Sending, resending and exporting

Rights required: Can create and modify certificates, see Assigning rights. Prerequisites: none, no account option gates sending or exporting.

Earning a certificate and receiving it are two different things. The learner always finds theirs in their profile; the email has to be set. Everything starts from the Rewards → Certificate list, described in Certificates.

Sending at the moment the certificate is earned

The Notifications step of the form decides who receives the certificate the day it is earned. Three options, all combinable, none of them on by default:

• Send certificate by email to the learner;
• Send a copy of the certificate to the Team Leader;
• Send a copy of the certificate to other email addresses, one address per line.

Each recipient gets their own email, with the certificate attached as a PDF. The learner and the others do not read the same message: the copy is written for somebody who follows the learner.

⚠️ The copy goes to the managers of every group the learner belongs to, not just the group you have in mind. A learner in four groups triggers four copies, or more.

⚠️ The email goes out in the learner’s language, copies included. A French-speaking manager who follows an English-speaking learner receives an English message.

Resending a certificate

In a row’s menu, Resend certificate opens Resend certificate by email. You filter by group, pick the learners, then the recipients under Select receiver(s): Selected learners, Copy to Team Leader of selected learners, Copy to other email addresses.

The button stays disabled until there is at least one learner and at least one recipient. If you type other addresses, every one of them must be valid: a single typo blocks the whole send. And if no address matches the selection, the platform warns you instead of failing silently.

💡 Changing the group filter clears the learner selection. Filter first, then tick.

What it does not do: from the Learners list, Resend certificate and Resend certificates go out immediately, to the learner alone, with no choice of recipient. To send a copy, you need the modal above.

Chasing expired certificates

Send expiry reminder opens Send Reminder : Expired Certificate. The list offered holds only learners whose certificate has already expired, and Selected learners is on by default. The automatic reminder sent on the expiry date is set elsewhere: see Validity, expiry and renewal.

A row’s menu changes with use

It is not a missing right. Export and Resend certificate only appear once at least one learner is certified; Send expiry reminder additionally requires at least one expired certificate. On a freshly created certificate the menu is therefore limited to See certificate, Edit certificate and Delete certificate.

See statistics follows a different rule: it depends on your access to reward statistics, not on the number of certified learners. If you do not have that access, the item never appears, even on a certificate that learners have already earned.

Exporting the certificates

Export, in a row’s menu, opens Export certificate: same group filter, same choice of learners. The file is prepared in the background, then downloaded. It is a zip archive holding one PDF per learner plus an xlsx summary sheet, with the learner, their obtained date and the name of the matching PDF.

Two variants from the Learners list: on a selection, Export certificates exports the PDFs of the learners you ticked, prepared in the background then downloaded; on a row, Export certificate opens that learner’s PDF directly.

Exporting the learner list

The Completion column shows the number of certified learners and opens the Learners list; until somebody has earned the certificate, it shows a dash. The export button on that screen produces an xlsx workbook of what you have in front of you: the rows the search and the group filter let through, and the columns on display, that is User, Obtained date, User groups, Expires date, plus your segmentation columns.

⚠️ Deactivated learners are not in it. The list does not show them, so the export does not carry them either. Rows whose certificate has expired, on the other hand, are highlighted.

💡 Export before editing a certificate, not after. Changing the required capsules or the success percentage changes what the list means, and the earlier state cannot be rebuilt.

Going further

• Managing a portfolio of certificates: bulk editing, deactivation and recovery.
• Validity, expiry and renewal: the validity period and the automatic reminder, which decide when to chase.
• Reward statistics: the overall view, worth reading before choosing who to chase.
• Administrative documents: the other document the platform emails out, with its own rules.