Frequently asked questions
We’re here to help
We’ve compiled a list of answers to our most common questions.
Don’t see your question?
Reach out to the support team and we’ll be happy to assist
Even with a robust internal cert management process, businesses are at the mercy of how documents are received from their suppliers and ongoing customer requests for paperwork once the order has been shipped. The SmartCert Network automates inbound and outbound certs, eliminating missing paperwork, streamlining internal processes, and reducing customer requests. It can work as a standalone product or integrate into your ERP or QMS system.
Is SmartCert a portal?
Not so much. The SmartCert network enables companies to receive, manage and send certs across the supply chain. It’s not a dead-end like a portal, but an excellent start to streamlining cert transfer with your suppliers and customers and centralizing your team and efforts with cert management.
I just created an account but haven’t received a confirmation email. How do I access my account?
Based on your company’s security settings, the email confirmation may have been inadvertently directed to your junk folder or blocked from your email. If you don’t see the email, please contact support so we can assist with your account setup and access to your account.
I received a message that my company was notified that I want to join. What happens next?
Administrators of your company account have received a request to add you to your company’s SmartCert account. If you require immediate assistance, please contact your quality department for further instructions or contact support.
How do I add users to my company account?
Adding team members to your company account is easy! Admins can invite new users to join the company or review requests to join in the User management dashboard. You can access this and manage your company and locations by clicking on your company name next to the SmartCert logo on the top of your screen.
Give your team members a heads up to expect an email to verify their email address and set a password. (Tell them to check their spam folder in the event the email was redirected.)
What are the user permissions for my team?
Permissions can be adjusted at any time by clicking on the three dots/ellipsis next to the name of the User.
- No badge/permission = Read only access. Users cannot request, create, edit or delete but can share SmartCerts to customers
- Writer = A writer can request, create, edit, delete and share SmartCerts
- Admin = Admins manage users and locations
How do I change my password?
To update your password, click your name in the upper right corner of the dashboard. From the dropdown, click on settings and select Account from the navigation on the right. You can request a password reset by clicking the link provided and following the steps in the automated email. You can also change your password from the login screen at www.getsmartcert.com by clicking Forgot Password and following the prompts.
When I log into my dashboard it’s empty. How do I get my certs?
SmartCerts are either shared from your supplier and automatically added to your Received dashboard or uploaded to your account when you click a SmartCert link or scan a QR code. See “How does the QR code add certs to my dashboard?” for upload instructions.
Where do I locate the SmartCert QR code?
The SmartCert QR code will be located on your supplier’s shipping label or included with the packing slip of your order. It will look like this (feel free to scan this and try it out!)
How does the QR code add certs to my dashboard?
If the SmartCert hasn’t automatically been added to your dashboard, you can upload it by scanning the QR code with a mobile device or 2D scanner.
Mobile device: Position the QR code within the box in your camera view to activate the scan. Tap the banner or hyperlink that appears on your screen. Scanning the QR code will add the SmartCert to your Received dashboard and open the details view for the SmartCert, allowing you to view part information and documentation.
2D Scanner*: Scan the SmartCert QR code to open the link to the SmartCert. Click return on your keyboard to activate the link and open a browser. Log in to your account (if you haven’t already logged in and enabled ‘remember login’) and the SmartCert will be added to your Received dashboard and opened in your SmartCert viewer.
*2D scanners can read QR codes and bar codes. Many 2D scanners require you to turn on the QR code scanning feature or “use the scanner as a keyboard” in order to activate the scan. Please refer to your user manual for specific instructions. There are no additional drivers or software requirements to enable scanning of a SmartCert QR code.
My scanner isn’t working. How do I scan the QR code?
2D scanners can read QR codes and bar codes. Many 2D scanners require you to turn on the QR code scanning feature or “use the scanner as a keyboard” in order to activate the scan. Please refer to your user manual for specific instructions. There are no additional drivers or software requirements to enable scanning of a SmartCert QR code.
To learn how to use a mobile device or tablet to scan a SmartCert QR code, read “How does the QR code add certs to my dashboard?”
I’ve lost my QR code. How do I retrieve my cert package?
You can contact your supplier and request the SmartCert be emailed or shared from the platform.
What can I do with my cert package once it’s in my dashboard?
Besides downloading or printing your certs, you can make a copy of a SmartCert from your supplier to adjust for your use. Simply click on the three dots/ellipsis next to the paperclip on the dashboard to copy the information and documents to a new SmartCert. You can then adjust the information and remove or add documents as needed before sending to your customers.
The SmartCert will now be located on your Created dashboard.
How do I send a request for certs to my supplier?
Requesting certs from your supplier is easy! Head over the the Requests dashboard and Click the Request SmartCert button on the upper right corner. From there, fill out the information you want to provide your supplier (we suggest a minimum of PO/SO and Part #), select the information you would like to require from your supplier and add a note detailing your request.
To send the request, click the Supplier box at the top and search to see if your supplier is on the Network. If not, simply add the email address of the person you’d like to send the request to, scroll down and click the Send Request button. Your supplier’s response will be found on your Received dashboard, along with any other SmartCerts received from your suppliers.
P.S. This is free for your suppliers to respond!
Is there a limit to how many SmartCerts I can receive?
There is no limit to the number of SmartCerts or documents you receive from your Suppliers. Creating requests for certs and SmartCerts counts towards your total allotment of 50 free SmartCerts or the quantity defined in your subscription.
What benefit would I have by upgrading my free account?
Upgrading your account enables you to take advantage of the SmartCert Network to standardize certs from your suppliers, organize and centralize your team and automate certs to your customers. SmartCert reduces inefficient, manual processes, missing paperwork, and ongoing customer requests. It can work as a standalone product or integrate into your ERP or QMS system.
How do I create a SmartCert?
Creating a SmartCert is easy! You currently have two options for creating a SmartCert:
- You can make a copy of a SmartCert from your supplier by clicking on the three dots/ellipsis. With your copy you can adjust the information and add or remove documents. This new SmartCert will be located on your Created dashboard and can be shared to your customers.
- When you click on the Create SmartCert button, it will show you the fields available to create your SmartCert and attach your certs and documents. While only one of these fields is required, many companies choose to create SmartCerts for lots, allowing them to send the same SmartCert/certs to any customer who is ordering against that inventory. Other users create customer-specific SmartCerts that are related to a PO.
- Take a look at this video to see it in action!
How would I find out if any of my other suppliers are using SmartCert?
SmartCert users will notify their customers of their new cert transfer process. We suggest following our SmartCert page on LinkedIn for announcements on new companies who will be using SmartCert to send certs.
How do I send or share a SmartCert?
- Sharing one SmartCert
If you’re sending one SmartCert, you can click the arrow associated with the SmartCert and search the database to select your customer if the SmartCert doesn’t include the customer name. If they aren’t currently on the network, you can enter their email address to send an invitation to create an account and view the certs. Click share to send. Sharing history is available by opening the SmartCert and selecting the Sharing history tab.
- Sharing multiple SmartCerts
If you’re sending multiple SmartCerts, you can search your dashboard to filter to the customer name, line items or PO related to the order. Select the SmartCerts you want to share and click the Share button on the upper right corner of your screen. If your SmartCerts are lot-specific and do not have any customer information, you can search the database to select your customer or enter an email address to send an invitation to join the network and view certs. Click the Share button. Sharing history is available by opening the SmartCert and selecting the Sharing history tab.
How will I know if a SmartCert has been sent or shared?
For the SmartCerts that have been created, blue arrows will demonstrate those that have been shared to a customer. If the arrow next to the SmartCert is grey, it has not yet been shared. Sharing history can be viewed by hovering over the blue arrow or viewing the Sharing history tab on the SmartCert.