Introduction
The Custom Fields for Certificates feature allows administrators to add and configure Custom Fields (both Learning Experience and Profile fields) to certificates. These fields will automatically populate and display on the certificate when a learner views or downloads it. This enhancement provides greater flexibility, allowing certificates to include personalised and organisation-specific details.
A short demo video of this functionality can be found here.
Prerequisites
To use this feature, you must have one of the following permissions:
- GROUP_COURSE_EDIT – for a group linked to the Learning Experience.
- COURSE_EDIT_SETTINGS – for the specific Learning Experience.
- ORG_COURSE_ADMIN – for the entire organisation.
Additionally, Custom Fields (Learning Experience or Profile) must already be set up in the system.
How to Use the Feature
1. Navigate to a Learning Experience and go to Settings.
2. Open the Certificate Settings section.
3. Below the default fields (User Name, Completion Date, Learning Experience Name, CPD), select Add Custom Field.
4. Use the search bar to find and select a custom field to include.
5. Configure Font Size, Positioning (Top & Left), and Alignment (Display & Centered).
6. Click Save to apply changes.
7. To remove a field, click the delete icon next to the custom field.
Note:
1. A total of 10 custom fields can be added to the certificate, including both Learning Experience and User Profile fields. Once the limit is reached, the Add Custom Field button will be disabled.
2. After clicking on Add Custom Field, you are required to select a custom field before saving. If no custom field is selected, a validation error will be displayed.
3. If a hyperlink is included in the custom field, it will be displayed as plain text on the certificate and will not function as an active link.
4. If a Custom Field used in Certificate Settings is deleted from the system (via Admin > Settings > Fields > Profile/Learning Experience > Delete), the following will occur:
- It will be marked as "Custom Field Deleted" in the Certificate Settings (e.g., Address Line One (Custom Field Deleted)).
- The field will no longer appear on the actual certificates.
- When saving Certificate Settings, a validation error will be shown, indicating the custom field is invalid and must be replaced or removed.
To learn more about how certificate downloads work, please refer to Certificate Downloads.
FAQ
Q: How do I get this feature?
A: This feature is automatically available to all customers – no setup is required.
Q: Is this an additional cost for existing customers?
A: No, it is available at no extra charge.
Q: Who can use this feature?
A: Admins with the required permissions.
Q: Is there a limit to the number of custom fields I can add?
A: Yes, you can add up to 10 custom fields per certificate.
Q: Can I delete a custom field after adding it to a certificate?
A: Yes, you can remove any custom field using the delete icon in the settings.
Q: What happens if a learner’s custom field has no data?
A: If a selected custom field has no data, it will not appear on the certificate.
Q: What happens if I delete a custom field from the system?
A: The field will no longer appear on certificates. In Certificate Settings, it will be marked as "Custom Field Deleted", and you will need to replace or remove it before saving.
Q: Can I customise the style or colour of custom fields?
A: No, currently, only font size and positioning can be adjusted.
Q: Can I preview the certificate after adding custom fields?
A: Yes, you can preview the certificate before finalising changes.
Q: Can this feature be used for compliance or audit purposes?
A: Yes! You can include details such as registration numbers, compliance codes, or official verification information.
Resources and Support
- For further assistance, contact the Learning Pool Support Team.
- Additional resources and documentation may be provided as needed.