How to include a Membership Certificate PDF with our forms?

Good day.

As per our app, we have a membership registration form. Once submitted & processed, we would like to issue & send out a membership certificate with the member's info & confirming their membership & period. Is there a way we van do this?

Thank you & kind regards.

Hi Gustav,

Thanks for reaching out to Jotform Support. It's possible to automatically include a PDF in your Autoresponder email. The autoresponder email is received by your form submitted automatically after form submission. Let me show you How to Attach Submissions as PDFs to Email Notifications:

1. In Form Builder, click on the Settings tab on the orange navigation bar at the top and click Emails on the left side panel.
2. Next, click on the Pen icon over your green Autoresponder email, and click on the Advanced tab.
3. Enable the Attach PDF option, and select the PDF template you'd like to include.
4. Click on the Save button at the bottom of the page, and that's it.
   

You can also customize your PDF template and make it more like a certificate. Let's do it:

1. In Form Builder, click on the Quick Navigation button on the top left corner of the page and click on PDF Editor.
2. In PDF Editor, click on your Member Registration Form tab template.
3. You may customize your template here, or click on the Paint Roller icon on the right, and click on the Templates tab to easily select one of available templates.
   

Give it a try and let us know if you need any help.

The PDF that we send with the auto responder is a copy of their completed application form as it is important to provide them with one.

We can only issue a member certificate once the application had been processed & we received confirmation of all info. That means that we need to be able to create a membership certificate afterwards and manuallly download/send it to the member as we can't send it with the aut response due to the approval process.

Any advice?

Hi Gustav,

Is the approval process manually done? I checked and could not find a workflow in your form. You can check out our Workflow and set up an approval process where you can send the certificate only if the submission is approved. You can check out our guide on How to Create a Workflow With Jotform Workflows.

Let us know if you have any other questions.

We are a fire fighting protection association. If you would like to become a member, you need to complete the application form and make the annual membership fee payment. Once we processed the applicationd and created a file on our system and can confirm that payment has been received, we send an invoice for the payment, but would like to include a membership certificate that has our logo, confirmation of membership, period etc. All this is done manually, yes. I doubt the workflow will help with approvals since we check our bank statements in order to approve.

Hi Gustav,

Since your membership certificate can only be issued after manual approval and payment confirmation, the best approach is to create and send the membership certificate PDF manually after you have processed the application. Here’s how you can do it using Jotform:

1. Customize your PDF certificate template: In your Form Builder, click on the Quick Navigation button at the top left and select PDF Editor. Here, you can design a membership certificate PDF that includes your logo, membership confirmation, membership period, and any other details you want to include.
2. Download the submission data: After you have processed and approved the membership application, go to your form submissions and download the submission as a PDF using the customized certificate template you created.
3. Send the certificate manually: Once downloaded, you can manually email the membership certificate PDF to the member along with any other documents like the payment invoice.

This manual process fits well with your current workflow where payment confirmation and application processing are done offline. Unfortunately, since the approval depends on external payment verification, automating this step with Jotform Workflows might not be suitable.

If in the future you want to explore automation, Jotform Workflows does support approval processes and sending documents only after approval, but it requires the approval to be done within the system.

Give it a try and let us know how it goes.

Thak you