Creating and Managing Certificates

Learn how to manage certificates

Last Updated

September 30th, 2020

Docebo Module

Learn

Reading Time

6 min

User Level

Introduction

Docebo certificates can be managed by customizing templates and assigning them to specific user fields and courses. By associating a certificate to a course, you can give it to all users that have completed that course. This article will show you the steps needed to create a template, associate the template to a course, generate that template, and download a final certificate.

Please Note: While creating a new template, use a background aligned to your company profile (company logo, colors, payoff) and insert all of the necessary fields. You can create a standard template and assign it to all of your courses, or create a customized template for each course.

Please also note that due to how Firefox renders PDFs with embedded fonts, Docebo recommends using this functionality on another one or our supported browsers. Instead of opening the PDF in Firefox, it will be automatically downloaded.

Create a New Certificate Template

To begin creating new templates, press the gear icon in the top right corner of your platform to reach the Admin Menu, then select the Certificate Template item from the Settings section. On the main certificates page, you will find all of the available templates. To create a new template, select the New Certificate button at the top of the page.

In the pop-up box, add a code to your template, choose a name, write a description, then press Confirm. The certificate template will then appear in the list of templates on the bottom half of the main certificate templates page.

certificate create

You can manage your template using the menu of icons in the template’s row. Using the icons, you can download the certificate, create the template, view to whom the certificate has been issued, edit the name and description of the template, or delete it.

Let’s begin with the editing tool (the second icon to the left), to customize your template. You will be redirected to the editing page, where you are able to create your certificate using sentences and platform tags. Sentences can be directly typed into the text field. Please note that your platform supports these fonts.

Additionally, tags can be copied and pasted from the bottom of the page. Tags are HTML keys extracting user and course information every time a new certificate is generated. For example, by using the tag [date_complete] “Date of the course completion,” the system will show the date when the user completed the course. Tags for your certificates are divided into tabs in the certificate template to provide organization and a quicker process when you’re creating a certificate.

When you want to enter tags into your certificate template, you will see four tabs on the left side of the tags section dividing the tags into categories: User Fields, Course Fields, Other Fields, Learning Plan Fields.

certificate template

Find the tag you’re wanting to enter into your certificate in the corresponding tab. Inserting a tag is very easy. Simply copy and paste the tags you need from the list. Please note that the tags in the User Fields section include user additional fields, they are identified as [userfield_n].

For the best results, we suggest creating each template using a table. Each table can be customized by inserting and/or deleting rows and columns. Both the width and height can be manually managed. You can also add a background image and choose the orientation of the certificate (Landscape or Portrait). Here are some suggestions for the management of images.

Minimum suggested size:

  • Portrait: 905  x 1280 pixels – 72 dpi
  • Landscape: 1280 x 905 pixel – 72 dpi

Optimal size:

  • Portrait: 1810  x 2560 pixels – 150 dpi
  • Landscape: 2560 x 1810 pixel – 150 dpi

Restrictions:

  • The background image size cannot be more than 2560x1810px and 10MB
  • The supported image formats are JPG, PNG, JPEG, GIF.

Use the buttons in the formatting bar at the top of the text editor to add photos (such as your company logo), links, files, or to format the text that you inserted into the certificate. Finally, assign a language to the certificate from the corresponding dropdown menu. Press Confirm to save the template. Please note, while working with your template, you can display a preview to verify how the final certificate will look. Simply select the Preview icon in the certificate’s row on the template page.

Managing Dates of a Certificate

You can apply to certificates the date format that suits you the best by editing the date tag, as follows:

  • Standard tag: [date_complete] 01/01/2020
  • New format option: [date_complete format:”d,FY”]
  • Result: 1, January 2020

So, you must insert the tag [date_complete] format. Then, type in the letters indicating the day, week, month, time, and timezone. Please refer to the table below to learn more about which letters correspond with each day, week, month, time, and timezone:

Associating a Certificate to a Course

Once your template is created, you can associate it to a course. Access the Admin Menu, then select the Courses option in the E-Learning section. On the main courses page, find the course for which you would like to add the certificate, then press the menu icon at the end of the course’s row. From the dropdown menu, choose the Advanced Settings option.
certificate to course
Access the Certificates area by selecting the tab from the tabs menu on the left side of the page. Then, choose the certificate you would like to associate from the dropdown menu. Press Save Changes when finished.

Generating and Downloading a Certificate

Once a user has completed a course or a learning plan associated with a certificate, the certificate is available for download. Users can download their certificates from the My Activity page, by selecting the tab corresponding to the course type (courses, classrooms, external training, learning plans or webinars) and clicking on the certificate icon. Remember to make this page available in the user menu if you are working with certificates, or learners will not be able to download them. Check out this section of the Knowledge Base for further information on pages and menus.

If the platform theme is Theme 6.9, users can also download their certificates from the Course Info widget in the course page (if configured), by pressing Download Copy of Certificate. Remember that the Course Info widget is available only for the 6.9 theme.

certificate Download certificate

Viewing Issued Certificates

If you’re logged into your platform as the Superadmin, you’re able to see all of the issued certificates associated with a course or a learning plan. To do so, access the Admin menu, then choose the Certificate Templates option from the Settings section. On the main certificates page, find the certificate you want to view, then press the issued certificate‘s icon.

certificate view

The system will display a pop-up window, where you can use the dropdown menu to view the issued certificates for a selected course or a learning plan. Now, you will see the list of all users enrolled in this course or learning plan. From the Choose an Action dropdown menu, you can choose whether to issue certificates to the selected users or delete the issues certificates for the selected users. Then, press Confirm.

Please Note that if you make any changes to a certificate template, these changes will not affect the certificates a user previously earned before the change was made, until you delete and then issue the certificate again for that user.

Once a learner receives a certificate upon completing a course or a learning plan, the certificate will be associated with the user (and it will be possible to download it) even if the certificate template is deleted from the platform. As a Superadmin, you can un-assign the certificate only by unenrolling the learner from the course, removing the certificate template, and enrolling the learner back to the course.

Tips & Tricks

  • You will find a “sample” certificate in the list of certificates. As a best practice, keep it in your folder. You can edit it and copy/paste the HTML in the Source Code into a new template. This way you will have a table structure ready to be used.
  • When creating a template, begin the process by uploading the background image. We recommend doing this before inserting HTML text on the certificate. Once you have confirmed the background image is sized appropriately and ready, start adding the desired text and short code.