# Issue Certificates

> **Portal:** `/lms` · **Desk:** Learning workspace

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## Overview

This guide explains how administrators, moderators, and evaluators create **LMS Certificate** records—manually from desk, automatically on course completion, or after successful certificate request evaluations. Issuing ties together enrollment validation, template selection, email delivery, and downloadable PDF credentials.

## Automatic issuance

When **LMS Course** has **Enable Certification** and no evaluation gate:

1. Learner reaches 100% **LMS Enrollment** progress.
2. Learner clicks **Get Certified** on course certification page.
3. API `create_certificate(course)` runs:
   - Returns existing certificate if already issued
   - Validates eligibility (`validate_certification_eligibility`)
   - Creates **LMS Certificate** with default template and **Issue Date** = today
4. Email sends via `send_certification_email` when outgoing mail configured.
5. Learner downloads PDF immediately.

Telemetry event `certificate_issued` fires for analytics.

## Manual issuance from desk

1. Open **`/app/lms-certificate`** → **New**.
2. Select **Member** (User linked to employee).
3. Link **Course** and/or **Batch Name** (one required for non-admin self-issue).
4. Choose **Template** print format.
5. Set **Issue Date**.
6. Save.

Validation ensures:
- Member enrolled in course/cohort
- Progress complete when completion-based certification enabled
- No duplicate for same member + course
- Issuer has admin/evaluator role if bypassing learner self-service

Use manual issue for corrections, honorary certificates, or imported historical credentials.

## After certificate request evaluation

Workflow for evaluated programs:

1. Learner completes **LMS Certificate Request** session.
2. Evaluator confirms competency via rubric.
3. Evaluator or moderator creates **LMS Certificate** linked to same **Course** / **Batch Name** and **Member**.
4. Request marked **Completed**.
5. Learner notified via email with certificate link.

Link certificate back to request in internal notes for audit—even though records are not hard-linked by default by default.

## Templates and branding

Select **Template** field referencing **LMS Certificate Template** or custom **Print Format** for certificates.

Customize templates with:
- Company logo (`/files/...`)
- Signatory name/title merge fields
- Course title, member name, issue date, certificate ID

Set site-wide default in **LMS Settings** so bulk issuance stays consistent.

Test PDF with long course titles and special characters before mass cohort graduation.

## Bulk and programmatic issuance

For integrations (e.g., HRIS sync):

```python

cert = frappe.get_doc({
    "doctype": "LMS Certificate",
    "member": user_email,
    "course": course_name,
    "issue_date": frappe.utils.nowdate(),
    "template": default_template,
})
cert.insert(ignore_permissions=True)
```

Prefer learner self-service `create_certificate` when possible to enforce eligibility rules automatically.

Report on issued certificates via **`/app/lms-certificate`** list export or **Statistics** certifications chart.

## Revocation and reissue

Smooth LMS prevents duplicate active certificates per member/course. To reissue:

1. Assess policy—some audits require amendment not deletion.
2. If permitted, cancel/archive old certificate (delete or rename with admin documentation).
3. Issue new record with updated template or date.

Document changes in HR [Employee Document](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) version history if PDF already filed.

Update [Employee Compliance](https://smoothhiring.com/help/hrms/documents-compliance/employee-compliance) renewal dates when reissue reflects recertification.

## Email and learner access

Certificates trigger congratulatory email with download link using **certification** template.

Learners access certificates from:
- Course certification page
- Profile → Certificates
- Email deep link

Public certificate verification URLs may be enabled via www route `/certificate/{{id}}` redirecting to PDF download—check site configuration.

## Tips

- Verify quiz pass status before issuing evaluated certifications.
- Align **Issue Date** with actual completion for audit accuracy.
- Use cohort-level issuance after batch end dates to avoid partial certificates.
- Quarterly reconcile LMS certificate count with HR training records.

## Troubleshooting

| Issue | What to do |
|-------|------------|
| Not enrolled error | Create **LMS Enrollment** first |
| Progress incomplete | Learner must finish lessons/quizzes |
| Duplicate certificate | Use existing record; do not recreate |
| Template blank | Set default template in LMS Settings |
| Permission denied | Issuer needs Moderator/Course Creator role |

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## Frequently asked questions

### Does LMS training completion automatically update Employee Compliance?

No. Smooth LMS tracks learning progress, quiz scores, and certificates. Smooth HR **Employee Compliance** is updated separately by HR when a regulatory or policy requirement is satisfied. Download LMS PDFs and attach them to [Employee Document](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents), then mark the matching compliance row **Complete** with the correct renewal date.

### Where should quiz PDFs be stored for audits?

Use [Employee Document](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) on the employee record with an appropriate **Employee Document Type** (for example Training Record or Policy Acknowledgment). Include the **Quiz Submission Report** PDF exported from LMS. For organization-wide retention policies, align document type expiry settings with [Employee Compliance](https://smoothhiring.com/help/hrms/documents-compliance/employee-compliance) renewal periods.

### Which desk workspace manages LMS content?

Open the **Learning** workspace from the app switcher. Desk paths use `/app/list name` slugs—for example `/app/lms-quiz` and `/app/lms-enrollment`. Learners consume training at `/lms` on the same site.

### How do new hires get enrolled in mandatory training?

When **Employee Onboarding** is created in HRMS, the LMS integration enrolls the employee user in every published **Mandatory** course and creates **LMS Training Assignment** rows with default due dates. Ensure the **Employee** record has a linked **User** with the **LMS Student** role.

### What is the difference between an LMS Certificate and HR compliance?

An **LMS Certificate** proves course completion inside Smooth LMS. **Employee Compliance** in Smooth HR tracks regulatory obligations (training renewals, I-9, background checks) with scheduled expiry alerts. Course certificates do not automatically appear on the HR compliance ledger—HR attaches LMS PDFs to [Employee Document](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) and updates [Employee Compliance](https://smoothhiring.com/help/hrms/documents-compliance/employee-compliance) when policy requires.

### Can managers view their team's quiz scores?

Managers with **Moderator** or **Course Creator** roles can open **LMS Quiz Submission** list views filtered by course and member. The **Statistics** dashboard summarizes average assessment scores by course. For official personnel files, export PDFs and store under the employee's HR documents rather than sharing desk login credentials.

## Glossary

| Term | Definition |
|------|------------|
| **LMS Course** | Training container with chapters, lessons, and assessments |
| **LMS Enrollment** | Links a User (employee) to a course with progress tracking |
| **LMS Quiz** | Assessment document composed of linked questions |
| **LMS Quiz Submission** | Record of one learner attempt with scored results |
| **LMS Training Assignment** | Due-date tracker for assigned mandatory training |
| **LMS Certificate** | Issued credential after course or evaluation completion |
| **Mandatory course** | Published course flagged for auto-enrollment on onboarding |
| **Cohort (LMS Batch)** | Scheduled group of learners with shared live sessions and assessments |
| **Employee Document** | HR file-cabinet record for attachments on the employee profile |
| **Employee Compliance** | HR ledger for regulatory and policy compliance status with renewals |
## Smooth LMS + Smooth HR capability map

Use **Smooth LMS** for training delivery and assessments, and **Smooth HR** for employee files and compliance records — both on the same account.

| Business need | Primary app | How |
|---------------|-------------|-----|
| Online training library | **Smooth LMS** | **LMS Course** with chapters, lessons, video/PDF/SCORM, quizzes, assignments |
| Assign training + track progress | **Smooth LMS** | **LMS Enrollment**, **LMS Training Assignment**, cohort batches, progress dashboards |
| Print completed tests as PDF | **Smooth LMS** | **LMS Quiz Submission** → **Quiz Submission Report** print format |
| Course completion certificates | **Smooth LMS** | **LMS Certificate** with customizable print templates |
| Employee file storage | **Smooth HR** | [Employee Document](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) with document types and expiry |
| Regulatory compliance tracking | **Smooth HR** | [Employee Compliance](https://smoothhiring.com/help/hrms/documents-compliance/employee-compliance) with **Compliance Type** renewals |
| New hire document collection | **Smooth HR** | **Employee Onboarding** portal + e-signatures |

Course completion certificates from LMS are separate from HR compliance records until HR explicitly files them. Attach LMS PDFs to **Employee Document** or update **Employee Compliance** when a training record must appear on the official employee file for audits.
## LMS roles reference

| Role | Capabilities |
|------|----------------|
| **System Manager** | Full desk access; configure LMS Settings, print formats, AI keys |
| **Moderator** | Manage all courses, quizzes, enrollments, certificates, statistics |
| **Course Creator** | Author courses, quizzes, assignments; view learner submissions for own content |
| **Batch Evaluator** | Grade submissions, conduct certificate evaluations, manage cohort assessments |
| **LMS Student** | Access `/lms` portal; take quizzes; view own certificates and assignments |

HR users without LMS roles can still manage [Employee Document](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) and [Employee Compliance](https://smoothhiring.com/help/hrms/documents-compliance/employee-compliance) records when L&D provides exported PDFs.
## Connecting training records to Smooth HR

Smooth LMS and Smooth HR share one account. Completing a course does not automatically update HR compliance—you connect the two when your policy requires it.

| LMS artifact | HR destination | When to use |
|--------------|----------------|-------------|
| **LMS Certificate** PDF | [Employee Document](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) | Store course completion certificate on the employee file |
| **Quiz Submission Report** PDF | [Employee Document](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) | Retain scored test results (safety quizzes, policy acknowledgments) |
| Mandatory training status | [Employee Compliance](https://smoothhiring.com/help/hrms/documents-compliance/employee-compliance) | Track renewal dates, expiry alerts, and audit-ready compliance status |

**Recommended workflow:** When an employee completes mandatory training and passes required assessments, download the LMS certificate or quiz PDF from the Learning portal or desk, then attach it to an **Employee Document** or update the corresponding **Employee Compliance** record. HR Managers can configure **Compliance Type** with renewal periods so expiring certifications trigger scheduled reminders—complementing LMS **Training Assignment** due dates.

New hires enrolled via **Employee Onboarding** may receive automatic LMS enrollments for courses marked **Mandatory**; HR still uses **Employee Compliance** for regulatory items (I-9, background checks) that live outside LMS.
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## Related guides

- [Certifications Overview](https://smoothhiring.com/help/lms/certifications/overview)
- [Certificate Requests](https://smoothhiring.com/help/lms/certifications/certificate-requests)
- [Employee Documents (HRMS)](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents)

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_Last updated: May 2026_