Issuing & Distributing Certificates

After designing your certificate, the next step is getting it to your attendees. EventHex supports PDF export, email distribution, and self-service download from the attendee portal.

Generate Certificates

1. Go to Design → Certificate.
2. Select the certificate design you want to generate.
3. Click Export PDF.
4. Choose the scope:
   • All Attendees — generate certificates for every registered attendee
   • Specific Ticket — generate only for attendees of a particular ticket type
   • Individual — generate for a single attendee
5. The system generates a PDF with one certificate per page.
6. Download the PDF.

Note

Generation time depends on the number of attendees. For 100 attendees, it takes a few seconds. For 1,000+, it may take a minute or more.

---

Distribution Methods

1. Email Certificates

Send certificates directly to attendees via email:

1. Go to Marketing → Campaigns.
2. Create a new Email Campaign.
3. Select your audience (registered attendees who attended).
4. In the email template, include the certificate as an attachment or a download link.
5. Send the campaign.

Tip

Send certificates a few days after the event — not immediately. This gives you time to verify attendance data and ensures only people who actually attended receive certificates.

2. Attendee Self-Download

Attendees can download their own certificate from the event website:

1. Go to Design → Certificate.
2. Ensure the certificate is connected to the relevant ticket (via the Connect to Ticket tab).
3. Attendees log in to the event website or mobile app.
4. They navigate to My Tickets and find the Download Certificate option.
5. The certificate generates on-demand with their personal data.

3. Manual Download and Distribution

For smaller events or custom distribution:

1. Export all certificates as a single PDF.
2. Use a PDF splitter tool to separate into individual files.
3. Rename files by attendee name.
4. Distribute via email, USB drive, or other channels.

---

Certificate Types by Use Case

Certificate Type	When to Use	What to Include
Participation	Any attendee who registered and attended	Event name, attendee name, dates, “Certificate of Participation”
Completion	Workshops or training events	Event name, attendee name, course title, hours, “Certificate of Completion”
Achievement	Competitions, hackathons	Event name, attendee name, placement/award, “Certificate of Achievement”
Speaking	For speakers and panelists	Event name, speaker name, session title, “Certificate of Appreciation”

Tip

Use the Specific Ticket type to create different certificate designs for different categories. For example, a “Speaker Certificate” for the Speaker ticket type and a “Participation Certificate” for the General ticket type.

---

Certificate Verification

To make certificates verifiable (preventing forgery):

• Add a QR Code element to the certificate. The QR code can link to a verification page on your event website.
• Include a Ticket Number — the unique ticket number serves as a certificate ID. Anyone can verify it against your records.

---

When to Issue Certificates

Timing	Scenario
During the event	Workshops that end each day — issue certificates at the session end
Immediately after	Short events (1 day) — send certificates the next business day
1–3 days after	Multi-day events — verify attendance data first, then generate and send
After review	Academic events — certificates may require approval or grade verification

Caution

Don’t issue certificates to attendees who didn’t actually show up. Cross-reference your certificate list with the check-in data from Attendance → Check-in to filter out no-shows.

---

Best Practices

• Verify attendance — only issue certificates to checked-in attendees. Export the check-in list and filter your certificate recipients.
• Include dates — always show the event dates on the certificate for credibility.
• Use high-resolution logos — blurry logos on certificates look unprofessional. Upload logos at least 300 DPI.
• Test with real data — generate a test certificate with a real attendee’s name before bulk export to catch formatting issues.
• Keep records — save the exported PDFs as backup. Attendees may request replacement certificates months later.