3 Ways to Automatically Generate and Send Certificates by Email

Simplify and Accelerate: Success Lies in Automation

In today's digital world, automation is key to streamlining processes and increasing efficiency. One such process is the generation and delivery of certificates—a task that can be time-consuming and resource-intensive if done manually. In this article, we'll explore three ways to automate this process, from Word-based solutions to specialized tools like Diplomium, which make certificate creation and delivery fast and hassle-free.

Benefits of Sending Certificates by Email

Before diving into the different ways to generate and send certificates automatically, it’s important to highlight the advantages of opting for email delivery instead of traditional postal mail. These advantages include:

• Speed and Efficiency: Sending certificates by email allows for instant delivery, eliminating the delays associated with traditional postal mail. This is especially useful when certificates are needed urgently, such as after a course completion or event participation.

• Cost Savings: Emailing certificates eliminates printing, postage, and shipping costs. This can result in significant savings, particularly for large volumes of certificates.

• Accessibility and Easy Storage: Certificates sent by email are easily accessible and can be digitally stored on electronic devices or in the cloud. This makes it easier for recipients to access and manage them without having to keep physical copies that may get lost or damaged over time.

In short, sending certificates by email offers a fast, cost-effective, and convenient solution compared to traditional physical delivery. Now, let’s explore how to automate this process for maximum efficiency and convenience.

1. Generating Certificates with Word

One of the most common ways to generate certificates is by using Microsoft Word. This method involves creating a certificate template in Word, where you can insert variable fields like the recipient’s name, achievement, date, etc. Once the template is ready, certificates can be generated individually by manually entering the data into the designated fields. However, this approach can become tedious and error-prone, especially when handling large volumes.

2. Outsourcing the Certificate Generation Process

Another option is to outsource certificate generation to a specialized company. These companies typically offer custom certificate creation services tailored to your needs. While this option may be useful for those with little design experience or limited time, it can become expensive over time, as each certificate generated may involve an additional cost.

3. Using Diplomium

The third and most efficient way to automatically generate and send certificates is by using Diplomium. Diplomium offers a comprehensive solution that simplifies the entire process—from creating certificate templates to personalizing each one and sending them via email. Here's how it works:

• Upload Your Certificate Template: With Diplomium, you can easily upload your certificate design in PDF format. This template will serve as the base for all individual certificates.

• Import the Student List: After uploading the template, you can import an Excel file containing the list of students. This file should include key data like name, ID number, and email address.

• Automatic PDF Certificate Generation: Once the student data is uploaded, Diplomium automatically generates individual certificates in PDF format. Each certificate includes the student’s name and any other personalized information such as the achievement and issue date.

• Automatic Email Delivery: In addition to generating the certificates, Diplomium automates the email delivery process. Each certificate is sent to the corresponding recipient’s email address with no manual intervention required.

• QR Code Validation: To add an extra layer of security and authentication, Diplomium offers the option to include a validation QR code on each certificate. This allows recipients to verify the authenticity of their certificate by scanning the QR code with a mobile device.

• Download All Certificates in a ZIP File: In addition to email delivery, Diplomium allows administrators to download all generated certificates in a single ZIP file for convenience and archiving.

With Diplomium, you can save time and resources by fully automating your certificate generation and delivery workflow. Plus, you can be confident that your certificates are generated accurately and professionally every time. Learn more about how to get started with Diplomium