Certificates
You can save certificates for events, seminars, training sessions, etc. You can also optionally create printable certificates based on an RTF template. However, the core information for the certificate is valid and effective even if you do not use the RTF file.
All existing templates are shown under Communication > Templates (/Communications/Templates). Filter on templates of type “Certificate” to show certificates only.
Certificate settings
The general settings for the certificate are configured under the associated event. The Events tab includes a global overview of all events. In the overview, select the event for which you want to set up a certificate. You can then set the title, document category and period of validity for the certificate in the “Certificate settings” section of the detailed view of the event.
- Set certificate’s period of validity
- Valid from: Date from which the certificate is valid. This value takes precedence over the dynamically generated validity period (length in days).
- Valid until: Date until which the certificate is valid. This value takes precedence over the dynamically generated validity period (length in days).
- Period of validity in days (dynamic)
- When setting a certificate’s period of validity, you have the option to enter the period length dynamically: If you manually enter the length of the validity period (in days) for the certificate, the date when its validity expires is calculated automatically. In this case, the certificate becomes valid at the time when it is issued, and remains valid until the specified number of days have passed. This setting is especially useful when copying courses, or for online courses which can be taken at a variety of different times, since the period of validity is automatically copied over and the “Valid until” date does not have to be manually recalculated and re-entered each time.
Visibility
- Certificate is visible for recipients
- Certificate is visible for managers
- Certificate document via template assignment
- Here, you have the option to use a particular document when creating certificates. If you do not select a template here and have not assigned any other specific document, then you have the option when creating certificates to select a template dynamically from the central settings.
- Certificate document via individual document
- As an alternative to the previous option, you can also use a specific document template in RTF format, for the certificate to be created later. Use variables to allow participant information, valid dates, or even a certificate header to be populated into the document dynamically.
Notes:
- You also have the option to generate a certificate document. Templates for RTF certificates are managed under /Communications/Templates, like all other templates.
- When certificates are managed through a dashboard (named “Certificate overview”, ID 25), the certificate’s title must be added as a code to each document category. The dashboard can only display items for which a code has been entered (see Configure selection lists)
Upload a certificate for an event
Go to the Events tab and select the desired event. This will take you to the detailed view (Details tab) for the selected event. Click on the Participants tab to see the global overview of all participants. The Certificates section provides an overview of all certificates that have been added for this event. In this section, you can upload existing certificates for the event, create new ones, or edit the ones that are already listed here.
Click on 
and enter all the required information (title, category, etc.). - You can then upload the completed documents / certificates.
Once you have specified all the necessary information, click Add. The new certificate is assigned to this event and is listed at the top of the table, and will also appear in the “Certificates” section of the participant overview for this event.
You can configure the certificate settings for an event in the Event details.
Assign/issue certificate
You have the option to review certificates in the “quick view” before issuing them to participants. Click on the “Quick view” link to open a PDF preview of the selected certificate. Then check whether there are any formatting errors, and update the certificate if necessary.
In the Participants tab, select the desired participants and apply the appropriate multiple action:
- Change status and issue certificate
- Change status and delete certificates
After clicking ‘Apply’, a dialog box appears with the following selection/setup options:
- Change consent status
- Select the appropriate consent status from the dropdown menu.
If a certificate has already been created under “Event settings > Certificate settings”, the following certificate information will be displayed:
- Certificate title:
- Valid from:
- Valid until:
- Period of validity in days (dynamic):
- Document:
- If you have added a document template under “Event settings > Certificate settings”, you will also see a link to that document.
- Visible to recipient:
- Certificate recipients can see the certificates in their profile.
- Visible to managers:
- Managers can see the certificates in the manager view.
- Overwrite certificates:
- Any certificates already created for this event will be overwritten by the new certificate.
- Link to certificate template
- You can generate a certificate entry either with or without a document. Check this box if you want to add a document, i.e. if you want to select a certificate from the document templates and assign it in the next step.
Note: Please note that in this screen the setting in [[Configuration mode] for "Prepopulated values: Suppress default values" may not take effect. This is due to another feature on this screen that saves a user's last selected options in their profile and reapplies them the next time they open the screen. (The Suppress default values feature only works when a user opens this screen for the first time).
Create certificate template
You can create new certificate templates or use existing templates. All templates that have been added to the system are listed under /Communications/Templates.