Compliance manager
HR learning and development lead
Credentialing coordinator
Professional development director
Operations manager
Revenue operations lead
This process is used when a professional certification or license held by an employee, contractor, or partner is approaching its renewal date and continuing education, examination, application, or fee requirements must be completed before expiration. It applies when the renewal involves multiple requirements — such as earning continuing education credits across specific categories, completing attestations, gathering supporting documentation, and submitting the renewal application to the certifying body within a defined window. It is common when the organization manages renewals for multiple individuals across different certifications with varying deadlines. Ideal for financial services firms, healthcare organizations, accounting firms, legal practices, technology companies, and any organization where professional certifications are required for regulatory compliance or client service.
The certification renewal process typically involves the certified professional who completes continuing education and submits the renewal, managers who ensure their team members maintain required certifications, HR or compliance coordinators who track renewal timelines and organizational compliance, and the certifying body that processes the renewal and issues the updated credential.
Zero certification lapses because renewal timelines are tracked proactively and requirements are completed before expiration. Complete continuing education documentation with all credits verified and categorized per the certifying body’s requirements. Reduced administrative burden on certified professionals by consolidating renewal tracking, reminders, and documentation in a single workflow. Organizational compliance visibility with real-time reporting on upcoming renewals, completed renewals, and any at-risk certifications. Revenue protection for organizations where professional certifications are required for client-facing work, billing, or regulatory authorization.
Your version of this process may vary based on roles, systems, data, and approval paths. Moxo’s flow builder can be configured with AI agents, conditional branching, dynamic data references, and sophisticated logic to match how your organization runs this workflow. The steps below illustrate one example.
Renewal timeline activation
The process begins when a certification approaches its renewal window, typically 90 to 180 days before expiration. The certified professional and their manager are notified of the upcoming deadline and the specific renewal requirements. An AI Agent can assist by identifying the remaining continuing education credits needed and any outstanding requirements based on the certifying body’s rules.
Continuing education tracking
The professional tracks their continuing education completions against the certification’s requirements, which may include minimum hours, specific topic categories, and approved provider restrictions. Completion certificates and transcripts are collected as documentation. An AI Agent may verify that submitted credits meet the certifying body’s category requirements and flag any shortfalls.
Renewal application preparation
Once all requirements are met, the professional or the compliance coordinator prepares the renewal application, assembling the required documentation including continuing education records, attestations, and any employer verification. The application is reviewed for completeness before submission.
Application submission and fee payment
The renewal application is submitted to the certifying body through their designated channel, and any renewal fee is paid. The submission date and confirmation are documented.
Renewal confirmation and record update
When the certifying body processes the renewal and issues the updated credential, the organization’s certification registry is updated with the new expiration date and renewal confirmation. The renewed credential documentation is filed.
Post-renewal verification
The compliance coordinator verifies the renewal with the certifying body’s verification system to confirm active status. The professional’s record is updated and the next renewal cycle is scheduled.
This process commonly relies on inputs such as the certification expiration date, continuing education records, certifying body renewal requirements, completion certificates, and the renewal application. It may be triggered by the certification expiration calendar. Connected systems often include learning management systems, HRIS platforms like Workday or ADP, credentialing management systems, and certifying body portals.
Key decision points include whether the professional has completed all continuing education requirements in the correct categories, whether the renewal application is complete and ready for submission, whether the renewal must be submitted by the professional or can be managed by the organization on their behalf, and whether the renewal is confirmed by the certifying body before the expiration date.
Renewal timeline not tracked, resulting in certifications expiring before the professional begins the renewal process. Continuing education credits earned in wrong categories, leaving the professional short of requirements despite having total hours. Renewal application submitted incomplete, causing rejection or delays by the certifying body. Renewal confirmation not verified, leaving the organization’s records showing an outdated certification status. Multiple certifications with overlapping deadlines not coordinated, creating last-minute scrambles for professionals with several credentials.
Orchestrates certification renewal from timeline activation through confirmation across certified professionals, managers, compliance, and certifying bodies in a single coordinated flow.
AI Agents identify remaining requirements including specific continuing education categories needed and flag shortfalls before the renewal deadline.
Tracks continuing education completions within the workflow and verifies that credits meet the certifying body’s category and provider requirements.
Engages certified professionals within the workflow for documentation submission, application review, and renewal confirmation.
Connects to learning management and HRIS platforms like Workday, ADP, and credentialing systems so certification records and training completions are synchronized.
Preserves the complete renewal record including continuing education documentation, application submission, fee payment, and renewal confirmation for organizational compliance and audit.
