Flagging a document with an unreadable issuer

Capture the unreadable issuer

When a certificate PDF or card photo shows an issuer name that cannot be read — smudged ink, low‑resolution scan, or missing logo — record the credential with the issuer field set to "Illegible". Keep the employee name, credential type, and expiry date exactly as they appear on the document. Attach the original file unchanged.

Add a clarification task

Create a follow‑up item labeled "Verify issuer" assigned to the person who collected the document. Include a deadline of five business days. The task description should read: "Original scan unreadable. Request a clearer copy from the employee or contact the training provider directly."

Worked example — food handler card

Before: Kevin Tran – Food handler card – Issuer: [blurred] – Expires in 7 days – Attachment: kevin_food_handler.jpg (issuer logo unreadable) Action: You edit the record: - Issuer: Illegible - Tag: Verify issuer - Task: Verify issuer – Assigned to: Maria (admin) – Due: 2026-03-21 - Note: "Logo blurred in photo. Ask Kevin for a better scan or call County Health Dept." After: The credential still appears in the "Expires in 7 days" bucket, but the "Verify issuer" tag puts it on Maria’s task list. The original attachment stays attached for reference.

Exception — expired credentials with unreadable issuer

If the same document is already past its expiry date, move it to the "Expired" section first, then add the "Verify issuer" tag. The expired status drives the immediate renewal action; the issuer clarification runs in parallel.

Result: The record remains searchable by employee and expiry, while the illegible issuer is flagged for resolution without losing the original evidence.

Related: Cert Expiry Tracker features.