If you use the Booking Rooster Certificates feature you can send certificates direct to bookers and/or students one of three ways. The cover email differs slightly depending on your chosen sending approach.
- Send from the Bookings tab
- Send from the Marketing tab
- Auto-send when approved (Optional add-on service, set-up fee applies)
These processes apply when sending certificates for the first time. It is possible to re-send certificates for a particular course to the booker or individual students using the Booking tab option and to re-send Certificates using the Marketing tab option.
Send from Booking Tab
This option is popular with organisations that prefer to send certificates after payment is received. It allows organisers to pick and choose which people to send certs to. The most common practice is to send all certificates to the booker. If you have collected email addresses for students you can also send them direct to students. If the assessment has been complete, certificate awarded and approved the process for sending from the Bookings tab is:
- Click the SHOW button beside each booking.
- Scroll to the Assessment area in the lower left of the booking details
- If you are new to this feature it is wise to click the SHOW button, then check that the certificates are correctly formatted before sending them. Or use the CERTIFICATES button that is above all bookings to view all certificates on that course.
- To send all certificates on a booking, scroll down to the "Send All Certifcates to" section at the bottom of this booking in the assessments panel, select the booker and click SEND
- To send an individual certificate from a booking, scroll to the learner, select either the booker or the learner (if you have their email address) from the dropdown and click SEND.
- Repeat for other bookers and/or students on that course.
When you use the "Send All Certificates to" option there will be PDF attachment with all certificates from that booking attached. When you use the other process only one certificate will be attached. The email content is:
(Kia ora or Dear)* (First Name)
Thank you for booking for (course_name) on (course_date). Please find attached the certificates awarded to the attendees of this booking.
(Ngā mihi nui or Kind Regards)*
(Course Contact)
*The language for your salutation or sign-up is controlled in your site configuration. It applies to all auto-generated emails including booking confirmations, reminders and marketing emails.
Send From Marketing Tab
This option is useful for organisations that send certificates to all bookers on a course at the same time. It is a good idea to get familiar with certificate sending using the Booking Tab before graduating to this process. This option also allows you to control your message content. In this case all certificates on each booking are sent to the booker as a clickable link. The process for Sending from the Marketing Tab is:
- Go to the Marketing Tab
- Click Create/Send a New Message
- Choose "Send attendee certificates to bookers of a course" from near the bottom of the radio button list
- Click NEXT
- Choose the Course from the dropdown panel on the left of the screen
- Enter a subject for your email in the panel on the left of the screen
- Click in the "Bookers of this course" radio button
- If you want to restrict sending to paid bookings choose that check box too
- Click NEXT
- The default message will appear. Edit it as you'd like.
(Kia ora or Dear)* (First Name)
Thank you for booking the course (course_name.)
Please click below to download certificates awarded to your attendees.
Certificate_link
(Ngā mihi nui or Kind Regards)*
(Course Contact)
*The language for your salutation or sign-up is controlled in your site configuration. It applies to all auto-generated emails including booking confirmations, reminders and marketing emails.
Auto-send
This option is available as an optional add-on service for all clients with the certificates feature. It is recommended that you send certificates from the Booking Tab for at least a month before requesting automation. Automation can include one or some of the following:
- Automated approval of all certificates awarded (not recommended for those offering NZTA or NZQA processes, where a quality control step is ideal before certificates are issued).
- Automated sending of all certificates that have been awarded and approved:
- To the booker
- The evening the certificate has been awarded
The default wording for these emails is as follows:
(Kia ora or Dear)* (First Name)
Thank you for attending (course_name) on (course_date). Please find attached the certificate awarded to attendees of this course.
(Ngā mihi nui or Kind Regards)*
(Course Contact)
*The language for your salutation or sign-up is controlled in your site configuration. It applies to all auto-generated emails including booking confirmations, reminders and marketing emails.
It is technically possible to customise your auto-sent message or use other rules, such as sending X days after the course, or only after payment for a booking has been marked as received. If you choose high levels of customisation you are responsible for maintaining copies of your own related documentation. Copies of your own custom text are not quickly available from the help service.
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