Use certificate templates to standardize the look and data on certificates issued for learning paths, events, and journeys. This guide explains how to access templates, create and design them, manage their status, and follow best practices.
Note: This article covers certificate templates used for certificates issued for learning paths, events, or journeys. To manage the list of certificate types that users can pick when uploading their own external certificates, open Administration → Certificate types. Learn more here.
Who can use this feature?
Available for users with role Owner
Available on All Plans
Available on Desktop
Accessing certificate templates
Open the Administration area and select Certificate templates in the left navigation.
Understanding the templates list
The list shows all templates with the following columns:
Title: The name of the template
Status: Draft or Published
Usages: The number of entities that currently use the template
Created by: The user who created the template
Last updated on: The last change date
Actions available:
+ Certificate template: Create a new template
Filter list: Filter by language, creator, and last updater
Searching and filtering
Use the search bar above the list to search by the template title.
Use Filter list to quickly find templates by Language, Created by, and Last updated by.
Creating a template
Click + Certificate template.
Enter a Title.
Choose an Activity type: Learning path, Event, or Journey.
Select the Language.
Click Create template.
Note: You cannot change the activity type after the template was created.
Designing the template
Open the certificate template, go to the Template design section and click Edit to upload your certificate file and map fields.
Upload a DOCX: Click Upload a file and select your Microsoft Word
.docxfile.Live preview: The right side shows a preview of your certificate.
Custom fields detection: Add variables to your DOCX using curly braces (for example:
{userName}). The system detects these variables and lists them as Custom fields.Map variables: For each detected variable, choose a database field or select Text field to enter static text.
Supported variables
In your DOCX file, insert variable names between curly braces (for example: {learningPathTitle}). You can then map your variables to user- or entity-specific data which is filled automatically by the edyoucated platform
Generic: Recipient name, Recipient email, Verification link, Issued at date, Organization name
Events: Event title, Start date, End date
Journeys: Journey title, Start date, End date
Learning paths: Learning path title, Learning path completed at date
You can also select Text field in the mapping. This means that you can enter a static value for the field when assigning the template to a specific learning path, event, or learning journey.
Click Save design to store your changes.
Note: If your DOCX does not contain any variables, the platform cannot fill user or entity data. Add variables for personalized content.
Editing template details
Open the certificate template, go to the Details section and click Edit to update the Title, Description, and Language. The Activity type is fixed after creation and cannot be changed.
Publishing and status
Templates have three states:
Draft: The template is not available for selection in entities.
Published: The template can be selected and used in entities that have the same type as the template's activity type (learning path, event, or journey).
Discontinued: Discontinued templates cannot be used for new certificate configurations anymore. Already existing configurations will still be working.
Note: You can reactivate a template with status Discontinued. The status will change to Published.
Template usage
The Template usage section lists all references where the template is configured. You can click on the linked entities to open their detail pages.
Deleting a template
On the certificate template list, hover over a template name in the list.
Click on the delete icon.
Confirm by clicking on Delete certificate template.
Note: You can delete a template only if it is not used by any entity. If a template is in use, the interface shows a warning and blocks the deletion until the template is removed from all usages.
Fonts support
Templates support standard fonts. Custom fonts may not render as expected across systems.
Please ensure that the .docx file you use for the template works fine on Microsoft Word 365. In some rare cases the layouts of templates created via Mac-based Microsoft Word versions might differ from what will be generated.
Best practices
Include a Verification link for external validation.
Add Issued at and Organization name in the footer.
Verify the preview before publishing.