How to automatically create custom Teachable certificates or diplomas and send them to students by e-mail using Zapier

Conducting online courses or coaching business is much easier with such platforms as Teachable. It will serve you whatever your goal is – to educate your company’s team or provide a wide range of educational services.

To make processes even smoother, you can connect Teachable to your document generation. With the help of Plumsail Documents integration for Zapier, it’s possible to populate any custom documents with data from Teachable.

In this article, we’ll show you an example of how to generate certificates and diplomas and send them attached to a personalized email automatically when a student completes the course.

The same approach is suitable for creating other documents – contracts, invoices, personalized instructions – when, say, a new student enrolls, or any other trigger event happens.

Create Teachable course

We assume that you already have a Teachable course created. If not, follow the instructions to create your Teachable online course.

We’ve created a simple course to perform the scenario for generating documents on its completion:

Teachable course icon

Configure document generation process

Now, let’s proceed to create and configure the process, which will populate Teachable data into certificate templates and email the resulting diploma to the student.

Make certificate template

We’ll create certificates from a DOCX template, then convert to PDF and send them as an email attachment to the personalized letter.

This is our Word template for the certificate of completion:

Certificate of completion picture

You may see double {{curly braces}}. They frame tokens that Teachable data will replace.

Download the template from this example. Or create your custom certificate template. For that, get acquainted with how Plumsail DOCX templates work.

Create new process

Register or login to your Plumsail account. Then select Documents and go to the Processes section.

Click on the Add Process button.

add process button

Name the process and select DOCX for the template type.

Note

Plumsail Documents supports PowerPoint PPTX templates as well. If it’s preferable for you to work out certificates in Microsoft PowerPoint, you’re welcome.

Create process to generate certificate of completion

Click the Next button to proceed to the next step.

Configure template

The Configure template step includes two substeps:

  • Editor;

  • Settings.

In Editor, you can compose the template from scratch or upload a pre-made one. It’s also possible to modify the uploaded template online.

As we have already prepared the template, upload it to the process:

upload template file

To see how the resulting certificate will look, click on the Test template.

Insert source data in JSON into the appeared dialog. This JSON data tells the templating engine what it should place into {{braces}} instead of object names. Make sure this data correspond to tokens from the template.

Test template to see the resulting certificate

To test the certificate template from this example, copy and paste sample JSON shown below.

Note

This is JSON for testing. We will pass data from Teachable to the process. See the Start process section.

{
  "name": "Joe Doe",
  "course": "3D design",
  "date": "2020-07-15T20:01:33Z"
}

Click Save & Next to go to the Settings. Here you’ll see the following parameters:

Mode. It’s Testing by default, which means runs of this process are free of charge for you, but the resulting documents will have a Plumsail watermark. To remove it, switch mode to Active.

Output filename. To personalize it, use tokens from the template. They will work the same way as for the template. For example, we have {{name}} token. The real student name will replace this token, and we’ll get the file “Joe Doe certificate”. It will change dynamically according to the data from Teachable.

Output type. The default is the same as the template’s format. It’s possible to select PDF.

Settings substep

Test template. Once you’ve customized all the settings, you can test the template to see the result as we did it before.

When everything is done here, click on Save & Next to set up deliveries.

Delivery

We decided to send the ready certificates and diplomas to our students by email. You can add as many deliveries as you need - check out the full list of available deliveries.

So, we add an email delivery, put token {{email}} as a recipient’s email address. It will adjust dynamically every time according to the specified data. We’ll pull it from Teachable.

We filled in the subject and email body. Additionally, you can expand Advanced settings to customize Display name and Reply-to. The default display name is Plumsail Documents Delivery. The default reply-to is the currently logged-in user’s email.

Email delivery step

Start process

We’ll start our process from Zapier.

Create Zap

Zap is an automated connection between web services in Zapier. You can create it from scratch, following the steps explained below.

Or you can utilize the zap template. Click Use this zap, and then just customize the steps as it’s described further in this article.

This is how the complete Zap looks:

Teachable and Plumsail Documents Zap

Below is a step-by-step description.

Course completed in Teachable

Once a student has completed a course, our Zap starts. For that, we have set a trigger Course completed from the Teachable integration.

start process from Zapier action

If you use this integration for the first time, you’ll need to create a connection between your Zapier and Teachable accounts. You’ll be invited to sign in to your Teachable account from Zapier.

After it’s done, you need to test the trigger to find sample data that will be used in the next step.

Test Teachable to find sample data

Start process in Plumsail Documents

The trigger is set. Now, search for Plumsail Documents and add a Start process action.

Click Continue. If this is your first Zap, at this point, you’ll need to Sign in to your Plumsail Account from Zapier to establish a connection between the app and your account. If you already have a Plumsail account tied to the app, you can add another one at this step, and use it instead.

Customize Start Process

Choose the process you want to start by this Zap from the dropdown. Then, you need to specify the data in JSON. This data will be applied to the template to personalize documents.

Important

Properties from the JSON object should correspond to tokens used in your template. Learn more about templates here.

Use the output from the trigger to specify values:

JSON data

Our Zap is ready. See how the resulting file looks:

pdf from Cognito form result file

Sign up for Plumsail Documents

As you can see, it’s easy to automate generating customized documents from Teachable with the help of Plumsail Documents. The approach we’ve overviewed in this article is suitable for other scenarios like creating custom contracts and invoices when a new student enrolls a course.

Sign-up for Plumsail Documents now to get your free month trial.