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Certificates and Licenses with Expiry Management

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Required Apps • Employees (hr)
• Project (project)
• Discuss (mail)
• Invoicing (account)
Technical Name odoo_licences_certificates
License OPL-1
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Technical Name odoo_licences_certificates
License OPL-1

Introduction

The Certificates and Licenses Management module empowers organizations to centralize certification and licensing workflows within Odoo. It enables users to issue certificates or licenses to various stakeholders—such as employees, customers, vendors, and suppliers—track their validity periods, and automate reminder processes before expiration. This streamlined solution ensures compliance, enhances operational oversight, and reduces administrative overhead.

Key Features

  • Create and assign certificate or license records to contacts—including employees, vendors, and customers.

  • Define start and end (expiry) dates for each certificate or license.

  • Enable automated reminders to alert stakeholders before certificates expire.

  • Display status indicators such as active, expiring soon, or expired.

  • Manage certificate workflows using calendar and kanban visual views.

  • Attach documentation or PDF files to each certificate or license record.

  • Fully customizable types, fields, and workflows to suit specific business processes.

  • Support mass issuance of certificates/licenses as needed.

  • Enable public visibility via the website portal for relevant users.

  • Integrates with Odoo’s existing contact and HR flows for seamless administration.

Benefits

  • Centralizes document tracking and ensures timely renewal of important certifications and licenses.

  • Enhances regulatory compliance and mitigates risks associated with expired documents.

  • Automates reminder communications, reducing manual tracking.

  • Improves audit readiness with clear certificate records and status visibility.

  • Streamlines operations across multiple stakeholder types.

  • Increases transparency by allowing stakeholders to view certificate statuses.

  • Reduces administrative overhead and human error.

  • Builds trust through systematic documentation and compliance monitoring.

  • Supports scalability as certificate volumes grow.

  • Enables quick adaptation through customizable configuration.

Compatibility & Technical Details

  • Required Modules: Likely depends on Contacts (contacts), Employees (hr), Website (if public visibility is enabled), Calendar (for scheduling reminders).

  • License: Likely OPL-1 or similar proprietary license (unless otherwise specified).

  • Technical Name: odoo_licences_certificates

  • Installation Steps:

    1. Add the module to your Odoo addons folder.

    2. Update the Apps list via the Odoo interface.

    3. Install the Certificates and Licenses Management module.

    4. Configure certificate types, expiry rules, and automated reminders via module settings.

Certificates and Licenses with Expiry Management in Odoo

Certificates Management in Odoo with Expiry Reminder Email

License management in Odoo with Expiry Reminder Email

Licenses Expiry Management

Certificates Expiry Management

For Customers / Vendors / Contacts / Employees / Users

This app will allow you to manage certificates and licenses of your customers/vendors/contacts as well as Employees / Users. Using this single you will be able to manage your certificate and license documents into Odoo. It also allows you to manage expiry dates and notifications for reminders for expiry soon and expired documents.


Main Features:

  • Allow you to manage licenses and expiry notifications for licenses. You can manage the licenses of your employees, customers/vendors/contacts, and users.
  • Allow you to manage certificates and expiry notifications for a license. You can manage the certificates of your employees, customers/vendors/contacts, and users.
  • Cron job will run daily to send notification to remind you to expire soon and expired status of certificates and licenses.
  • You can attach documents for the certificate and license form.
  • Your internal employee can view their own certificates and licenses in the backend.
  • Your customers/vendors/Users/Contacts can view their own certificates and licenses in frontend my account portal using portal login.
  • Workflow on certificates and licenses form as shown in the below screenshots.
  • Allow you to print PDFs of certificates and licenses as shown in the below format.
  • Certificates and Licenses Manager group created in a system that allows you to assign the certificates and licenses team to have full access.
  • Allow your manager to create and manage certificates and license types.
  • For more details please watch the video and check the below screenshots.

Menus Available:

  • Certificates
    • Certificates
      • Configuration
        • Certificates Type
      • My Certificates
  • Licences
    • Licences
      • Configuration
        • Licence Type
      • My Licences
Samples Users for Below Screenshots Examples
  • Certificate/Licences Manager : Elijah Williams
  • Portal User : William Lambert
  • Employee : Jacob Lewis
  • Internal User : John Doe

Edition Compatibility:


Enterprise Odoo.sh Community

1. Certificate

Certificate Menu.

Certificate Type List View.

Certificates List View.

Certificates Form View.

Certificates Form View with Achievements Tab.

Certificates Form View in Active Stage.

Cron Job Runs Daily to Send Reminder of Certificate.

After Cron Run, the Stage of the Certificate will be Changed According to Expire Date.

After Cron Run, Certificate Details are Sent by Mail.

Certificates Form View in Expired Stage.

After Cron Run, Certificate Details are Sent by Mail.

Certificates Kanban View.

Certificates Calander View.

Sample PDF Report of Certificate

2. Licences

Licences Menu.

Licences List View.

Licences Form View.

Licences Form View with Achievements Tab.

Licences Form View in Active Stage.

Cron Job Runs Daily to Send Reminder of Licenses.

After Cron Run, the Stage of License will be Changed According to Expire Date.

After Cron Run, License Details are Sent by Mail.

Licences Form View in n Expired Stage.

After Cron Run Send Mail.

Sample PDF Report of License.

Licences Kanban view.

Licences Calender view.

3. Portal View

Certificates and Licences Pages on Website My Account on Portal.

Certificate List View on Portal

Search in Certificate Name.

Search Certificate Name.

Sort By Expire Date

Sort By Name.

Sort By Name.

Certificate Form View on Portal

Licenses List View on Portal

Search in Licences Number

Search Number

Sort By Option

Sort By option

Licence Form View on Portal

4. Log In by Employee

Employee My Certificates Menu Backend

Form View of Certificate of Employee(Logged In)

Employee My Licences Menu Backend

Form View of Licence of Employee(Logged In)

5. Log In by Internal User

Internal User My Certificates Menu Backend

Internal User My Licences Menu Backend

Group of Licences Certificate Manager on User Settings (Odoo Standard)

Smart Button on Employee Form View

Smart Button on Customer Form View Backend to View License and Certificates related to Customer

Smart Button to View Licenses and Certificates on User Form (Odoo Standard)

Contact / Support
Introducing Probuse Consulting Services Pvt. Ltd.

If you need any help or want more additional features, you may contact us through:
Email: [email protected]
Website: www.probuse.com
Skype: mustufa_probuse

Probuse Consulting Service Pvt Ltd is an Software and Web development specialist which offers complete business application together. We are well experienced to provide a face for your business on the software and Internet level.

Probuse Consulting Service Pvt Ltd is a specialist in Odoo/OpenERP services and could give your business open source hand to drive.

Our Services

  • Odoo Implementation

  • Odoo Support

  • Odoo Customization

  • Odoo Migration

  • Odoo Training 

Odoo Proprietary License v1.0
This software and associated files (the "Software") may only be used (executed,
modified, executed after modifications) if you have purchased a valid license
from the authors, typically via Odoo Apps, or if you have received a written
agreement from the authors of the Software (see the COPYRIGHT file).

You may develop Odoo modules that use the Software as a library (typically
by depending on it, importing it and using its resources), but without copying
any source code or material from the Software. You may distribute those
modules under the license of your choice, provided that this license is
compatible with the terms of the Odoo Proprietary License (For example:
LGPL, MIT, or proprietary licenses similar to this one).

It is forbidden to publish, distribute, sublicense, or sell copies of the Software
or modified copies of the Software.

The above copyright notice and this permission notice must be included in all
copies or substantial portions of the Software.

THE SOFTWARE IS PROVIDED "AS IS", WITHOUT WARRANTY OF ANY KIND, EXPRESS OR
IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY,
FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT.
IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM,
DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE,
ARISING FROM, OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER
DEALINGS IN THE SOFTWARE.