Certificates & Licenses Management in Odoo | Expiry Tracking & Automated Reminder Notifications

Certificate & License Renewal Management | Expiry Monitoring & Renewal History

Certificates & Licenses for Customers, Vendors, Contacts, Employees & Users | Centralized Document Management

This application provides a centralized solution for managing Certificates and Licenses of Customers, Vendors, Contacts, Employees, and Users directly within Odoo. It allows users to maintain certificate and license records, related documents, validity periods, issuing authorities, responsible users, and other relevant information. The application also provides Expiry Date Management with automated reminders for certificates and licenses that are approaching expiry or have already expired, helping users take timely action.

The application also includes a dedicated Renewal workflow for expired or expiring Certificates and Licenses. By clicking the Renewal button, users can open the Renewal Wizard and enter the new Start Date and End Date. A new record is then generated with the same existing details, while the validity dates are updated according to the wizard. Dedicated Smart Buttons provide easy navigation between previous and renewed records, allowing users to maintain and track the complete renewal history and record relationships.

Overall Purpose

The purpose of the Certificate and License Management module is to provide a centralized solution in Odoo for managing Certificates and Licenses associated with Customers, Vendors, Contacts, Employees, and Users, including their validity periods, expiry dates, issuing authorities, responsible users, and related documents. The module provides automated expiry monitoring through daily scheduled cron jobs, reminder notifications, and automatic status/stage updates for expiring and expired records. It also supports a complete Renewal Workflow through a dedicated Renewal Wizard, allowing users to enter new Start and End Dates and generate a new record with the existing certificate or license details while updating its validity dates. Previous and renewed records are linked through dedicated Smart Buttons, providing clear renewal history and traceability throughout the document lifecycle.

Scope of Module

The Certificate and License Management module covers the complete lifecycle management of Certificates and Licenses within Odoo, including certificate and license type configuration, record creation, expiry date tracking, document attachments, automated daily expiry checks, reminder notifications, status/stage updates, PDF reporting, and access management for Employees, Customers, Vendors, Contacts, and Users. The module also includes a dedicated Renewal Wizard for generating renewed records with updated validity dates while retaining the existing record information, along with Previous and Renewal Smart Buttons to establish relationships between original and renewed records and maintain a complete renewal history. It further supports backend access for internal users and portal access for authorized Customers, Vendors, Contacts, and Users.

Main Features:

• Manage Licenses and their validity periods, expiry dates, and expiry reminder notifications for Employees, Customers, Vendors, Contacts, and Users.
• Manage Certificates and their validity periods, expiry dates, and expiry reminder notifications for Employees, Customers, Vendors, Contacts, and Users.
• A scheduled Daily Cron Job automatically checks Certificate and License expiry dates and sends reminder notifications for documents approaching expiry or already expired.
• Attach and manage Documents directly from Certificate and License records for centralized document management.
• Internal Employees can securely access and view their own Certificates and Licenses from the Odoo backend.
• Customers, Vendors, Contacts, and Users can access and view their own Certificates and Licenses through the My Account Portal using their portal login credentials.
• Automated Certificate and License Status/Stage Management based on validity and expiry dates.
• Provides a dedicated Renewal Workflow for Certificates and Licenses, allowing users to renew records through a Renewal Wizard.
• The Renewal Wizard allows users to specify a new Start Date and End Date. Upon confirmation, a new record is generated with the same existing details while updating the validity dates according to the renewal information.
• Dedicated Smart Buttons provide quick access to Previous and Renewed Certificates or Licenses, allowing users to easily navigate and track the complete renewal history.
• Manage and track Certificate and License Workflows directly from the respective forms, as demonstrated in the screenshots below.
• Generate and print professional PDF Reports for Certificates and Licenses using predefined report formats.
• A dedicated Certificates and Licenses Manager security group provides authorized users with full access to manage Certificates, Licenses, and related configurations.
• Authorized Managers can create, configure, and manage Certificate Types and License Types.
• Provides an integrated solution for managing certificate and license records, expiry monitoring, automated notifications, document attachments, renewal history, and user access control within Odoo.
• For more details, please watch the demonstration video and refer to the screenshots provided below.

Menu Navigation:

• Certificates
• Certificates
• Configuration
• Certificates Type
• My Certificates
• Licences
• Licences
• Configuration
• Licence Type
• My Licences

• Certificate/Licences Manager : Mitchell Admin
• Portal User : Abigail Peterson
• Employee : Anita Oliver
• Internal User : MR. James