Scope
This guide explains how to enable the Auto Issuing certificate feature for an intake and how to view the new Certificates issuance log. This feature automatically issues a certificate when a learner successfully completes all required modules/units in a course.
Requirements
Permissions for the Auto-Issue Certificates feature will be granted to users with the Admin or Power User roles.
Method
1. Enabling Auto-Certificate Issuing for an Intake
This setting is configured within the specific course intake
Step 1: Navigate to Intake Settings
Go to the Intakes section in the main navigation menu.
Select the relevant course intake.
Click the three-dot menu (...) in the top right corner.
Select Edit Intake.
Step 2: Configure Automatic Issuance
In the Edit Intake window, ensure you are on the ‘General’ tab.
Scroll down to the Certificate Template section.
Note: This feature is only available if a Certificate Template is selected.
Find the option Automatically issue certificates.
Toggle the switch to the ON position (Blue).
Step 3: Set USI Requirement (Optional but Recommended)
Once the automatic issuing is enabled, you will see a related checkbox: Only issue certificate for learners with valid USI.
It is recommended to check this box to prevent issuing invalid certificates due to a missing Unique Student Identifier (USI).
Note on Delay: The system automatically adds a short delay (approximately 1 hour) after the final module is completed and finalized. This delay is intended to prevent certificates from being issued due to an accidental or incorrect outcome being entered.
Step 4: Save Change
Click the Save button in the top right corner of the Edit Intake window.
2. Viewing the Certificate Issuance Log
The new Certificates tab allows you to view a log of all issued certificates, whether they were issued automatically or manually, and check for any errors.
Step 1: Access the Certificates Tab
Go to the Intakes section in the main navigation menu.
Select the relevant course intake.
Click on the Certificates tab next to Resources at the top of the main table.
Log Details
The Certificates log displays the following key information and is applicable for both manually generated and auto-generated certificates:
Learner: The name of the student who received the certificate.
Issued by: Notes whether the certificate was Issued (manually) or Issued Power (automatically by the system).
Issuance Status: Any errors in generating the certificate will appear here.
Common Error: A learner does not have a valid USI on file.
Date: The date the certificate was generated.
Troubleshooting Errors
If an error occurs during automatic issuance (e.g., invalid USI):
Review the error shown in the log.
Correct the underlying issue (e.g., update the learner's USI).
You can then manually generate the certificate again.