How to create, manage and send certificates of attendance

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Creating certificates of attendance is a standard process for many event, seminar and training formats.

In this article you will learn step by step how to easily create, send and manage professional certificates of attendance without any manual effort.

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[Definition — “Certificate of Attendance”]

Since in common usage and understanding there is often no clear differentiation between certificates of participation, certificates and certification, we first define the classic “certificate of participation”.

A certificate of participation is a…

1. personalized document, that …
2. proves attendance at an event, training, course or the like…
3. without a necessary proof of performance by e.g. an examination.

Typical use cases are attendance certificates for events, seminars, training sessions, courses and coaching sessions. On the one hand, this serves as proof of attendance for employees in HR departments, but on the other hand, it also serves to retain participants as the last point of contact with the event.

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[Step-by-step Guide]

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Let’s go! As an example, we show you the process with the help of the process with the help of the platform of Virtualbadge.io

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Step 1) Create a certificate of attendance design

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You can either upload your existing designs or you can use one of the many existing templates! Using dynamic placeholder fields, you can include personalized elements in your certificate of attendance. Need help? -Design Tips

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Step 2) Create a personalized email template

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This email will be used for sending your certificates. All subscribers will get access to your certificate via this (later) automatically sent email.

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Step 3) Create a list of participants on Excel.

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Each column should contain information for your dynamic placeholders. So if you created a design in step 1 where you included the following personalization: Name, Date, Event Number — Then you’ll need the following format on Excel for your attendee list:

[Spalte 1] — Email address

[Spalte 2] — Name

[Spalte 3] — Date

[Spalte 4] — Event/Seminar/Training Nr.

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Step 4) Upload the created list to your certificate campaign

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Once you have created the list, you can simply upload the attendees with one click on the attendee management tab. Finally, you just have to assign the different dynamic content fields (name, date, event number and email address) to the different columns of the Excel.

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Step 5) Click’ on Send participant certificates

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If the participants have been successfully uploaded, you can now simply send the certificates of participation with one click via “Send Email”.

Step 6) Track your subscribers interacting with your automatically created certificates

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You can measure the performance of your certificate campaign in the Analytics Dashboard:

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Step 7) Your subscribers can access your certificates and easily share or download them with one click.

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Summary

Certificates of attendance are proof of presence and attendance at events, seminars and training courses. In many cases, the requirements for forgery protection are of a low-regulatory nature — in contrast to performance records, certificates and certifications.

With the Virtualbadge.io platform you can easily and digitally map all certificate and certification processes. Start your free 7-day trial now.

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