Certificate Approvals
Overview
Certificates in Salus can come from two sources. When a Company Admin creates or uploads a certificate directly, it is approved automatically. When a worker uploads their own certificate through the Salus mobile app, it lands in the Unapproved queue and requires review before it counts toward compliance reporting.
Approving a worker-uploaded certificate does three things: it confirms the certificate is legitimate, assigns it to a certificate type, and ensures the dates in your reports are accurate. Salus uses AI to help speed up this process by reading the uploaded certificate image and pre-filling key fields automatically.
Note: Unapproved certificates do not count toward compliance reporting until they have been reviewed and approved by an admin.
Getting There
- Click Certificates in the left navigation menu.
- Click the Unapproved tab. The badge on this tab shows the number of certificates waiting for review.
The Unapproved list shows all worker-uploaded certificates. Each row displays the worker's name, email, certificate name (if a type has been identified), issue date, expiry date, days remaining, an AI Review badge, and two action icons.
How AI Assists the Approval Process
When a worker uploads a certificate, Salus AI reads the certificate image and attempts to extract the worker name, certificate type, issue date, and expiry date automatically. Fields populated this way are labeled Pre-filled by AI in the dialog.
The AI Review column shows a Review badge for every unapproved certificate. Clicking it opens the certificate in the Pending Approval (Editing) dialog, where you can see what the AI extracted and correct anything it got wrong.
If the AI could not read the certificate clearly, a blue banner appears at the top of the dialog explaining what it was unable to identify. An orange warning banner appears if any AI-extracted field does not match the worker's original submission.
Note: AI pre-filling is a starting point, not a final answer. Always verify the extracted details against the certificate image before approving.
Three Ways to Approve
- Review badge (AI Review column): Opens the certificate in edit mode. The main approval path for most certificates.
- Checkmark icon (Actions column): Opens the certificate in read-only view for quick approval when details are already confirmed correct.
- Bulk Approve AI button: Approves all certificates where the AI has successfully identified all required details with sufficient confidence. If no certificates meet this threshold, Salus displays "No AI-recommended certificates to approve."
Method 1: Review and approve via AI Review
This is the recommended path for most certificates, especially when the AI has pre-filled fields or flagged a warning.
- Click the Review badge in the AI Review column for the certificate you want to approve.
- The Pending Approval (Editing) dialog opens. Check for any blue or orange warning banners at the top and read what they say.
- Review the certificate image and verify or correct the fields below.
Worker
The worker this certificate belongs to. Pre-filled by AI from the certificate image. Verify this matches the correct worker in your system.
An orange warning appears if this does not match the worker who originally submitted the certificate.
Certificate Type
Assigns this certificate to a type in your company's certificate library. This determines which compliance rules apply to it. Required before approving.
If the AI could not identify the type, this field will be blank and highlighted in red. You must select a type before you can approve.
Provider
The organization that issued the certificate. Select from your company's configured providers.
Optional.
Issue Date
The date the certificate was issued. Pre-filled by AI. Verify against the certificate image and correct if needed.
Required for accurate reporting.
Expiry Date
The date the certificate expires. Pre-filled by AI where identified. Leave blank if the certificate does not expire.
Verify against the certificate image before approving.
- Click Approve to approve the certificate, or Decline to reject it.
Method 2: Quick approve from the list
Use the checkmark icon when you have already reviewed a certificate and are confident the details are correct.
- Click the checkmark icon in the Actions column next to the certificate.
- The Pending Approval dialog opens in read-only view, showing the AI-extracted details alongside the certificate image.
- Click Approve Certificate.
Method 3: Bulk Approve AI
The Bulk Approve AI button in the top right of the Unapproved tab approves all certificates where the AI has successfully identified all required fields with sufficient confidence. This is the fastest way to clear a backlog when the AI has done a good job reading the uploaded certificates.
If no certificates in the queue meet the AI's confidence threshold, Salus displays: "No AI-recommended certificates to approve." In this case, review each certificate individually using Method 1.
Note: Bulk Approve AI only approves certificates the AI is confident about. Certificates with missing fields, unclear images, or mismatched data are excluded and will still require manual review.
What Happens Next
Once approved, the certificate moves to the Approved tab and immediately counts toward compliance reporting. The worker's profile reflects the certificate as approved, and any expiry notifications configured for that certificate type will begin tracking the expiry date.
If you clicked Decline, the certificate is removed from the Unapproved queue. If a certificate was approved with incorrect details, you can edit it afterward from the Approved tab.
Frequently Asked Questions
Do I need to approve certificates uploaded by admins?
No. Any certificate created or uploaded by a Company Admin is approved automatically and goes directly to the Approved tab.
Can I trust the AI pre-filled fields without checking them?
No. The AI does a good job in most cases but can misread dates, names, or certificate types, especially from low-quality photos. Always verify the extracted details against the certificate image before approving.
What does the orange warning banner mean?
It means one or more AI-extracted fields do not match the worker's original submission. For example, the AI may have read a different worker name from the certificate image than the one who submitted it. Review the flagged field carefully before approving.
What happens if I try to approve a certificate without a Certificate Type?
Salus requires a Certificate Type before you can approve. If the field is blank, it will be highlighted in red and you will not be able to proceed until you select a type.
Can I edit a certificate after it has been approved?
Yes. Go to the Approved tab, find the certificate, and open it to make changes.
Can I delete a certificate from the Unapproved queue?
Yes. Check the box next to one or more certificates in the list to reveal the Multi-select Options bar at the bottom, then click Delete Certificates. You can also delete an individual certificate using the trash icon inside the Pending Approval dialog.
I don't see the Unapproved tab or the approval buttons. What's wrong?
You may not have the permissions needed to approve certificates. Contact your Salus admin to confirm your account has the correct access level.
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