration configured. Open the course, add or confirm both, then try again.
“This course is already used in another Compliance”
Each course can only belong to one Compliance Requirement at a time. Find the existing rule for that course and edit it, rather than creating a second one.
Auto-renewal won’t turn on for one of my rules
Check the course’s certificate validity setting – if it’s set to Forever, auto-renewal isn’t offered, since there’s no expiry date to renew ahead of.
An employee shows as “Never Certified” even though I know they hold a certificate
Check whether they match all three audience filters (Department, Designation, Branch) on the rule – matching only one or two isn’t enough. Also check the report’s date mode: in As of Date mode, a certificate issued after your chosen date correctly shows as Never Certified for that earlier date.
A disabled or pending employee isn’t showing up in the report
The report only counts active employee accounts. They’ll reappear once their account is reactivated.
Auto-renewal is on, but an employee whose certificate already expired wasn’t re-enrolled
Auto-renewal only acts ahead of expiry, inside the window you set. Once a certificate has already lapsed, re-enrollment becomes a manual decision – use Enroll Now on the rule to bring them back in.
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