Certificates issued in Skillsive are digitally signed automatically — there is nothing to configure. By default the Skillsive platform key does it. An organization can upload its own signing certificate, and from then on new documents are finalized with that key.
Why certificates are digitally signed
A digital signature is a seal on the PDF. It lets the recipient — an employer, auditor or inspector — check two things: who issued the document, and whether the file was changed after it was issued.
- Proof of origin. The signature records who signed the document: the Skillsive platform or your organization.
- Tamper detection. Any edit to the finished file — a date, a name, a certificate number — invalidates the signature. A certificate cannot be "corrected" without verification showing it.
- Independent checking. The recipient verifies the document alone, without contacting your organization.
The signature is the last operation applied to the file, so it covers everything visible on it, including the QR code and the filled-in fields.
How a recipient verifies a certificate
There are two routes, and they check different things — the difference matters.
The QR code — checks the record
The QR code on the document opens a verification page with that certificate's record: who issued it, which training, the number, the issue and expiry dates, and whether it is Valid, Revoked, Expired or Not finalized. It also shows whether the certificate was signed with the platform key or the organization key.
So the QR code answers "was this certificate really issued, and does it still hold?". It does not inspect the PDF someone is holding — the data comes from the record, not from the file.
Uploading the PDF — checks the document itself
To confirm that the file is the original, upload it to the signature verification page. The page compares the file with the register of certificates issued in Skillsive. The result is one of five answers:
- Authentic — this is the same file that was issued in Skillsive. The issuer is shown below the result.
- Revoked — the certificate was issued in Skillsive but later revoked. The issuer is shown here too.
- Invalid — the document was modified after signing. Such a file should not be treated as valid.
- Cannot confirm — this file is not in the Skillsive certificate register. A valid digital signature alone is not enough: what counts is whether this exact file was issued in Skillsive.
- No digital signature — a printout re-saved as a PDF looks like this.
For the last three answers, scan the QR code on the certificate or ask the issuer for the original PDF file.
In short: the QR code proves the certificate exists and is still valid; uploading the file proves that this particular PDF is the untouched original.
When the certificate is signed
A certificate is finalized when its PDF is created: right after you issue a single certificate, or when you click Download PDF pack after bulk issuing. If the template requires a trainee signature, finalization happens only once the trainee has signed — until then the document has no digital signature yet. The certificate registry shows whether a document was signed with the platform key or the organization key.
When to add your own key
You do not have to do anything for certificates to be signed — without your own file, the Skillsive platform key signs them. Add an organization signing certificate if:
- documents should be signed with a key owned by the organization,
- recipients should see the organization as the signing party,
- internal procedures require your own signing certificate.
Upload the certificate
Available to organization Admins. You need the certificate as a .pfx or .p12 file and its password.
- 1Open Organization settings → Security.
- 2Scroll to the Signing certificate card. Before the first upload it says that certificates are signed with the Skillsive platform key.
- 3Under Certificate file (.pfx), click Choose file and select the file.
- 4Enter the Certificate password. Leave it empty if the file has no password.
- 5Click Upload certificate.
After a successful upload, the card shows Current certificate with its Subject, Valid from, Valid until, Thumbprint and the Active status. From then on, new certificates are signed with your key, and the registry shows them as Signed (organization).
Watch the expiry date
An expired certificate cannot sign anything — finalizing new certificates starts failing until you upload a current file. The validity dates are shown on the certificate card.
Security
The certificate file is used to sign documents. Treat it as sensitive organization material and share it only with people who administer security. The uploaded private key is stored encrypted in Azure Key Vault and is never shared with other organizations.
Removing the certificate
To stop using your key, click Remove certificate on the card. Certificates finalized after that are signed with the default Skillsive platform key.
Do not assume that removing the key automatically changes PDFs that were already finalized and signed earlier.
FAQ
Do I have to upload our own certificate?
No. Without it, every certificate is signed with the Skillsive platform key and can be verified in the same way.
Will certificates issued earlier be signed again with our key?
No. The key is used only for certificates finalized after the upload. Earlier certificates keep the signature they already have.
Where do we get a .pfx file?
From your IT department or from a trust service provider that issues signing certificates for organizations. Skillsive does not issue these files.