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How can I create, manage and customise training certificates?
How can I create, manage and customise training certificates?

Admins can enable, disable and create customised certificates of completion.

David King avatar
Written by David King
Updated this week

A 'certificate of completion' (training certificate) is a document that can be provided to your learners when they successfully complete knowledge in your Tribal Habits portal.

All Tribal Habits portals include a default completion certificate which can be enabled for your topics, articles and pathways. In portal's associated with an Active 50 plan or larger, Tribal Habits also includes an option to create customised certificates.

THIS FEATURE REQUIRES AN ACTIVE 50 PLAN OR LARGER

Please note that customised certificates are only available on Active 50 or larger plans. This feature is not available on smaller plans (such as Starter) or legacy plans (older monthly plans). Please contact our team at [email protected] if you would like access to this feature but it is not activated in your portal.

What does the default certificate of completion look like?

The default certificate of completion (and its settings) can be found in the Admin section at Account Brand. Once there, navigate to the Certificates panel. (Note: This page is only visible to Super Admins). To view the default certificate, click 'Edit Certificates' on the right-hand side.

Initially, each portal has a System certificate called 'Standard Certificate'. This is the initial default for each portal and cannot be edited in any way. It will work for both topics, articles and pathways and automatically utilises your organisation's branding, looking something like this:

Can we create customised certificates?

If you don't want to use the standard certificate that appears by default, customers on an Active 50 or larger plan can create their own customised certificates and apply these to topics, articles and pathways.

  • By editing the Certificates panel, Admins can create, copy, edit and delete a range of customised certificates.

  • Admins can add images, change fonts, add borders, colours and additional information to display on your certificates. E.g. up to three custom fields, CPD information, skills attained, certified dates, and topic notes.

  • You can also select which certificate will be the Default certificate (your System or Custom Certificate) which will be used by all topics, articles and pathways by default.

Important! To change the certificate that learners will receive when they complete a topic, article or pathway, Admins need to create the custom certificate first, then navigate to the topic, article or pathway. Open Settings Certification Edit Certification, then select the certificate you want from the dropdown list.

How can we customise certificates?

Admins can customise certificates (create a new one, copy an existing one or edit an existing custom certificate) by navigating to AccountBrandCertificates. In all cases, Admins will be taken to the certificate customiser, where they can edit many aspects of the certificate template.

What options are available when customising certificates?

Admins have many design, and layout options when customising certificates.

Layout

  • Size - A4 (fixed for now - US Letter to come in the future).

  • Aspect - Portrait (fixed for now - Landscape to come in the future).

  • Alignment - Centred (fixed for now - Left and Right alignment to come in the future).

  • Dividers - Show or hide (typically hide if using a Background Image).

  • Border - Line or None.

  • Border Style - Solid, Dotted, Dashed, Double (only relevant if Border: Line is selected).

  • Border Width - 1-5 px (only relevant if Border: Line is selected).

  • Border Colour - Set to Brand Primary Colour by default, but can be customised.

  • Background Image - Upload an image to fill the background of the certificate. Ideally, this should be an image of the same ratio as your certificate and in high resolution to display and print (recommendations below). Admins can also select Cover (image will be stretched to fit the layout) or Contain (image will be shown at native size) layouts for the background image.

    • A4 Portrait Background Image Size - 595 px wide x 842 px high (max 1MB size)

Header

  • Logo - Show or Hide.

  • Logo Image - By default, this will be your organisation's brand logo. However, it can be replaced with another image of your choice (e.g. a new logo for the certificate). Recommended ratio and size for the logo image is:

    • Logo Image Size - 250 px wide x 80 px high (max 500KB size)

Text

  • Text Font - Helvetica, Times or Courier (fixed for now - other fonts will be added in the future - you cannot add additional fonts and must select from this list)

  • Text Colour - Set to black by default, but can be customised.

  • Highlight Colour - Set to Brand Primary Colour by default, but can be customised. This colour will be used for the Title Text, Person's Name and Knowledge Title.

  • Title Text, Introduction Text, Completion Text - Admins can change the text used for the certificate title and the text to introduce the certificate and the completion.

Options

In this panel, Admins can hide or show a range of enrolment information on the certificate.

Important! Even when options are enabled, they will not show on a real certificate if no data is provided in that enrolment. For example, if Skills Attained is enabled, but a specific user's enrolment does not grant any skills attained, then the Skills Attained heading will not show on that learner's certificate.

Notes for Admins on other options

  • CPD Information - This refers to the use of Time or Points allocate for Continuing Education purposes. For this option to show, a Category with Time or Points allocation must be applied to a topic or pathway to grant continuing education time or points upon completion.

  • Skills Attained - This refers to the use of the Roles, Competencies and Skills feature. It requires a skill to be assigned to the topic or pathway so that it is attained upon completion.

  • Custom Field (up to three) - This refers to the use of Custom Fields in your portal. When the 'Show' option is enabled, you can select a custom field from the drop-down that appears.

  • Topic Notes - This refers to the field in the Topic Overview where creators can leave specific notes to be included on the certificate for that specific topic. Note there is a display limit of 500 characters of text on the certificate (longer notes will be truncated). This option only shows in Topic certificates.

  • Pathway Content - This will list the topics included in that pathway. There is a display limit of 500 characters (if too many topics, then the content will be truncated) - This option only shows in Pathway certificates.

Additional Information

  • Image - This is an additional image which can be shown on the lower left of the certificate - e.g. a signature, an accreditation logo. Recommended ratio and size for the additional image is:

    • Additional Image Size - 226 px wide x 110 px high (max 500KB size)

  • Text - This is additional text to be shown on the certificate - e.g. additional continuing education information. There is a character limit of 400.

How do we assign specific certificates to different topics or pathways?

Admins can assign specific certificates to different topics or pathways which provides greater flexibility. This can be done via one of two ways:

  1. By applying your default certificate, which will appear for all topics and pathways automatically.

  2. Or, Admins can change the certificate that the learner receives upon completion by navigating to the specific topic or pathway, going to Settings → Certification → Edit Certification, then selecting a different certificate from the dropdown list.

    The options will be:

    • Default. This will use whichever certificate is set as the Default for this portal.

    • System. This will use the System (Standard) Certificate.

    • A specific custom certificate.

How do we disable certificates from showing at all for a topic or pathway?

By default, a certificate of completion is made available to learners when they complete a topic or pathway. However, Admins can disable / hide certificates on complete for any topic or pathway.

Once again, Admins go to the topic or pathway in the admin area, then the Settings tab and the Certificates panel. When editing this panel, Admins can Show or Hide the completion certificate.

How can learners obtain their completion certificates?

What if we delete a custom certificate which is in use?

If you delete a custom certificate, that's ok! If you have assigned a custom certificate to a specific topic or pathway and then delete that certificate, then the topic or pathway will simply fallback to using your Default certificate.

Examples of customised certificates

Here are a few examples of custom certificates for inspiration!

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