Auto Certificate Issuing allows certificates to be automatically issued to learners upon the completion of their qualifications to help you work more efficiently and ensure learners receive their certificates as soon as possible.
Tip: Automatic issuance can also check for USI validation and outstanding invoices before sending certificates.
Certificates
Configuring Auto Certificate Issuing for Qualifications
You can enable Auto Certificate Issuing for both accredited and non-accredited qualifications. The system will automatically issue a certificate after the learner completes their last Unit of Competency (UoC), as long as all other requirements are met. See more in our Qualification Management guide.
- Navigate to Qualification Configuration.
- Enable Auto Certificate Issuing.
- Select the Certificate Type being issued.
- Configure the Notification options that will be sent to learners once their certificate is issued. These have standardised content for both the email and Learner Portal notifications that cannot be configured.
- Set an Issuing Delay to define how long after the final Unit of Competency completion the System should attempt to issue the certificate.
- Select a Default Certificate Template to be issued. Customise this template using the Certificate Template Builder.
Tip: Monitor the certificate issuance progress in the Certificate Queue via a relevant Class or Workshop.
Configuring Auto Certificate Issuing for Classes
Once a Qualification is set up, you can link it to a Class. Auto Certificate Issuing settings are inherited from the Qualification at the point of creation, but you can further configure or disable it at the Class level. For more information, refer to our Class Management guide.
- Create a Class and link it to the configured Qualification.
- Adjust or disable the Auto Certificate Issuing settings for the Class if needed.
Tip: Customising Auto Certificate Issuing at the Class level gives you the flexibility to accommodate specific requirements for different groups of Learners.
Auto Certificate Issuing for Workshops
When a Workshop is created and linked to a class - typically for Accredited Workshops - it will automatically inherit the Auto Certificate Issuing settings from the Class. Any changes made at the Class level are only checked on Workshop creation. For further details, check our Workshop Management guide.
The Certificate Issuing Process
Once the final Unit of Competency is marked as complete, the system will automatically attempt to issue the certificate. This process can take up to 5 minutes even if no delay is set.
- The system checks if all UoCs are completed.
- Track the issuance progress in the Certificate Queue.
- After the issuing delay (if set), the system attempts to issue the Certificate considering all normal restrictions.
- The outcome of the system attempting to issue the Certificate will be shown in the Certificate Issuance Log.
Note: If the Certificate issuance fails, the system will provide details in the log (e.g., missing USI, outstanding invoices). You can resolve the issues and retry the manual Certificate-issuing process.
Certificate Issuing Reporting
In addition to the standard Certificate reporting, reporting on failed issuing is also now possible via the Failed Certificate Issuing Report which can be filtered by Class or Trainer by default.
Note: This report can be used alongside both Dashboard Widgets and Workflows to track failed issuance.
FAQs
Can I customise the Auto Certificate Issuing settings for each Class?
Yes, the settings can be customised at the class level. You can disable or adjust the feature to suit specific class requirements.
Can I control who can setup and configure this feature?
There is a user permission for "Auto Certificate Issue" that determines who can access this feature.
How do I track certificate issuance?
The Certificate Issuance Log provides information on the status of the certificate issuance, including any errors that may have occurred.
What should I do if the system fails to issue a certificate?
If a certificate fails to issue, check the Certificate Issuance Log for details on the failure. Resolve any issues such as unpaid invoices or incomplete USI, and reattempt the issuance.
Can I edit the notification message sent to learners?
Currently, you cannot edit the default notification message sent to learners. However, this feature may be added in the future. In the meantime, you can use the Workflow feature to send a custom message once a certificate is issued.