Participants, Completion & Recertification

Publish Before You Invite

Invitations create live enrollments, so Kit accepts them only for a published program. Preview the participant experience, confirm the content and attestation, then publish.

Participants do not need a team seat. Their email invitation opens a separate portal, and Kit verifies control of the invited address before granting access.

Invite One Person or a Roster

Open the program’s Invitations page. You can enter one person in the form or paste up to 500 CSV-style lines, one person per line, in this order. Do not include a header row; Kit treats every non-empty line as a person.

Jane Doe,[email protected],E-104,Engineering,Developer,2026-08-01

Only the email is required, but pasted roster rows still follow the same column order. For an email-only row, leave the name column empty: ,[email protected]. In the single-person form, just fill the email field. Employee ID, department, role, and hire date make the completion register more useful. A hire date sets the deadline to that date plus the program’s grace period; otherwise the grace period starts today.

Kit de-duplicates the batch by email. A non-empty line without an email is skipped and counted. If another row is invalid or the batch exceeds the account’s remaining daily email allowance, Kit rejects the whole batch instead of leaving a partly invited cohort.

While a participant’s enrollment is still open, re-inviting the same address updates only the roster fields you supply and does not create another enrollment. Re-inviting someone who has completed the program opens a new pending cycle, making that person outstanding in the completion register. Use Resend when you only need to send the existing invitation email again.

Read the Completion Register

The stage on each row indicates what to do next:

Stage	What it means	What to do
Evidence rejected	A checklist capture needs replacement	Read the review note and ask the participant to recapture it
Awaiting signature	The work is done but the attestation is unsigned	Send a reminder
In progress	The participant has started	Check activity, deadline, and reminder history
Not started	The invitation has not produced progress	Resend the invitation or remind an enrolled participant
Recertification due	A new annual cycle is open	Follow up on the new enrollment
Completed	Current completion evidence is in force	Download the certificate or export the register
Expired	An older completion lapsed or was superseded	Keep it as history; use the current cycle for follow-up

The page shows deadlines, overdue state, recent activity, and reminder counts without rewriting completed evidence. A manual reminder is available for an outstanding enrollment and has a one-hour duplicate-send guard. Automatic reminder timing is covered in Reminders & Deadlines.

Export Proof

Exports are prepared in the background in two formats:

• CSV uses Vanta’s seven completion columns: employee name, employee ID, department, role, training module, completion date, and status.
• PDF produces a branded completion register with the same core fields.

Checklist exports add a separate evidence view with review state, checkpoint and file counts, device labels, and capture dates. For a single person, download their completion certificate or build an evidence bundle.

Completed rows and certificates read from an immutable snapshot of the participant, program, and attestation at completion time. Later profile or program edits do not rewrite what was signed.

Annual Recertification

Annual cadence is enabled for new programs. One year after the participant’s latest completion, a published program opens a fresh enrollment, sends a new invitation, and gives the participant the program’s current grace period to finish.

The new cycle is separate from the old one. Prior completion records, certificates, and retained evidence remain historical facts; the current cycle carries the work still due. Kit will not create a second open cycle for the same participant and program.

Rollout Checklist

• Program type, content, and attestation match the control you intend to prove
• Program is published and the participant preview is correct
• Roster emails and employment fields have been reviewed
• Grace period gives new starters enough time
• The annual recertification cycle is reflected in your policy and ownership plan
• Someone owns the incomplete and evidence-rejected queues
• CSV or PDF export has been tested before the audit deadline