Adding and Accessing a Downloadable Course/Learning Path Certificate
Course and learning path certificates provide formal completion credentials that learners receive upon successfully finishing training programs, supporting professional development documentation, certification validation, and credential recognition across organizations. Certificate functionality includes customizable template upload with merge field support, badge image integration for LinkedIn profile display, and automated delivery through email notifications and portal download capabilities.
Administrators configure certificates by uploading Word document templates containing merge fields that populate with course, learner, and completion data when certificates generate, creating personalized completion credentials. Certificate badges enable LinkedIn profile integration through public certification landing pages, while learner download options provide immediate certificate access through training portal interfaces supporting credential collection and professional portfolio development.
Requirements
To manage course and learning path certificates, users must be assigned a security role with one of the following permissions:
- Administrator System Role
- Access Level: Training Manager, Manage Courses
Certificate Overview
Certificate functionality provides two primary components supporting comprehensive completion credential management.
Certificate Template
Customizable Word document (.doc or .docx) serving as downloadable certificate foundation.
Purpose: Provides formatted completion document with merge fields populating learner, course, and completion information.
File Format: Microsoft Word format (.doc or .docx) supporting text formatting, images, tables, and merge field integration.
Maximum Size: 100 MB file size limit supporting comprehensive certificate designs with graphics and formatting.
Output Format: System converts Word template to PDF for learner download, preserving formatting while ensuring universal compatibility.
Certificate Badge
Image displayed on LinkedIn certification profile and public certification landing pages.
Purpose: Provides visual credential representation for professional profile integration and brand recognition.
Format Requirements: Square aspect ratio (1:1) with minimum dimensions of 340 px × 340 px ensuring clear display across platforms.
LinkedIn Integration: Badge displays on public certification landing page when learners add certification to LinkedIn profile.
Adding Certificate Templates
Certificate template upload establishes downloadable completion credential with merge field support for personalized information population.
Accessing Certificate Template Upload
- Navigate to the Training module from your portal navigation menu
- Click the Courses tab or Learning Paths tab in primary navigation based on certificate target
- Click the course or learning path name requiring certificate configuration
- Click the Course Certificate tab or Learning Path Certificate tab in course/learning path navigation
- The Certificate tab displays with template upload and badge upload options
Uploading Certificate Template
- Click Upload Template button in Certificate tab
- Browser file selection dialog opens for template selection
- Navigate to certificate template file on your computer
- Select Word document file (.doc or .docx format, maximum 100 MB)
- Click Open to initiate template upload
- System uploads template and displays preview with sample merge field population
- Review preview to verify formatting converts correctly from Word to PDF
- Template is active immediately for learner downloads upon course completion
Certificate Template Best Practices
Template Design Considerations:
- Use professional formatting with clear text hierarchy and visual appeal
- Include organizational branding elements such as logos, colors, and design elements
- Ensure adequate white space for readability and professional presentation
- Test template with sample data to verify formatting preserves through PDF conversion
- Consider certificate printing requirements when establishing dimensions and layouts
Merge Field Integration:
- Position merge fields strategically for clear information display
- Use merge field formatting to ensure proper data presentation
- Test all merge fields with sample data to verify proper population
- Document merge field usage for future template modifications
- Ensure merge field syntax matches exactly as specified for proper data replacement
Format Preservation:
- Avoid complex formatting that may not convert cleanly to PDF
- Test template thoroughly in preview mode before relying on production use
- Use standard fonts ensuring availability across systems
- Verify images and graphics maintain quality through PDF conversion
- Review borders, shading, and design elements for proper PDF rendering
Certificate Template Merge Fields
Merge fields populate with dynamic data when certificates generate, creating personalized completion credentials with learner, course, and completion information.
Merge Field Syntax
Merge fields must be written exactly as specified with proper capitalization and punctuation for successful data replacement.
Format: {!FieldName} where FieldName matches available field exactly as listed.
Placement: Insert merge fields in certificate template where dynamic data should appear.
Population Timing: Merge fields populate when learner completes course and certificate generates.
Available Merge Fields
Certificate templates support merge fields from three data sources: Course information, Course Assignment data, and User profile information.
Course Fields
Course-related information providing course identification and categorization.
{!CourseName}
Displays complete course title as configured in course settings.
Use for: Primary course identification on certificate, typically displayed prominently as certification subject.
Example Output: "Advanced Sales Methodology Certification"
{!Category}
Displays course category assignment from course configuration.
Use for: Course classification or subject area indication on certificate.
Example Output: "Sales Training"
{!ReferenceCode}
Displays course reference code from course settings if configured.
Use for: Brief course identifier for organizational tracking and reference systems.
Example Output: "CERT-SALES-101"
Course Assignment Fields
Assignment-specific information providing completion timing and compliance data.
{!CompletionDate}
Displays date when learner completed course successfully.
Use for: Completion date documentation on certificate showing when credential was earned.
Format: Date format based on system configuration (typically MM/DD/YYYY or DD/MM/YYYY).
Example Output: "12/15/2024"
{!ComplianceDate}
Displays date when compliance expires if course has compliance settings configured.
Use for: Compliance expiration indication showing when recertification is required.
Format: Date format based on system configuration.
Example Output: "12/15/2025" (if compliance period is one year)
Note: Only populates if course has compliance configuration with expiration period.
{!StartDate}
Displays date when learner was assigned to course or began course access.
Use for: Program participation start date or enrollment date documentation.
Format: Date format based on system configuration.
Example Output: "11/01/2024"
User Fields
Learner profile information providing identification and organizational context.
{!StudentName}
Displays learner's full name from user profile.
Use for: Primary certificate recipient identification, typically displayed prominently.
Example Output: "John Smith"
{!Email}
Displays learner's email address from user profile.
Use for: Contact information or secondary identification on certificate.
Example Output: "john.smith@example.com"
{!Title}
Displays learner's job title from user profile if configured.
Use for: Professional context or role identification on certificate.
Example Output: "Sales Manager"
{!Country}
Displays learner's country from user profile address information.
Use for: Location information or regional certification indication.
Example Output: "United States"
{!Street}
Displays learner's street address from user profile.
Use for: Complete address information if required for formal credentials.
Example Output: "123 Main Street"
{!PostalCode}
Displays learner's postal/zip code from user profile.
Use for: Address completion or location verification on certificate.
Example Output: "12345"
{!State}
Displays learner's state/province from user profile.
Use for: Regional identification or location information on certificate.
Example Output: "California"
{!Organization}
Displays learner's organization/company name from user profile.
Use for: Organizational affiliation indication on certificate.
Example Output: "Acme Corporation"
Merge Field Usage Guidelines
Select appropriate merge fields based on:
- Certificate purpose and formality requirements
- Organizational documentation standards
- Compliance or regulatory requirements
- Professional credential expectations
- Available user profile data completeness
Verify merge field data availability:
- Ensure user profiles contain required information before relying on specific merge fields
- Test certificates with representative user data to verify proper population
- Consider data privacy implications when including personal information on certificates
- Document merge field dependencies for future template modifications
Previewing Certificate Templates
Certificate preview functionality enables template validation before production use, ensuring proper formatting and merge field population.
Preview Process
After template upload, system automatically displays preview with sample merge field data.
Preview Purpose:
- Verify Word-to-PDF conversion preserves formatting correctly
- Validate merge field placement and population
- Review overall certificate appearance and professionalism
- Identify formatting issues requiring template correction
Sample Data Usage:
Preview displays sample values for all merge fields demonstrating how actual certificates will appear with real learner data.
Formatting Validation:
Review preview carefully for:
- Text alignment and spacing preservation
- Font rendering and size consistency
- Image and logo quality maintenance
- Border and design element accuracy
- Overall layout preservation through PDF conversion
Template Revision Workflow
If preview reveals formatting issues or merge field problems:
- Note specific formatting problems or merge field issues in preview
- Modify original Word document template to correct identified issues
- Upload revised template using Upload Template button (replaces previous template)
- Review new preview to verify corrections
- Iterate as needed until preview demonstrates satisfactory certificate quality
Adding Certificate Badges
Certificate badges provide visual credential representation for LinkedIn profile integration and public certification page display.
Accessing Badge Upload
- Navigate to course or learning path requiring badge configuration
- Click Course Certificate tab or Learning Path Certificate tab
- Locate Upload a Certificate Badge section in Certificate tab
- Badge upload interface displays with requirements and upload button
Uploading Certificate Badge
- Click Upload Badge button in Certificate tab
- Browser file selection dialog opens for badge image selection
- Navigate to badge image file on your computer
- Select image file meeting format and dimension requirements
- Click Open to initiate badge upload
- System uploads badge and displays in Certificate tab
- Badge is active immediately for LinkedIn profile integration
Badge Image Requirements
Aspect Ratio: 1:1 (square format) ensuring consistent display across platforms.
Minimum Dimensions: 340 px × 340 px providing adequate resolution for clear display.
Recommended Dimensions: 500 px × 500 px or higher supporting high-quality display on various devices.
File Format: Standard image formats including PNG (recommended for transparency), JPG, or GIF.
File Size: Reasonable file size supporting quick loading while maintaining image quality.
Badge Design Best Practices
Visual Design Considerations:
- Create professional, brand-aligned badge design with clear visual identity
- Include organizational logo or brand elements for recognition
- Use text sparingly on badge maintaining visual clarity at small sizes
- Ensure adequate contrast for visibility across different backgrounds
- Test badge appearance at various sizes before production use
Brand Consistency:
- Align badge design with organizational branding guidelines
- Maintain visual consistency across multiple course or learning path badges
- Consider badge family design for related certifications or progressive credentials
- Use recognizable design elements supporting instant credential identification
Technical Quality:
- Use high-resolution source images preventing pixelation at display sizes
- Optimize file size for web performance without sacrificing visual quality
- Test badge display across multiple devices and screen resolutions
- Consider using PNG format with transparent background for flexible presentation
Learner Certificate Download
Learners access certificates through automated email delivery and portal download options supporting immediate credential collection.
Automated Email Delivery
Upon course or learning path completion, learners automatically receive email notification including certificate download button.
Email Notification Contents:
- Completion congratulations message
- Course or learning path name and completion confirmation
- Download Certificate button linking directly to certificate PDF
- Additional information about credential and next steps if applicable
Download Process from Email:
- Learner opens course completion email notification
- Clicks Download Certificate button in email
- System generates personalized certificate PDF with populated merge fields
- Certificate downloads to learner's device for saving and printing
Portal Download Access
Learners access certificates through Training module portal interface providing alternative download method.
Accessing Certificate from Course History
- Learner navigates to Training Home page in portal
- Clicks Course History or equivalent navigation option
- Locates completed course or learning path in history list
- Clicks Go To Course button for desired course
- Course details page displays with certificate access options
Certificate Download Options
Download Certificate Button:
Primary download button providing immediate certificate PDF download.
Certificate Actions Menu:
Alternative access through Certificate Actions dropdown menu with additional options:
- Download Certificate: Downloads certificate PDF to learner's device
- Add to LinkedIn Profile: Initiates LinkedIn certification integration workflow
Certificate Download Process
- Learner clicks Download Certificate button or Certificate Actions > Download Certificate
- System generates personalized certificate PDF with current learner and course data
- Certificate PDF downloads to learner's default download location
- Learner can open, save, print, or share certificate as needed
LinkedIn Profile Integration
Certificate badges enable LinkedIn profile integration through public certification landing pages, supporting professional credential display and verification.
LinkedIn Integration Requirements
LinkedIn profile integration requires:
- Course or learning path certificate template configured and uploaded
- Certificate badge image uploaded meeting dimension requirements
- Learner course or learning path completion
- Learner LinkedIn account for profile integration
Public Certification Landing Page
When certificate and badge are configured, system automatically creates public certification landing page accessible via unique URL.
Landing Page Purpose:
- Provides verifiable certification documentation accessible via LinkedIn
- Displays certificate badge and certification details
- Enables third-party credential verification without learner providing certificate file
- Supports professional profile credibility through verifiable certification links
Landing Page Contents:
- Certificate badge image
- Course or learning path name
- Issuing organization information
- Completion date
- Certification details and description
Adding Certification to LinkedIn Profile
Learners add certifications to LinkedIn profiles through guided workflow from Training portal.
- Navigate to Course History page in Training module
- Click Go To Course for completed course with certificate
- Click Certificate Actions > Add to LinkedIn Profile
- System redirects to LinkedIn certification addition page
- LinkedIn pre-populates certification information including:
- Certification name (course or learning path title)
- Issuing organization (portal organization name)
- Issue date (completion date)
- Certification URL (public certification landing page link)
- Badge image display
- Learner reviews and confirms certification information
- Clicks Add to profile or equivalent LinkedIn action
- Certification appears in LinkedIn profile Licenses & Certifications section
LinkedIn Integration Benefits
Professional Credibility:
- Verifiable credentials through public landing page links
- Visual badge display enhancing profile professional appearance
- Immediate credential verification for profile viewers
- Integration with standard LinkedIn certification framework
Learner Value:
- Simple one-click integration process from portal to LinkedIn
- Automatic population of certification details reducing manual entry
- Professional credential display supporting career advancement
- Shareable certification links for networking and opportunities
Organizational Recognition:
- Brand visibility through badge display on learner LinkedIn profiles
- Certification program awareness through LinkedIn integration
- Third-party verification supporting program credibility
- Marketing benefit through learner professional credential sharing
Managing Existing Certificates
Administrators update or replace certificates as templates evolve or badge designs change.
Updating Certificate Templates
Replace existing certificate templates by uploading new template files.
- Navigate to Course Certificate or Learning Path Certificate tab
- Click Upload Template button
- Select new template file from computer
- System replaces previous template with new version
- Preview new template to verify formatting and merge fields
- New template applies to future certificate generations immediately
Template Update Considerations:
- New template applies to future certificates; existing downloaded certificates unchanged
- Learners who previously downloaded certificates can download updated version
- Communicate template changes to stakeholders if certificate appearance significantly altered
- Maintain template version documentation for organizational records
Updating Certificate Badges
Replace existing badge images by uploading new badge files.
- Navigate to Course Certificate or Learning Path Certificate tab
- Click Upload Badge button
- Select new badge image from computer
- System replaces previous badge with new image
- New badge displays on public certification landing pages immediately
- LinkedIn profile integrations reflect new badge after learner profile refresh
Badge Update Considerations:
- Badge changes affect public certification landing pages immediately
- LinkedIn profile displays may cache previous badge temporarily
- Maintain badge design consistency when updating to prevent confusion
- Communicate badge changes if visual identity significantly altered
Best Practices and Recommendations
Certificate Template Design
Create professional, branded certificate templates reflecting organizational identity and credential value.
Design templates with clear visual hierarchy emphasizing learner name and course title.
Use merge fields strategically to personalize certificates without cluttering design.
Test templates thoroughly with varied learner data to ensure proper formatting across scenarios.
Maintain template simplicity to ensure reliable Word-to-PDF conversion without formatting loss.
Badge Design Strategy
Design badge images that are recognizable and professional at small display sizes.
Maintain visual consistency across multiple course or learning path badges for brand recognition.
Use square format (1:1 aspect ratio) at adequate resolution (minimum 340 px × 340 px).
Consider badge family design for progressive credentials or related certification programs.
Test badge display across devices and platforms before production deployment.
Merge Field Selection
Include merge fields providing meaningful certification information without overwhelming certificate.
Balance personalization with data privacy considerations when selecting merge fields.
Verify user profile data completeness before relying on specific merge fields in templates.
Document merge field dependencies to support template maintenance and troubleshooting.
Test certificates with representative user data ensuring proper merge field population.
LinkedIn Integration Support
Configure certificates and badges for all courses where professional credential display provides value.
Communicate LinkedIn integration capability to learners highlighting professional development benefit.
Provide guidance to learners on adding certifications to LinkedIn profiles if needed.
Monitor public certification landing pages periodically to verify proper display and functionality.
Leverage LinkedIn integration as marketing benefit for training program promotion.
Certificate Quality Assurance
Preview certificate templates after upload to verify formatting and merge field functionality.
Generate test certificates with real learner data before program launch to validate output quality.
Review downloaded certificates periodically to ensure PDF conversion maintains quality standards.
Gather learner feedback on certificate design and utility for continuous improvement.
Maintain certificate design documentation for consistency and future modifications.
Program Communication
Inform learners about certificate availability and download options during course enrollment.
Include certificate information in course descriptions highlighting completion credential value.
Provide clear instructions for LinkedIn profile integration supporting learner professional development.
Communicate certificate template or badge updates when changes affect credential appearance.
Celebrate course completions and certificate awards to reinforce achievement recognition.
Troubleshooting Tips
Certificate Template Not Uploading
Verify template file is Word format (.doc or .docx) and does not exceed 100 MB size limit.
Check internet connection stability during upload for successful file transfer.
Ensure file is not corrupted by attempting to open template in Microsoft Word before upload.
Try uploading from different browser if upload consistently fails in current browser.
Contact system administrator if upload issues persist after verification.
Merge Fields Not Populating
Verify merge field syntax matches exactly as specified including capitalization and punctuation.
Confirm merge field format uses {!FieldName} structure without additional spaces or characters.
Check that user profile data exists for merge fields requiring user information.
Review preview to identify specific merge fields failing to populate correctly.
Test certificate download with real learner data to verify production merge field functionality.
Certificate Formatting Issues in PDF
Simplify template formatting removing complex elements that may not convert cleanly.
Use standard fonts available across systems to ensure consistent rendering.
Test template with different content lengths to identify formatting problems with varied data.
Avoid using Word features with limited PDF support such as certain table styles or effects.
Review preview carefully and iterate template design until formatting converts correctly.
Badge Not Displaying on LinkedIn
Verify badge image meets aspect ratio (1:1) and dimension (minimum 340 px × 340 px) requirements.
Confirm badge file uploaded successfully in Course Certificate or Learning Path Certificate tab.
Check that badge image file format is standard web-compatible format (PNG, JPG, or GIF).
Clear LinkedIn cache or refresh profile to update badge display if recently changed.
Test public certification landing page to verify badge displays correctly there.
Learners Cannot Download Certificate
Verify course or learning path has certificate template configured and uploaded.
Confirm learners have completed course meeting all requirements for completion status.
Check that learners are accessing certificate download from correct course in Course History.
Review email notification settings to ensure completion emails deliver to learners.
Test certificate download workflow as learner to identify specific access issues.
Public Certification Landing Page Not Accessible
Verify both certificate template and badge are uploaded for course or learning path.
Confirm course or learning path status is Published making certification publicly accessible.
Check portal settings allow public access to certification landing pages for LinkedIn integration.
Test landing page URL directly to verify accessibility and proper content display.
Contact system administrator if landing page access issues persist.
LinkedIn Integration Not Working
Verify LinkedIn organization ID is configured in Training Module Settings if required.
Confirm certificate badge is uploaded meeting LinkedIn display requirements.
Check that public certification landing page is accessible and displays correctly.
Ensure learners have completed course meeting LinkedIn integration prerequisites.
Test LinkedIn integration workflow as learner to identify specific integration issues.
Certificate Preview Not Displaying
Refresh browser page after template upload to trigger preview generation.
Verify template uploaded successfully by checking Certificate tab for upload confirmation.
Clear browser cache if preview fails to display after confirmed upload.
Try different browser if preview consistently fails to generate in current browser.
Contact system administrator if preview issues persist after troubleshooting.
Note: Certificate templates and badges can be updated at any time. New templates apply to future certificate generations, while learners who previously downloaded certificates can access updated versions through portal download options.
List of sample certificate templates
Jump to Training Module Checklist
<< Configuring Course Settings | Adding Course Pictures >>