How to Automate Certificate Creation and Certificate Email
Overview
In this tutorial, we will discuss how to automate the creation of certificates and email these certificates to students who have completed their courses. This is particularly helpful for short courses with multiple students, saving time and effort in manual certificate issuance.
Step Tutorial
1. From the Dashboard, go to Programs, then Program Instances. From the dropdown, locate the Program Instance to which you want to add the automation, then go to the Details tab.
2. Scroll to the bottom of the page and look for the Automate Certificate Creation option, then enable it.
3. Once enabled, the Email Template Used for Automate Certificate option will appear. Select the template you want to use from the dropdown.
4. When everything is set, scroll to the top of the page and click the Update button.
NOTE: A scheduled task now runs every 3 hours to automatically generate the documents and email them to students enrolled in the Program Instance. This means that if a student's enrolment status is updated to "Completed," they will receive the corresponding document for their completion within 3 hours of the status change.
IMPORTANT: If a training program includes both accredited and non-accredited units, the Automate Certificates function will only issue one document—specifically, the Statement of Attainment for the accredited units. Non-accredited certificates will not be automatically sent when multiple certificate types are involved.
Automate Issuance of Unaccredited Certificate for Nationally Accredited Programs with Nonaccredited Units
Users have the ability to issue Unaccredited Certificates automatically for Nationally Accredited Programs with Nonaccredited Units.
- In Program Instance page > Details tab, a toggle labelled Automate Additional Unaccredited Certificate will display only if the related Program is Nationally Recognised Training AND Program Instance Units has at least one Unit that has VET Flag = No.
On the Program Instance - When Automate Additional Unaccredited Certificate is toggled ON, a dropdown field will appear for Email Template Used for Additional Unaccredited Certificate. The new dropdown will have options from Email Templates set in Administration > Templates page > Email tab.
NOTE: When a student completes their Enrolment with a Program Instance that has Automate Certificate Creation AND Automate Additional Unaccredited Certificate toggled ON, student will automatically receive their Certificate or Statement of Attainment AND their Unaccredited Certificate.
And that is how you can automate the creation and sending of certificates to students.
Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.
FAQs
If I enable the "Automate Certificate Creation" toggle in a Program Instance, will it apply to students who are already enrolled, or only to future enrollees?
This setting will only apply to future enrollees. It will not affect students who are already enrolled in the program.