Certificates
Generating Certificates
Generate professional certificates for participants who meet your eligibility requirements, individually or in bulk.
Generation Options
| Option | Use Case |
|---|---|
| Bulk Generation | All eligible participants at once |
| Individual Generation | One participant at a time |
| Regeneration | Update existing certificates |
Bulk Certificate Generation
Prerequisites
Before generating:
- Certificate template configured
- Eligibility rules set
- Attendance data complete
- Event completed
Generation Process
- Go to Certificates
- Click Generate Certificates
- Select template (if multiple)
- Review eligible participants
- Click Generate All
What Happens
- System checks eligibility
- Certificates are generated
- Each gets unique number
- Stored in participant records
- Ready for distribution
Individual Generation
When to Use
- Late additions
- Special circumstances
- Testing templates
- VIP certificates
How to Generate
- Go to Participants
- Select participant
- Click Certificates tab
- Click Generate Certificate
- Select template
- Confirm generation
Certificate Preview
Before Generation
Preview certificates:
- Go to Certificates > Preview
- Select a participant
- View rendered certificate
- Check all fields
What to Verify
- Participant name renders correctly
- Event details accurate
- Dates formatted properly
- QR code positioned correctly
- Text is readable
Generation Queue
For Large Events
Bulk generation uses a queue:
- Job is queued
- Certificates generate in background
- Progress shown on dashboard
- Notification when complete
Monitoring Progress
| Status | Meaning |
|---|---|
| Queued | Waiting to process |
| Processing | Currently generating |
| Completed | Successfully generated |
| Failed | Error occurred |
Certificate Distribution
Download Options
Participants can download:
| Format | Description |
|---|---|
| Standard certificate format | |
| PNG | Image format |
Distribution Methods
| Method | Description |
|---|---|
| Send certificate via email | |
| Portal | Available in participant portal |
| Direct Download | Download link |
Email Distribution
Sending Certificates
- Go to Certificates
- Select generated certificates
- Click Send by Email
- Customize message (optional)
- Send
Email Contents
- Congratulations message
- Certificate attached (PDF)
- Download link for portal access
- Verification information
Participant Portal Access
How Participants Access
- Log in to participant portal
- Go to My Certificates
- View issued certificates
- Download in preferred format
Portal Features
- View all certificates
- Download PDF or PNG
- Share verification link
- View certificate details
Regeneration
When to Regenerate
- Template updates
- Data corrections
- Error fixes
- Format changes
How to Regenerate
- Go to Certificates
- Select certificates to regenerate
- Click Regenerate
- Confirm (overwrites existing)
Regeneration caution
Regenerating keeps the same certificate number but updates content. Previously downloaded certificates may differ.
Certificate Numbers
Unique Identifiers
Each certificate has a unique number following the format: CERT-EVENT-YEAR-SEQUENCE
Example: CERT-WORKSHOP-2024-00001
Number Uses
- Verification reference
- Record keeping
- Duplicate detection
- Audit trail
Batch Operations
Bulk Actions
| Action | Description |
|---|---|
| Generate All | Generate for all eligible |
| Send All | Email all generated |
| Download All | ZIP file with all PDFs |
| Revoke All | Remove all certificates |
Filtering Before Action
- Filter eligible participants
- Select specific group
- Apply batch action
- Confirm
Certificate Management
View Issued Certificates
- Go to Certificates
- Click Issued
- View list of all certificates
Certificate Record
| Field | Description |
|---|---|
| Number | Unique identifier |
| Participant | Recipient name |
| Template | Which template used |
| Generated | Generation date |
| Status | Active/Revoked |
Revoking Certificates
When to Revoke
- Issued in error
- Eligibility revoked
- Participant request
- Fraud detected
How to Revoke
- Find certificate
- Click Revoke
- Enter reason
- Confirm
After Revocation
- Certificate marked as revoked
- Verification page shows revoked status
- Audit trail maintained
Quality Assurance
Before Mass Generation
- Generate test certificate
- Verify all fields
- Check formatting
- Test QR code
- Review print quality
Spot Checks
After generation:
- Sample random certificates
- Verify participant data
- Check for duplicates
- Confirm eligibility
Troubleshooting
Generation failed
- Check error message
- Verify template is valid
- Check participant data
- Review system logs
- Try regenerating
Certificate looks wrong
- Check template design
- Verify field mappings
- Check character limits
- Test with different names
Participant didn't receive email
- Verify email address
- Check spam folder
- Review email logs
- Resend manually
Best Practices
Timing
- Wait until event ends
- Ensure all check-ins recorded
- Verify eligibility data
- Allow time for corrections
Quality
- Test with sample certificates
- Review before mass sending
- Have backup of all certificates
- Document generation date
Communication
- Inform participants when available
- Provide download instructions
- Include verification info
- Set expectations on timeline