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 sets of permissions. You need access to the Learning Experience Settings page and the right to add content:
- GROUP_COURSE_EDIT and GROUP_COURSE_EDIT_CONTENT – for a group linked to the Learning Experience.
- COURSE_EDIT_SETTINGS and COURSE_MANAGE_CONTENT – 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 (Users Name, Completion Date and Learning Experience Name), select Add Custom Field. If your organisation uses CPD, a fourth default field also shows. It is called CPE in US English and CPD in UK English.
4. Use the search bar to find and select a custom field to include.
5. Tick Display to show the field on the certificate. Then set Font Size, Font Colour and Top (the distance from the top of the page, in mm). To centre the text, tick Centred. If you do not tick Centred, set Left (the distance from the left side of the page, in mm).
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 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. The exception is a Checkbox field with no value, which shows as "Not Set".
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: Yes. You can change the font size, the font colour and the position of each custom field. Enter the font colour as a 3 or 6 character hex code, for example #000 for black or #fff for white.
Q: Can I preview the certificate after adding custom fields?
A: Yes. After you save your changes, use the View Certificate link next to the certificate upload in the Learning Experience settings. It opens a preview of the certificate in a new tab. The preview shows each custom field that has Display ticked and a value, in the font size, font colour and position that you saved. Profile fields show your own values, and Learning Experience fields show the values of the Learning Experience. The preview does not include changes that you have not saved.
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.