This guide provides a complete overview of everything you can do at the Staff Register Level when managing Certified Persons (CP) and Other Conduct Rules (OCR) staff. It brings together all actions, tabs and settings available within a single, easy-to-navigate article written to your Support Hub content guidelines.
The Staff Register view gives you a centralised way to manage all CP and OCR records, configure register behaviour, review archived entries and set up access, notifications and certificate requirements.
What You Can Do at the Staff Register Level
From the Staff Register, you can:
Export CP and OCR staff details in Excel format
Review certificate issue date ranges and status
View and restore archived CP or OCR records
Grant and manage admin access
Configure settings for certificates, acceptance and declarations
Customise email notifications
Choose whether the register includes CP, OCR or both
Link an Automatic Audience Group to populate the register automatically
Staff Register Tabs Overview
Tab | Description |
Employees | Displays all CP and OCR staff, certificate status and annual date |
Archived | Shows CPs or OCRs removed from the register |
Access Control | Shows admin access and lets owners grant permissions |
Settings | Configure certificate formatting, acceptance and declaration rules |
Email Settings | Customise notification emails |
Staff Types | Choose register scope and configure audience groups |
Employees
The Employees tab shows all staff added to the register and their certification details.
What you can see
All CPs and OCRs added to the register
Certification status and dates
Whether a draft certificate has been saved
Whether the user is archived
How to view records
Go to Management Console
Open SMCR Registers
Select the correct Staff Register
The table displays the employee name, staff type, certification status, certificate start and expiry dates, and draft status.
How to add staff
Use the CP or OCR entry box
Add email addresses separated by commas, semi-colons or new lines
Select Add users
A confirmation message will show how many users were added
If a user cannot be added, they may not have a live account.
If you do not see a register, you may need permissions or support from your Customer Success Manager.
Archived
The Archived tab shows CP and OCR staff removed from the register, along with their final certification status.
You can:
View archived users
Select a name to open their profile
Add them back to the register by selecting Add to register
Important notes:
You can only restore users if no audience group is linked
Appearing in the Archived tab does not mean their portal account is archived
To archive a user account entirely, follow your organisation’s leaver process
If the Staff Register is not visible, check your permissions.
Access Control
The Access Control tab shows all users with access to the register. If you are the register owner, you can add, remove or adjust access.
Access Levels
Level | What they can do |
Owner | Full control of register and staff records, can add or remove admins |
User | Can manage and edit the register, cannot change admin permissions |
View | Read-only access |
Granting access
Select the email field under Grant access to this register
Search for the user
Choose the access level
Select Grant Access
To change access, revoke the user's permissions and re-add them with the new level.
Users must:
Exist on the portal
Be within a domain you have access to
Have the Access register permission
If you cannot see Access Control, you are not an owner.
Register Settings
The Settings tab allows you to control how certificates work, what appears on them, and how declaration requirements affect certification.
Certificate Settings
Setting | Description |
Certificate Header and Footer | Add images, signatures or text using the editor |
User Attributes | Select additional attributes to include on the certificate |
Request Acceptance | If enabled, the CP is prompted to accept or reject their certificate |
Acceptance Question | Custom text shown when a user accepts the certificate |
Reject Reason Question | Custom text shown when a user rejects a certificate |
After updating any field, select Update Settings.
Declaration Settings
If you have launched Conflict Management or Fit and Proper Questionnaires, you can enforce declaration completion.
Option | What it does |
Enforce module completion | Prevents certificate issuance if declarations are incomplete |
Choose module | Select the declaration module that must be completed |
Requirement type | Define whether completion is mandatory |
If a Staff Register is not visible, permissions may need to be reviewed.
Email Settings
The Email tab lets you enable and customise notification emails.
Email Types Available
Email Type | When it's sent |
Issue email | Sent to the CP when a certificate is issued |
Accept email | Sent to owner and/or issuer when a certificate is accepted |
Reject email | Sent to owner and/or issuer when a certificate is rejected |
Expiry email | Sent to the owner when recertification is due (CSM needs to configure timing) |
Chaser email | Sent to CPs who have not accepted or rejected the certificate (CSM sets timing) |
Tick the checkbox to enable an email type.
You can edit the sender, subject and message body for each email.
Select Update email settings when done.
If Access Control is not available, you are not an owner.
Staff Types
The Staff Types tab lets you choose whether the register includes CPs, OCRs or both. You can also link an Automatic Audience Group.
Using an Automatic Audience Group
This will:
Automatically add staff who match the rules
Remove or archive staff who no longer match the criteria
Override manual additions or removals
Behaviour when enabling an audience group
If users are already in the register:
Users not matching the rules and without a current SoC will be archived
Users not matching the rules but with a current SoC will remain but show as Out of Scope
If the register is empty:
All users matching the audience group will be added automatically
Audience groups require both CP and OCR or neither to be linked.
After making changes, select Update Staff Type settings.
Conclusion
You now have a full overview of every feature available at Staff Register Level for Certified Person and Other Conduct Rules staff. For further support, contact your Customer Success Manager by selecting Send us a message via the help icon on your portal, or by emailing [email protected].