/
Document Templates Overview

Knowledge Base

💡Knowledge Base Home | 🚀What's New | 📅Upcoming Training Events

Document Templates Overview

Learn about Document Templates

Search the Knowledge Base

Supported learning

https://www.accessplanit.com/en-gb/webinars/certificates-and-sign-in-sheets

About Document Templates

Document Templates enable you to create unique certificates, course sign-in sheets, registers, Trainer information documents, and more.

These work by automatically incorporating Course and Delegate details from your accessplanit platform.

Benefits

Here are the benefits of using Document Templates

Efficiency

Fully automate the generation of sign in sheets, certificates and registers, saving time on repetitive tasks!

Workflows Compatibility

Integrate with your Course and Delegate Workflows for seamless document generation and distribution.

Consistency

Enjoy uniformity across your Course and Delegate Documents by generating pre-defined Document Templates on the fly, or via Workflows.

Customization

Dynamically pull information from your platform to tailor documents for specific Course Templates.

Flexibility

Generate documents in different formats such as PDF or Word and distribute them manually or automatically.

 

Key Terms and Glossary

ID

This represents the Unique ID of the Document Template, it is generated when the Template is first created, and is shown as a number on the DataGrid.

Name

This is the name of the Document Template. We recommend naming your Template something that is easily identifiable.

Note, do not include special characters in the file name of a Document Template, names should only be alphanumeric, if a file name contains a symbol, the template will break. if you are in any doubt at all, please contact the accessplanit support team.

Account

This is the Account that the Document Template is assigned to. Please note, you can only store Document Templates against Course Templates where this Account is assigned as the Training Provider.

Merge Field

A Merge Field is a feature used primarily in documents to automatically insert personalised or variable data into a document directly from your Platform. This process is commonly used for creating Certificates, Sign in sheets, Registers, and other types of documents where the same format is used but with different information for each recipient.

For more information, and a breakdown of available merge fields, check out our Document Template Merge Fields and Glossary page.

Active

Ticking this box will determine whether a Document Template can be selected and generated throughout the platform.

Keep original document type when emailed

Checking this box determines whether the Document will be sent as a PDF or in a Word document format when it is send to recipients over email. Please check this box if you would like your Document Template to be sent in a Word format.

Can Be Issued

Checking this box determines whether this Document Template can be issued manually to Delegates.

Upload File

Here, you can upload the Microsoft Word document file which will be your Document Template.

Output Format

Here, you can choose which type of file the document generates as. You have the choice between a PDF or a Word Document.

Generation Type

This determines how your document is generated. There are three types of Generation Type available:

  • Generate & Download - This option automatically generates the document for the user/booking and downloads the document to your PC.

  • Issue to Delegate's Learner Portal - Puts a link to view the Certificate in the Delegate's learner portal, which can be viewed in the My Awards page.

  • Download Preview - Allows you to view the document without assigning the document to the user/booking. This is useful to check the document template is pulling the correct information.

Exclude Previous Recipients

 This option will exclude sending or re-issuing the document to any Delegates who have had the Document created or issued previously.

 

Where to find Document Templates

 

  1. Click on the Profile option at the top right of your platform

  2. Select Administration

    Selecting Profile, Administration

     

  3. Scroll down, and click on the menu option for Document Templates

    Selecting Document Templates from Adminstration

  4. This will bring you to the Document Templates DataGrid.

    Navigating to Document Templates DataGrid

     

  5. Here you can Add, right-click and Edit, Filter, Bulk Edit, and Export Document Templates, Preview them, and also change the File saved against them.

    Editing Document Templates

Document Template Management

Learn how to create and manage Document Templates in your platform:

To check for hidden duplicate merge fields, toggle field codes in Word (right‑click > Toggle Field Codes or press Alt + F9). Remove any extra merge fields shown in the same cell, then save and re‑upload the template.

Generate a Course sign-in sheet

Generate a Certificate

Generate a Course Register

Create and Send Certificates via Email

Merge Fields & Glossary

Document Template free examples and downloads

Use these example Document Templates as a starting point for building your own.
Each template shows how Document Templates are structured, which fields can be included, and how information is presented when the document is generated.

You can:

  • Download the template and use it as-is

  • Copy specific sections into your own templates

  • Use it as a reference to understand how Document Templates are built

A preview is included for each example so you can see how the document will look when generated.

Certificate of course completion - landscape

Download:

image-20251216-154851.png

 

Certificate of course completion - portrait

Download:

image-20251216-153422.png

 

Certificate with an image background

Download:

image-20251216-153513.png

 

Course basic sign in sheet

Download:

image-20251216-153737.png

 

Course sign-in sheet

Download:

image-20251216-153641.png

 

Trainer Course information sheet

Download:

image-20251216-154758.png
image-20251216-154737.png

 

Door sign

Download:

image-20251216-153856.png

 

Name badges

Download:

image-20251216-153942.png

 

Delegate joining instructions letter

Download:

image-20251216-154042.png

 

 

FAQ’s

How do I know which merge fields I can use?

A full breakdown of available merge fields can be found on our Document Template Merge Fields and Glossary page.

Why is 'Course Label' not pulling through on a certificate after being generated?

Always check that the Training Provider matches the Account Name listed on the Document Template. If the Training Provider is different to the Account name, this will not pull through. To check this, find the Course Date>Edit & check the Training Provider.

What files are supported?

When uploading a document, you can update any .doc, docx, .pdf and .txt files for use as Document Templates.

When generating a document for Word it will download as .doc regardless of what file type was uploaded originally.

When generating a PDF, it will download as PDF.

How do I add or edit trainer signatures on certificates?

You manage trainer signatures in two places, on the Trainer/Resource record and in the Certificate Document Template. Follow the steps below for how to edit and update the trainer signature:

1. Add or change a trainer’s signature image

This is typically done on the Trainer Resource itself.

  1. Go to Resources → Manage from the main navigation.

  2. Use search/filters to find your trainer.

  3. Right‑click the trainer and choose Edit.

  4. On the trainer’s Details page, look for the Signature / Signature image area.

  5. Upload or replace the signature image:

    • Use a clear, high‑contrast image (usually PNG or JPG).

    • Keep it at a sensible size (e.g. similar dimensions to other trainer signatures, so it doesn’t appear huge on certificates

2. Make sure your certificate template uses the trainer fields

Certificates are Word‑based Document Templates that pull in trainer details via merge fields.

  1. Go to Administration → Document Templates.

  2. Edit the Certificate template you use.

  3. Download the current certificate file by clicking the file name under “Current File”.

  4. In Word, put your cursor where you want the trainer’s name/signature block.

  5. Add / check the trainer merge fields. See the merge field glossary listed below:
    Document Template Merge Fields and Glossary

  6. Save the Word document and re‑upload it to your accessplanit platform to update the certificate Document Template.

How do I update an existing Document/Certificate Template?

Go to Administration > Document Templates, find and edit the Document/Certificate that needs updating…

image-20260415-155711.png

Next, scroll down to the heading ‘Upload New File’, where you can upload a new Template Document - you will need to prepare this in Microsoft Word ahead of time.

image-20260415-155827.png

Once you have selected your new file, click Save and Close.

 

How do I issue or re-issue certificates?

To issue or re-issue certificates in accessplanit, follow the guidance listed below:

Issuing a Certificate to a Single Delegate

  1. Go to Users and search for the User

  2. Right-click and select Courses from the context menu

  3. Right-click and edit the Course you want to issue the certificate for

  4. Click the blue Actions button in the top right corner, then select Generate Documents

  5. Select the relevant certificate from the Document Template list

  6. Choose the Output Format (PDF recommended) and the Generation Type — select Issue to Delegate's Learner Portal if you want it to appear in their My Awards section

  7. Click the green Generate button

Issuing Certificates in Bulk

  1. Go to the Course

  2. Right-click and select Delegates from the context menu

  3. Select all the delegates using the mass selection option

  4. Use the mass action dropdown and select Generate Documents

Automatic Certificate Emails

You can also set up a certificate workflow to send out automatically automatically when delegates complete a course. This involves:

  1. Creating a certificate template in MS Word with accessplanit merge fields

  2. Uploading it as a Document Template via Administration > Document Templates

  3. Setting up a Workflow (Administration > Workflow Templates) with rules to trigger the certificate email when a delegate's status changes to "Completed"

  4. Guide can be found here: https://accessplanit.atlassian.net/wiki/x/AQAzt

 

 

Contact Our Team

If you can't find what you're looking for, access our Support Portal, and our team of experts will be happy to help!

Follow Us

Facebook|height=20 LinkedIn|height=20 Instagram|height=20 Twitter|height=20

Copyright © 2025 accessplanit.

Social media icons by icons8.com