How to Create and Manage a Certificate

Learn how to manage certificates

Last Updated

April 19th, 2019

Reading Time

5 min

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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 (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 LMS tags. Sentences can be directly typed into the text field. Please note that your LMS supports these fonts when using the 7.0 theme. When using 6.9 theme, your LMS supports the following fonts: Courier, Courier Bold, Courier Bold Italic, Courier Italic, Helvetica, Helvetica Bold, Helvetica Bold Italic, Helvetica Italic, Symbol, Zapf Dingbats, DejaVu Sans.

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. 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). The following sizes are suggested:

  • Portrait: 905  x 1280 pixels – 72 dpi
  • Landscape: 1280 x 905 pixel – 72 dpi.
  • Recommended background image size is no more than 2048×1080

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

Your LMS shows the certificate date according to the format chosen in the time and date option of the platform (in the Advanced Settings area). However, you can apply a different format by editing the date tag, as follows:

  • Standard tag: [date_complete] 01/01/2015
  • New format option: [date_complete format:”j,FY”]
  • Result: 1, January 2015 

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:

certificate shortcode chart

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 to 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 or the Learning Plans tab and clicking on the certificates icon.

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

Once a learner receives a certificate upon completing a course or a learning plan, the certificate will be associated to 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.