Certificate Approval Workflow
Every AlchemOS Positive certificate goes through a structured review before it is issued. This ensures that the data underlying the certificate has been independently reviewed within your organisation before it carries your company's name.
Workflow overview
Submitted → Internal Review → Data Verification → Approved → Issued
↓ Reject ↓ Reject
Returned to Returned to
Requester Requester
Roles in the workflow
| Role | Responsibility |
|---|---|
| Requester | Any user with Data Entry role or above; submits the initial request |
| Internal Reviewer | Manager or Admin; first check of the request completeness |
| Data Verifier | Admin role only; checks that underlying emission entries are correct and approved |
| Certificate Issuer | Platform; issues the certificate after two-tier approval |
In smaller organisations, the same Admin user can act as both Internal Reviewer and Data Verifier.
Stage 1 — Submitted
When the requester clicks Submit for Review:
- The request is locked (data cannot be changed while in review)
- All Managers and Admins in your organisation receive an in-app notification
- The request appears in the Certificates → Pending Review queue
Stage 2 — Internal Review
The reviewer examines:
- Completeness of the request form
- Period correctness
- Appropriateness of certificate type
- Signatory name and authority
Actions available:
| Action | Outcome |
|---|---|
| Approve to Data Verification | Passes to Stage 3 |
| Request Changes | Returns to requester with comments; requester must resubmit |
| Reject | Permanently rejects the request with a reason |
Stage 3 — Data Verification
The data verifier checks:
- All emission entries in scope are in Approved state
- No entries have open correction requests
- For Carbon Neutral: retirement serial numbers match the claimed tCO₂e
- Supporting documents (invoices, audit letters) are present and legible
Actions available:
| Action | Outcome |
|---|---|
| Approve — Issue Certificate | Certificate is generated and issued |
| Request Data Corrections | Returns to requester with specific data flags |
| Escalate | Flags for a second verifier (useful for large or high-stakes certificates) |
Notifications
| Event | Who receives notification |
|---|---|
| Request submitted | All Managers and Admins |
| Moved to Data Verification | Admins |
| Request returned for changes | Requester |
| Certificate issued | Requester + all Admins |
| Certificate rejected | Requester + all Admins |
Review deadlines
Organisations on the Pro and Enterprise plans can set a review SLA in Settings → Certificate Workflow:
- Default SLA: 5 business days per stage
- When exceeded: the requester and all Admins receive an escalation alert
- Escalation path: configurable (additional reviewer, email to named backup)
Audit log
Every action in the workflow is permanently logged:
- Timestamp
- Actor (name and email)
- Action taken and comments
Access the log at Certificates → Audit Log, filterable by certificate ID or actor.