How to Automatically Send Digital Certificates After Zoom Webinars

You just hosted a Zoom conference or delivered a live training session? You can easily send your certificates to all people who have registered to your webinar following these simple steps.

Jun 19, 2022
8 min
|      by
Giovanna Pergher
digital badges education

Going manually through all attendees of your Zoom meeting to create their certificates is a pain (not to mention the process of saving each certificate separately and sending it to the correct email address of each recipient).  

But it does not have to be that way: You can create all certificates with one click and send them out as soon as your webinar (or seminar, training, conference, etc.) is done.  

There are 2 main ways how you can do it:

  1. Upload the complete list of participants to an online certificate generation tool (with a free option!).
  1. Use Zapier to automatize this process and send out certificates as soon as the webinar is finished.  

We will use Virtualbadge.io as the digital certificate software for this example which is - in our *slightly biased* opinion - the easiest and most effective solution to create and manage digital certificates nowadays.  

So let's get to it!

Option 1: Upload the list of participants to a certificate management system

1.1 Using Virtualbadge.io

Here are the steps that you need to follow

Download the participant list from Zoom

After your webinar is over, you can access the list of participants. Zoom has an article explaining how to access that list according to your account's settings here.

Your report will already be downloaded in a CSV format, so you don't need to make any changes to it!  

The information that is going to be displayed in your Zoom report is based on the registration settings that you created for your meeting, but as a default, it should always contain:  

  • First and last name  
  • Email address  
  • Date and time of registration
  • Approval status

Expert tip: If you want to add any other dynamic information to your certificates (such as grades, issuing date, etc.), make sure to add it to that same CSV file.  

Create your certificate inside Virtualbadge.io

Now, you must create the certificate that will be sent to your participants. First things first, you can click here to choose a plan and start your 7-day free trial. Virtualbadge.io does not offer a free plan, but I'll show a free alternative in the next topic.

Creating a digital certificate with Virtualbadge.io is easy and intuitive. You can choose one of the templates, or simply create something from scratch.  

Design your digital certificate with Virtualbadge.io
Design your digital certificate

When you are creating the design, you will also see the possibility to add dynamic fields. These text fields will allow you to map information directly from the Zoom file that you have downloaded.  

Besides adding dynamic fields, you can choose to add profile pictures to your certificates: With that, the recipients will be able to select a picture to be displayed in their certificate.

Certificates with profile pictures
Digital certificates with profile pictures

(Of course, adding these profile pictures is not mandatory).

Just finish setting up your certificate following the steps inside your Virtualbadge.io account.  

Add the list of recipients and map the dynamic fields

The last step when creating a new certificate is adding the list of recipients. You can now just upload the CSV file that you have downloaded from Zoom directly to your account.

Create certificates from CSV files
Drop your CSV file

Once your CSV file is added, you will be asked to map the fields from the file to the fields inside your certificate.  

Important: If you added any dynamic field (besides the name of each recipient), you will also need to add the field to the CSV file.  

Map dynamic fields to certificate
Map dynamic fields

And that is it! Now you have created individual certificates to all your webinar participants and can send them out with one click.

1.2 Using a free Certificate Maker

As promised, you can also automatize the process of creating the certificates for all your webinar participants for free.

Here are the pros and cons of using a free certificate generator:  

Pros:

- It is free (obviously!);
- It is fast: You can click your way through the templates and create a certificate following your brand guidelines;
- It is private labeled: There is no “Virtualbadge.io” logo displayed in the certificates that you create;

Cons:

- Certificates are not verifiable: Meaning that you just create the image file of each certificate.
- Sending must be done manually: You will receive all certificates with the correct recipient information, but you will still need to manually send them to each recipient.

That being said, you can access the free certificate maker tool here.

Access free certificate maker

Option 2: Use Zapier to automatize this process (and sent out certificates as soon as the webinar is finished).

Now, building a Zapier automation allows you to reach the exact same results, but with one big benefit: You don't even need to access your Virtualbadge.io account.  

Zapier allows you to connect Virtualbadge.io to more than 4,000 other apps and use events from those apps as triggers to events inside Virtualbadge.io. In practice, it means that you could immediately send out certificates when your webinar is finished.  

But here is the catch: Each software defined which events can be used as triggers. And, by the time that this article was published, Zapier did not offer the event “person has attended meeting” as a trigger.  

But do not worry, we have found a similar trigger to automatize this step with Zoom, which is “New Recording in Zoom”.  

Here is how you can build that Zap:  

Create a certificate in your Virtualbadge.io account

You need to have an active certificate inside Virtualbadge.io. Simply create the certificate that you would like to send out and finish all the step, until you see the status “Active”. You can manually add your own email address as a test recipient.

Active digital certificate
Active certificate status

Create your Zap

Now, inside your Zapier account, you will start building a new Zap. The trigger action should be “New Recording”. Just connect your Zoom account to Zapier and proceed with steps to test your trigger.

Zap trigger: New Zoom Recording
Zap trigger: New Zoom Recording

Finish and test Zap

Last step, choose “Virtualbadge.io” as an action and select the active certificate that you created previously. This action means that you will send the certificate to the participants of your Zoom meeting as soon as the recording of the meeting is completed.

Send digital certificates via Zapier
Add recipients to certificate via Zapier

And that is it! Now you can test your trigger and rest assured that your participants will receive their certificates automatically after your webinar has taken place.  

Troubleshooting: If you don't see the recipient's name or email information, make sure that you have created a webinar in Zoom with a registration form that collects that information.

Let me know in the comments if you have found a different way to automatize the process of sending digital certificates after Zoom webinars in a different way :)



* You can find the organisation ID in the URL when you access your LinkedIn Company page as an admin.

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