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Record a Technician Certification

Add a technician's refrigerant-handling certification so TuffOps can record which cert backed each charge event and warn before any cert expires. One cert per type per technician.

The cert card scan or PDF is optional but recommended — it satisfies the auditor's "show me the card" question without a follow-up.

Before you start​

  • You have the compliance.manage_certifications permission.
  • The technician already has a TuffOps user account.
  • You have the cert number, issue date, and certifying organization.
  • (Recommended) You have a JPG, PNG, WebP, or PDF scan of the cert card. Up to 10 MB.

Steps​

  1. Open Technician Certifications

    Select Technician Certifications in the top navigation bar.

  2. Start a new entry

    Select the green New button at the top-left of the list. To pre-fill the technician, open the technician's profile under Settings → Users, then select Add certification — TuffOps locks the Technician field to that user.

  3. Pick the technician and cert type

    • Technician — type to search by name or email. Locked when you arrived from a user profile.
    • Certification type — pick from the dropdown (EPA §608 Universal, §608 Type I/II/III, §609, state cert, etc.). The system enforces one cert per type per technician.

  4. Record the cert details

    • Cert / license number — exactly as it appears on the card.
    • Certifying organization — e.g. "ESCO", "Mainstream", "RSES".
    • Date issued — when the technician achieved this certification.
    • Expiration date — leave blank for non-expiring certs (EPA §608 is lifetime).
    • State / territory — required for state or territorial certs. Pick the two-letter code, or OT — Other for non-US territories.

  5. (Recommended) Attach the cert card

    • Cert image / PDF — pick the file. JPG, PNG, WebP, or PDF up to 10 MB. After saving, the file appears as Current attachment with an inline preview (image) or download link (PDF).

  6. Save

    Select the green Save button.

What happens next​

  • The cert appears in the technician-certifications dropdown when a tech logs a refrigerant charge event on a work order.
  • The daily compliance scan watches Expiration date and alerts before it arrives, based on the lead-day setting in Settings → Compliance.
  • Charge events created while the cert is active stamp the cert ID for the audit trail. Voiding the cert later does not change historical events.
  • If the office user arrived from the technician's profile via Add certification, saving returns to the profile so they can continue.

Common situations​

SituationWhat to do
The technician renewed an expiring certOpen the existing entry, update the Cert / license number if it changed, set the new Expiration date, and re-attach the new cert card if the issuer reprinted it.
The technician moved to a different stateThe state cert is a separate record. Add a new cert with the new state and (likely) a new cert type. Keep the old one for historical work orders.
The technician left the companyThe user account is deactivated, but the cert records stay linked to historical charge events. No action needed.
The cert card scan is too bigRe-export it from the original at lower resolution, or convert to PDF. The hard limit is 10 MB.

Troubleshooting​

Save fails with "The user has already been taken."

This technician already has a cert of the same type. The system enforces one cert per type per technician. Either edit the existing one, or pick a different cert type.

The cert doesn't appear when the tech logs a charge event.

Check that the cert is for the right cert type for that operation. EPA §608 covers stationary refrigerants; §609 covers motor vehicle A/C. Also confirm the cert isn't archived or marked for deletion.

The image upload fails with no error.

The file is over 10 MB or the format isn't supported. JPG, PNG, WebP, and PDF are accepted. Compress or convert and try again.

The state dropdown doesn't include the technician's location.

The dropdown lists US states and territories. For anything else, pick OT — Other. The two-letter code satisfies the audit field; the actual jurisdiction goes in the cert number or in Notes on the technician's profile.