Managing certificates


Certificates can be used to reward learners after they have completed a course or training plan.

As they include an option to expire at a certain date or a certain number of days after the training has been completed, certificates can work to proof that a learner has completed certain training and that the acquired knowledge is still valid.

LMS365 allows you to create a selection of certificate templates that can each have different settings in terms of the visual look of the certificate and which information it will include. When assigning a certificate to a course or training plan, the course admin can then choose between the available templates. 

In this article, we will provide you with an overview of how to create, configure, and edit certificate templates in LMS365. 


Where to manage certificates

To manage certificates, go to the LMS365 Admin Center >Settings > Certificate Templates.




Creating a certificate template

To create a new certificate template:

1) Select Create Certificate Template.

2) In the drop-down menu, choose whether the certificate should be used for courses or training plans.



3) Fill in the Create Certificate Template form.


  • Name – Specify title for the certificate template.
  • Description – Enter description of the certificate template. The description can be seen by other admins when they edit the certificate.
  • Background Image – The default background image is set for you to create the certificate template. You may upload images to customize the certificate template background or select from the provided image collection.

The supported formats of the images for the Background Image: PNG, JPEG(JPG), BMP, GIF.

The recommended image size for A4 paper print:
150 dpi = 1240 x 1754 pixels
300 dpi = 2480 X 3508 pixels

To apply a different image, select the Choose Image button> Select the relevant image. The selected image will be highlighted blue. Click Save to apply this image as the certificate template background. 

To upload a custom image, select the Choose Image button > Upload > Select the image from your device. Click Save to apply this image as the certificate template background.

To delete an image from the image collection, select the image and click Delete.

You will not be able to delete the image that is in use. You will see the warning message.



  • Select the area on the background image in which the certificate text will be displayed. 
    To preview the certificate template, select Preview.



  • Content – Enter the certificate text that will be placed in the defined area on the certificate template. You may use variables that are listed below the Content field.
  • Variables – You can use the listed variables to display information on the certificate that can vary for each learner, for example, name, department, or date when the certificate was acquired.


The training plan certificate template has two more variables compared to the Course template: {training plan} and {courses}.




  • The date and time format of certificate is set via the provided variables options. Click All Formats near the relevant variable to see the full list and apply the relevant format.




  • You can denote the specific formant of the CUEs {ceu:F2} to be displayed on the certificate, where 2 is the number of digits after the delimiter. To learn more about the formats, navigate to Microsoft Formatting Types.



  • Text Alignment – Select either Left, Center or Right to set the text alignment.
  • Vertical Alignment – Select either Top, Middle or Bottom to set the vertical alignment.
  • Drop Shadow – Enable this option if you want the text to drop shadow.
  • Font – Select from the drop-down list the font type for the text of the certificate.
  • Font Size – Select the font size of the text on the certificate.
  • Font Style – Enable the relevant font style(s) to apply corresponding style to the text.

4) Save the new certificate template or Cancel to discard without saving.


Searching for a certificate template

Use the filter button mceclip7.png to filter the certificates by the type: All Certificates, Course or Training Plan.




Use the search field to find a required certificate template.




Changing certificate language, date, and time format

Changes to date and time format

Date and time format changes can be made to the following variable inside the certificate:

  • {date} - the date when the certificate was acquired
  • {expirydate} - the date of the certificate expiry (if set)

To change the date and time format of the certificate, you should make changes directly to those variables that are used in the certificate template for this course.


Changes to language

The language of the certificate's Name, Description and Content texts can be customized by the course catalog admin, except the language of the variables. The language of the variables is kept as it is in LMS365. For example, if the user name is in English in LMS365, thus in the certificate it remains in English.


The only exception from the rule are the {date} variables that inherit the current Locale settings of the training and thus the language. To change the language of the date and time format text ({date} variables) you should change the training Regional Setting in the Settings section.


NOTE: The text (if there is any) of the Background Image of the template cannot be changed . If you need another language for your certificate, select a different background image.


If you change the Locale settings of the training, edit the certificate template, or change a certificate template used in the training, the previously generated certificates will remain unchanged and keep the previous settings.


How the certificate expiry reminder works

LMS365 allows granting multiple certificates for the completed training. Depending on the settings, the certificate may have an expiry date. Thus, certificate may be of a Valid, Expiring or Expired status. 

The certificate expiring status depends on the Certificate Expiry Reminder settings set in the LMS365 Admin Center > Settings > Notifications > Certificate Expiry Reminder > Edit Template > Send Reminder Emails.




By default, the email reminders are sent 60, 30, 14, 7 days in advance. You can set any period (the number should be positive and integer) and save changes.

For example, we have Certificate Issued 5/4/20, Certificate Expiry date 5/31/2020 and Reminders: 60, 3, 2 days. The system will check only such particular dates for changing status (60, 3, 2 days before the Expiry date). In our case, the system will check only 5/28/2020 and 5/29/2020 (3, 2 days before the Expiry date). It will not check 60 days before as a timer job cannot check old dates. So the status will be changed to 'Expiring' only on 5/28/2020.



NOTE: If the Certificate Expiry date is in the past there, the status can only be changed by re-enroll users manually.



It is possible to have several certificates with the Valid statuses.


Editing certificate templates

To edit certificates, go to the LMS365 Admin Center > Settings > Certificate Templates and follow the steps:

1) Select the certificate template you want to edit.

2) On the Actions panel, click Edit Certificate Template  




3) Make necessary changes.

4) Click Save to introduce the changes or Cancel to discard them.


Deleting certificate templates

Use Delete Certificate Template to delete the selected certificate template.




You will see a confirmation message notifying that the deletion cannot be undone.





NOTE: Certificate templates that are in use in any training can't be deleted.





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