How a Manufacturer Automated Its On-Site Training Certificate Workflow

Mid-sized medical device manufacturer headquartered in the USA is required to provide lots of product training to ensure the safe and effective use of their devices. This training is achieved through various training programs but a large part of the Manufacturer’s training endeavors consists of hands-on product training for technologies and nurses who may need to interact or otherwise support use of the devices in a clinical setting.

Before Virtualbadge.io

The original process was complex and involved reps manually collecting participant information at the end of each presentation and sending it to Manufacturer’s administration related information. Then the Manufacturer’s administration team processes this data and prepares PDF participation certificates for attendees, certificates that varied based on both the presentation and each attendee’s role. The attendees’ varying roles added another layer of complexity. Nurses, technologists, and other professionals participating in the same presentation required different certificates according to their position and applicable education requirements.

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Process Mapping:

To ensure the project’s success, we first gained a deep understanding of the existing workflow and each stakeholder’s challenges. We kicked off our collaboration with the Manufacturer by leading a series of intensive workshops to map the process step by step in detail. Together with their administration team, we redesigned and optimized the entire workflow, preparing it for rollout to all field representatives.

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The Representatives Perspective:

We had to understand the challenges faced by the team:  

• Manual collection of participant names and roles (e.g., nurses, technologists)  

• Completing and submitting a detailed administrative form after each training (client name, location, contact email, delivered presentations, etc.)

• Long lead times for certificates:  All certificates were originally created using a manual PDF process, reps had to wait a long time before receiving their certificates. 

• Reps had to go back to the institution to deliver the certificates because they didn’t collect the emails of the attendees.  

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With the new process:  

• Plan the session: Reps schedule each training session in their Virtualbadge.ioaccount and enter all session details centrally.
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• Capture participant data: After training, participants scan a QR code and submit theirinformation, including their role and email.
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• One-click approval: Reps review submissions and approve or reject with a single click.
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• Automated certificates: Following final admin sign-off, certificates are generated andemailed instantly to participants—with optional copies to reps or other clientcontacts.

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This meant that repscould still request emailed copies of certificates and deliver printed versions in person if desired.

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The Administration Perspective:  

The administrative team of the Manufacturer did most of the heavy lifting when it came to the creation of the certificates, dealing with the following challenges:

• Processing wrongly formatted, incomplete, or unreadable data from field reps—often requiring multiple revision cycles

• Manually generating each certificate in PDF format was a time-consuming and error-prone task

• Lack of centralized visibility: participant data was scattered across emails and spreadsheets

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With the new system:

• Central Dashboard: Admins see all scheduled, active, and upcoming trainings immediately.
  

• One-Click Approval: Completed sessions appear for review; a single click triggers automated certificate generation.

• Digital Record-Keeping: All participant data remains in the system, with downloadable reports for audits or analysis.

• Easy Corrections & Re-issues: Lost or incorrect certificates can be edited or resent in just a few clicks.

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Completing the flow:  

Besides the time savings for both representatives and admins and the process improvements, the new digital certificates issued using Virtualbadge.io are fully verifiable —each embedded with a unique QR code—branded to the Manufacturer’s specifications and seamlessly integrated into their website for verification:  

This polished, secure, and professional certification workflow enhances brand perception, reinforces the Manufacturer’s commitment to quality.

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Ready to streamline your certification workflow? Contact Virtualbadge.io today to discover how we can transform your training processes.

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