Chapter 7: Automatically Create Certificates of Participation

This pinboard explains how certificates of participation are prepared and generated in Edumaps.

After this pinboard, you will know:

Benefit: Many certificates can be created without manual individual work. This can save you many hours of work.

Certificates of participation are especially useful for:

Practical benefit: Instead of writing each certificate individually, Edumaps can use the booking data and provide them automatically - without additional effort.

Certificates of participation are linked to the booking system.

The process is:

Important: The data should be checked before the course is completed.

It typically contains:

Note: The letterhead ensures that certificates look official and consistent.

The booking provides:

Without clean booking data, incomplete or incorrect certificates may be created later.

Check the participant list before completing the event.

Pay attention to:

Tip: Remove incorrect bookings before creating the certificates.

The event title will later appear on the certificate.

Good titles:

Unfavorable titles:

The booking box should contain clear information.

Recommended details:

Tip: Anything that will later be relevant on the certificate should already be clearly named in the event.

Edumaps does not automatically check attendance – every registered participant receives a certificate after the course is finished. Therefore, remove non-participants before finishing.

Also define internally when a certificate will be awarded.

Possible rules:

Important: Edumaps organizes the certificate. The professional decision about participation lies with the school or institution.

Run a test before the first real training session.

Test the following:

This helps you identify missing information early.

After the event, first check the participant list.

Questions:

Only after that should the event be completed.

When the event is completed, the course can be finished.

The final participant data is then used.

Warning: Do not finish the course too early if changes to the participant list are still necessary.

One hour after the course begins, a "Finish" button appears on the box. Click it and the course will be finished.

This locks the box and all participants receive an email with a link to their personalized certificate of participation.

Participants receive:

Practice: Tell participants where they can find their certificate.

There they can see:

Note: The exact process should be briefly explained in the event or final email.

If a certificate is missing, check the following:

If a name appears incorrectly, the cause is usually the user account.

Check:

Correct the account data if possible before the final completion.

Regularly check whether the information in the letterhead is up to date.

Especially important:

Tip: Check the letterhead before each larger training series.

Participant data is personal data.

Please note:

Principle: As little data as possible, as much as necessary.

Define who is responsible for certificates.

Possible roles:

Recommendation: One person checks the participant list before certificates are generated.

☐ Letterhead set up
☐ Event title is clear
☐ Booking box filled in correctly
☐ Date and time checked
☐ Target group named
☐ Number of participants defined
☐ Test booking completed
☐ Responsibility clarified

☐ Participant list opened
☐ Attendance checked
☐ Incorrect bookings removed
☐ Names checked
☐ Event title checked
☐ Course finished
☐ Certificates checked
☐ Participants informed about retrieval

Avoid these mistakes:

Rule of thumb: First check, then complete.