Frequently Asked Questions

Find answers to the most common questions about SmartCert. You can also Contact Support and we’ll be ready to help.

Creating a SmartCert

How do I create a SmartCert?

If you already have a digital file, simply click the “Create” button from your SmartCert dashboard and you’ll be prompted to add information to the data fields that represent the ‘digital envelope’ for your cert package. There is only one required field: the PO/Lot Code.  

Once you have entered the information, you can drag and drop or browse local files to add documents to your SmartCert. Click Create Unique SmartCert at the bottom of your screen and the process is complete. From here, you can adjust the certs or update information at any time. Changes are made in real-time to your customers or from your suppliers.  

How is each SmartCert assigned to a specific parcel or parts?

SmartCert is designed to handle millions of QR codes that may look similar, but contain unique elements stored in the QR code that are specific to the parts they were assigned. All documents added to a SmartCert QR code remain with that unique QR code and those specific parts. Customers or vendors that are SmartCert subscribers could add to that specific SmartCert QR code with additional documents, as the part follows the journey through the supply chain.

Do I have to add PO, Lot and part# to create a new SmartCert?

SmartCerts have one required field that allows you to add the Purchase Order or Lot Code, depending on how you use the platform. A lot-based SmartCert can be sent to all customers who ordered that part and lot, and a PO-based SmartCert is used for customers who have unique cert requirements. 

Scanning a SmartCert

How do I scan a SmartCert?

Scanning a SmartCert QR code can be done by clicking the Scan button when logged into your account from any mobile browser or by using the camera or QR code scan feature on your Smartphone or tablet. You can also scan SmartCert QR codes with 2D scanners from your workstation.  

How do I retrieve my certs?

If you receive a package with a SmartCert QR code, you can log into your account and scan the QR code with your Smartphone, tablet or 2D scanner. The device will read the scan and add the SmartCert to your dashboard.  

If you received an email, simply click the link to add the SmartCert to your dashboard. If your supplier is using the automated delivery feature, the email will serve as a notification that the SmartCert has been added to your dashboard.   

If you don’t have an account and received an email, you can click on the link provided to create your account and return to the email to click on the SmartCert. This will add the SmartCert to your dashboard.  


Do my customers need to be a subscriber to use SmartCert?

Yes, they will need to create a free starter account for their company to view, print and/or download their certs. A starter account can have up to 10 free users and provides a free, secure cloud-based archive for all the SmartCerts received by their suppliers.  

SmartCert provides all the information you need to educate your customers on your new cert transfer process. Your customers have access to step-by-step set-up instructions, FAQs, and how-to videos to support the transition to using SmartCert. 

How do we feature SmartCert in our company’s marketing?

That is an excellent idea, and we agree, SmartCert is a strong differentiator! Contact us for assistance with promotion materials.

How much is a year of SmartCert?

There is a one-time set-up fee for your company. The monthly fee for a professional subscription is $347 and includes three users. Additional users are $99/mo. (These costs are reflective of the prepaid annual billing discount.) 

Starter Accounts are free for receiving SmartCerts and have the opportunity to upgrade to a Professional account at any time.  

How many “users” does my company need?

We suggest starting with a Master User and adding anyone who might need access to cert packages within your company. For example, most companies need an additional user in QC, one in the warehouse and one in a satellite facility. It is easy to add and remove users within your company’s subscription.

Does my subscription automatically renew?

Yes. You can, however, cancel at any time and your billing will stop the following month.

Who has access to our SmartCerts?

Most SmartCert QR codes are included inside the shipment. Once received by your customer, anyone who scans the SmartCert QR code will be able to see and access the contents. This is by design. We want this documentation to be readily available to the people who encounter the part. This information is a powerful tool to make sure part specs are correct and enables users to verify information before the parts are installed.  

Can a seat be shared with a vendor or a customer?

We offer a referral program where SmartCert customers can receive incentives to add their vendors as SmartCert subscribers. Contact us for more information.

How do I get my vendors to use SmartCert, so I can receive inbound SmartCerts?

SmartCert provides email templates and communication resources to introduce SmartCert to your suppliers. We are also happy to set up discussions and walk them through the benefits the platform will provide their teams in streamlining cert transfer.  

What other industries use SmartCert?

We are adding customers in aerospace, electronics, industrial, medical, chemical, oil & gas, food, additive manufacturing and more. SmartCert is built to help any critical supply chain improve the transfer of required documentation.  


Do I need special equipment to use SmartCert?

No. SmartCert is designed to use common tools: your desktop computer, Smartphones, label printers, and QR codes.

What hardware do I need to use SmartCert?

Creating SmartCerts doesn’t require new hardware. You will need your computer and access to digital certs to create SmartCerts. To scan a SmartCert QR code, you will need a Smartphone, tablet or 2D scanner. You can log into your account from any mobile browser and use the scan feature in the SmartCert application to view the information and documentation included in the SmartCert.  


Do all my certs have to be digital to use SmartCert?

Yes. Any document you would like to send to your customers must be available as a digital file. We are happy to provide recommendations on scanners or scanning services to help build your digital library of documentation.  

Why QR codes?

QR codes were originally designed to identify parts and their packaging in the automotive industry in the 90’s. We believe they are still the best way to easily retrieve documentation. The evolution of the Smartphone and camera make it possible to have all the documentation for parts in your supply chain right there in your pocket and accessible in seconds. 

Will this replace my Quality Department Cert folders?

No. SmartCert is a better way to review and transfer documentation. It does not replace your current required recordkeeping practices set by your industry and the Quality certifications your company holds.

Where do my SmartCerts live in the cloud?

We chose Microsoft Azure Network for cloud storage because it is flexible, scalable, reliable, and secure. Azure utilizes an end-to-end approach to a secure infrastructure built on the backbone of trillions of dollars of global online business and the backing of the Microsoft Corporation.

Will SmartCert integrate directly with my ERP or Quality Management System (QMS)?

Yes, we have developed an API library that facilitates integration with common ERP, QMS and eCommerce platforms.  Contact us for more information.

Is SmartCert FedRAMP compliant?

We use the Microsoft Azure Cloud because it is a FedRAMP certified cloud provider. This cloud platform meets HIPPA and FDIC guidelines which extend beyond even ITAR standards. ISO and NIST require that you secure your documents both in digital and paper format and have backups. 

Is SmartCert CMMC compliant?

CMMC is not directly applicable to cloud services, which is why there is no corresponding certification for cloud services platforms such as Microsoft Azure. A DIB contractor who provides a cloud-based solution must ensure that the underlying cloud services platform maintains a minimum of FedRAMP Moderate authorization. (See above question regarding FedRAMP compliance) 

Support form

Request Support