Material Certifications track how much certified material you have documented against how much your placed quantities have used, on each project item. A certification records a certified quantity and a usage rate, and it holds the certificate documents. As quantities are placed against an item, Oversite compares the amount used to the certified quantity and updates a status on the item, so your team can see what is certified, what is getting close, and what is over.
Every role can view certification status and details. Administrators, Super Admins, and Project Managers can add, edit, and delete certifications.
How Material Certifications fit into Oversite
Certifications live on your project items and connect to several other parts of Oversite.
Items. Each item on the project's Items page has its own certifications and a certification indicator.
Daily inspections. The quantities you place against an item in daily inspections are what Oversite counts as material used. The certification indicator also appears on items inside a daily inspection, so you can check an item's status while you record placements.
Pay requests. When you export a pay request, you can attach the item's PDF certificates so the certification package travels with the invoice. A separate project setting can also hold uncertified items off new pay requests.
Reports. The Material Certification Shortage report compares placed and certified quantities across the whole project.
What a certification records
Field | What it holds |
Material Name | The name of the certified material. Defaults to the item name if left blank. Certifications that share a material name are grouped together, and their certified quantities are added into one certified total. |
Usage Rate | How much certified material is used for each unit of the item that is placed. Defaults to 1. |
Certified Quantity | The quantity of certified material you have documented. Warnings appear once placed quantities use this amount. |
Certification Documentation | The certificate file attached to the certification. You can attach a PDF or a spreadsheet file. |
You do not enter the amount used. Oversite calculates it from the quantities placed against the item in daily inspections, multiplied by the usage rate.
What the certification statuses mean
Every item shows a certification indicator, a shield icon with a short label. The label tells you where the item stands, and it updates on its own as quantities are placed. You never set it directly.
Indicator | Color | What it means |
Add Certification | Gray | The item has no certifications yet. |
Certified | Green | Placed quantities are comfortably within the certified quantity. |
Check Certifications | Yellow | Placed quantities are approaching the certified quantity, at 75 percent or more used for at least one material. |
Check Certifications | Red | Placed quantities have reached or passed the certified quantity for at least one material, or the item still needs a certified quantity set. |
Note: An item can show Check Certifications in red before any quantities are placed against it. This is expected until placements are recorded through daily inspections and a certified quantity greater than zero is set. Once placements are recorded, the status reflects how much of the certified quantity has actually been used.
How to find an item's certifications
The certification indicator appears next to each item once the feature is turned on for your project.
Open the Project Group that contains your project.
Click the project name to open it.
Open the Items page. The certification indicator appears in its own column on each item.
Click the indicator on an item to open its certification window.
The indicator also appears on items within daily inspections, so you can check an item's certification status while you record placements.
If the feature is not turned on for your project, no indicator appears. Ask your Oversite administrator to turn it on.
Frequently asked questions
How is the amount used calculated?
Oversite calculates it from the quantities placed against the item in daily inspections, multiplied by the usage rate you set. You do not enter used quantities directly.
Do I need to update the certification status myself?
No. Oversite recalculates the status every time a certification changes or new quantities are placed.
Why does an item show Check Certifications right after I add a certification?
Until quantities are placed against the item through daily inspections, and a certified quantity greater than zero is set, the item stays flagged for attention. Once placements are recorded, the status reflects how much of the certified quantity has been used.
Who gets notified when I add or change a certification?
No one. Certification changes do not send notifications and do not create an entry in the activity feed.
Can I see certification status while working in a daily inspection?
Yes. The certification indicator appears on items within daily inspections, so you can check an item's status as you record placements.
Troubleshooting
I do not see certification indicators on my items.
The feature has to be turned on for your project. Ask your administrator to turn it on. Read-only users also do not see an indicator on items that have no certifications yet.
An item shows Check Certifications in red, but nothing has been placed against it.
This is expected until quantities are placed against the item through daily inspections and a certified quantity greater than zero is set. Record placements and confirm the certified quantity is entered, and the status will reflect real usage.