Templates
The Admin → Templates hub is the single home for your organization’s reusable templates. It has two sections:
- Certificates — the title, body, and signatory printed on issued certificates.
- Email — overrides of the built-in notification emails (subject + HTML), per language.
Certificate templates previously lived under Admin → Courses → Certificates. They now live here. The old link redirects automatically.
Open the Templates hub
- In the sidebar, click Templates (admin section).
- Use the Certificates / Email tabs at the top to switch sections.
| Section | Permission required |
|---|---|
| Certificates | course:update (author or admin) |
settings:update (admin) |
You only see the tabs you have permission for.
Insert variables with the glossary
Both certificate body text and email templates support variables — placeholders
written as {{token}} that are replaced with real values when the certificate is
issued or the email is sent.
To add one:
- Click your cursor where you want the value to appear.
- Click + Add variable above the field.
- Pick a variable from the list. It is inserted at the cursor as
{{token}}.
Each variable shows its name and a sample value. Unknown tokens (typos) are left as-is so you can spot them.
Certificate templates
Certificate templates define what appears on the issued PDF.
Configuration reference
| Field | Description |
|---|---|
| Template name | Internal name shown in the list |
| Certificate title | The large heading (e.g. “Certificate of Completion”) |
| Body text | The statement line. Supports variables (see below). Leave blank for the standard “has successfully completed” line |
| Signatory name | Printed centre-bottom |
| Signatory title | Printed under the signatory name |
| Default | One template per tenant is the default, used by any course/path that doesn’t pick its own |
Certificate variables
| Variable | Inserts |
|---|---|
{{learnerName}} | The learner’s full name |
{{courseTitle}} | The course or learning-path title |
{{completionDate}} | The date the certificate was issued |
{{certificateNumber}} | The unique certificate number |
A course or learning path picks its template (or the default) in its own editor.
Email templates
Each notification type ships with a built-in, bilingual EmbayLMS email. You can override any of them with your own subject and HTML — per language — without touching the built-ins.
How overrides work
- Pick a notification type from the list, then edit the English and Français (CA) versions independently.
- An override applies only when Use this override is checked. Uncheck it to keep your draft saved but fall back to the built-in template.
- Reset to default removes the override entirely; the built-in resumes.
- A type with any saved override shows a custom badge in the list.
Configuration reference
| Field | Description |
|---|---|
| Subject | Plain-text subject line. Supports variables |
| HTML body | The email body. Basic HTML is supported. Variable values are inserted HTML-escaped (safe) |
| Use this override | When unchecked, the built-in template is used instead |
Available variables
Variables differ by notification type (the + Add variable menu always shows the correct set). Common examples:
| Variable | Inserts |
|---|---|
{{recipientName}} / {{recipientFirstName}} | The recipient’s name |
{{courseName}} / {{courseUrl}} | Course title / link |
{{certNumber}} / {{credentialsUrl}} | Certificate number / link to the learner’s certificates |
{{sessionTitle}} / {{startAt}} / {{joinUrl}} | ILT/VILT session details |
Troubleshooting
| Problem | Cause / fix |
|---|---|
A variable shows literally (e.g. {{coursename}}) in the sent email | The token is misspelled or not available for that type. Use the + Add variable menu, which only lists valid tokens. |
| My override isn’t being sent | Confirm Use this override is checked, and that you saved the correct language. The recipient’s language decides which version is used. |
| The Email tab is missing | Email templates require the settings:update permission (admin). |
| Certificate body text doesn’t appear on the PDF | Body text only renders when set; otherwise the standard line is used. Re-open the template and save the body. |