When a student's final exam is graded at 70% or higher in the LMS, a certificate with the course hours, completion date and a verification QR code is generated, emailed to the student and logged in a Google Sheets register.
Typical results
≈4 hrs/wk
Admin time saved on certificates
100%
Of certificates verifiable by QR code
≈85%
Fewer employer calls to confirm a certificate
Figures reflect typical results for this kind of automation.
The challenge
At a typical training institute, certificates are made by hand at the end of each course: an administrator copies names and dates from the LMS into a template, saves a PDF and emails it. Students wait a week or more, misspelled names mean reissues, and employers call the office to confirm that a certificate is real.
Before and after
Days from passing grade to certificate
−100%Admin hours per week on certificates
−80%Employer verification calls per month
−85%The automation
The automation watches the LMS for final exam grades. When a student scores 70% or higher, it fills the institute's certificate template with the student's name, course title, training hours, completion date and a unique certificate number, and adds a QR code that links to that number. The PDF is emailed to the student from the institute's address, and a row with the same details is added to the certificate register in Google Sheets.
How it works
- 01
Final exam graded
When the LMS records a final exam grade of 70% or higher, the automation starts.
- 02
Certificate filled
The template is filled with the student's name, course title, training hours, completion date and a unique certificate number.
- 03
QR code added
A verification QR code linked to the certificate number is placed on the PDF.
- 04
Emailed and registered
The PDF is emailed to the student, and a row with the same details is added to the certificate register in Google Sheets.
- 05
Employers verify
Scanning the code shows the matching register entry, so an employer can confirm the certificate is genuine.
Starts from
- Final exam graded 70%+
Delivers
- Certificate PDF by email
- Certificate register row
- Verification QR code
The impact
Students receive their certificate within a minute of passing, and the administrator saves about 4 hours a week. Names and hours come straight from the LMS, so reissues for typos stop, and employers confirm a certificate by scanning its code instead of calling the office.
Questions about this automation
How does an employer check that a certificate is genuine?
Each certificate carries a unique number and a QR code. Scanning the code opens a simple verification page that looks up that number in the certificate register and shows the student's name, course, hours and completion date. A number that is not in the register shows as not found.
Can different courses use different certificate designs?
Yes. Each course in the LMS is mapped to a template, so a short workshop and an accredited program can have their own layout, logo and wording. The pass mark can also be set per course when 70% is not the right threshold for every program.
What does the institute need to provide?
Access to the grade data in the LMS, the institute's certificate templates and the email account the certificates should come from. The register is a Google Sheets file the office can search and export. Simple automations like this are usually live within days.