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Certificates, TC & ID cards

Certificates in your own format, filled in from the record.

Upload the Word files your school already uses, mark where the names and numbers go, and ProEMS fills them in for one student or a whole section. Transfer certificates come straight from the student record, with the next serial number and the student's details already filled in.

From Gold₹169 per student a year + 18% GSTThe office, Principals, Accountants and Parents

In short

How does ProEMS make school certificates?

ProEMS makes certificates in two ways: bonafide certificates, ID cards, library cards and any other document from Word templates you upload, and transfer certificates from its own TC layout using the student record.

For a template certificate, you type tags such as ${full_name}, ${class} and ${adm_no} into your Word file. ProEMS fills them for the student you pick, lets you check and edit every value, and gives you back a Word file ready to print. A whole section can be done at once and downloaded as one ZIP file.

Certificates and transfer certificates come with the Gold plan, and Platinum includes them too. See pricing for everything else in each plan.

  • Your own Word templates with tags for student, parent and staff details
  • Photos and signatures dropped into the document, for ID and library cards
  • A whole section at once, in roll-number order, downloaded as a ZIP
  • Transfer certificates with the next serial number and the student's details filled in

Which plan includes it?

  • CertificatesGold

    Bonafide certificates, ID cards and library cards from your own Word templates

  • Transfer certificatesGold

    Issue TCs from the student record

Gold is ₹169 per student a year, plus 18% GST. Each plan includes the one before it.

Compare the plans

Who uses it?

  • The office

    Uploads templates, generates certificates and ID cards, and issues TCs.

  • Principals

    Check the log of who generated which certificate, for whom and when.

  • Accountants

    Confirm a leaving student's fee balance before the office answers the dues entry on the TC.

  • Parents

    Get an app notification on Android when a certificate is generated for their child.

What it does

What can the office do with certificates in ProEMS?

It can keep its own certificate designs and still stop typing names, numbers and dates by hand. These are the parts it uses.

  • Your designs, unchanged

    Upload a .docx for each certificate you issue, with your crest, wording and layout. Bonafide certificates, ID cards and library cards all work the same way.

  • Tags filled from the record

    Default tags cover the student's name, class, section, roll and admission numbers, date of birth, parents, address, category and more.

  • Fields of your own

    Add a custom field, such as the purpose of a bonafide certificate, with a default value. It becomes a tag you can fill or change each time.

  • Photos and signatures

    Image tags place the student's photo and signature, the parent's photo, and the photo of the staff member generating the document.

  • One student or a section

    Generate for a single student, or for every student in a class section in roll-number order, downloaded together as a ZIP.

  • A log of everything issued

    Each certificate is logged with who generated it, the student, class section, date and time, and the values used. Download the file again whenever you need it.

  • Transfer certificates

    The TC fills the next serial number, the student's details and the class last studied. The office checks the subjects and the promotion and dues entries, and adds conduct, attendance and the reason for leaving.

  • A TC closes the record

    Issuing a TC marks the student as left with the date, deactivates their login, and files the TC PDF on their profile.

  • Families hear about it

    The student and their parents get an app notification on Android when a certificate is generated in their name.

How it works

How do you set up and issue certificates in ProEMS?

Set-up is a one-time job for each certificate. After that, issuing one is pick, check and generate.

  1. 1

    Tag your Word file

    Open the certificate you already use and type tags where the details go, such as ${full_name} or ${date_of_birth}. Put ${photo} where an ID card needs the student's picture.
  2. 2

    Upload it as a template

    In Certificate Templates, name the template, upload the .docx, add any custom fields, and run a test with sample data before you mark it active.
  3. 3

    Generate for a student or a section

    On Generate Certificate, pick the certificate, the session and a student or a whole class section. Check the filled values, change anything that needs it, and generate.
  4. 4

    Print and keep the log

    Download the Word file and print it. The generation log keeps every certificate with its values, so a duplicate takes seconds to find.
  5. 5

    Issue TCs from the record

    For a student who is leaving, open Student Transfer Certificate, check the filled entries, add the date struck off, conduct and reason for leaving, and generate the TC as a PDF.

Runs on its own

What happens after a certificate is generated?

A scheduled job tells the family, so the office doesn't have to.

  • Hourly

    Students and parents are notified

    Every hour ProEMS sends an app notification on Android to the student and their parents for each certificate generated in the past hour, naming the certificate.

How do Word templates and merge tags work?

You write the certificate in Word and put a tag wherever a detail should go, such as ${full_name}, ${section} or ${date_of_birth}, and ProEMS replaces each tag with that student's details when you generate it.

The template settings list every default tag, covering the student, their parents and the staff member generating the document. Image tags such as ${photo} place the student's photo, which is how ID cards and library cards get their picture. Once a template has been used it can't be deleted, so the log stays complete; switch it off instead.

What goes on a transfer certificate from ProEMS?

The ProEMS TC has 21 numbered entries, from the pupil's name, admission number and Aadhaar number to the subjects offered, the class last studied, whether all dues are paid, general conduct and the reason for leaving.

ProEMS fills the pupil's details from the record, the next serial number in sequence and the class last studied. The office checks the subjects and the promotion and dues entries, and adds the rest. To compare it with what your board expects, see our transfer certificate format.

Can we generate certificates for a whole class at once?

Yes: choose a class section instead of a single student, and ProEMS generates the certificate for every student in it, in roll-number order, and downloads them together as a ZIP file.

Can ProEMS make student ID cards and library cards?

Yes, from Word templates: design the card in Word at the size you print, put ${photo} where the photo goes and tags for the name, class and admission number, then generate it for a student or a section.

Because the output is a Word file, you can print the cards in the office or send them to whoever prints your cards. Library cards work the same way, and pair with the library module on Platinum.

Good to know

What should you know before issuing certificates from ProEMS?

Four points worth settling before the first TC goes out.

Template certificates come out as Word files
Certificates from your templates download as .docx files, so you check and print them from Word. Transfer certificates are PDFs.
TCs use the ProEMS layout
The TC is printed from ProEMS's own numbered layout, not from a Word template, so its entries are fixed rather than designed by you.
Issue a TC when the student has gone
Generating a TC deactivates the student's login and records the date they left, so issue it once the student has really left.
Notifications are on Android
The certificate notification reaches the ProEMS app on Android phones only.

FAQ

Questions about certificates.

Short answers to what schools and colleges ask us most. Anything else, bring it to the demo.

Which plan includes certificates and TCs?
Certificates and transfer certificates both come with the Gold plan, and Platinum includes them too.
Do we have to use ProEMS certificate designs?
No. Template certificates use your own Word files, so your crest, wording and layout stay as they are. Only the transfer certificate uses ProEMS's own layout.
What format are generated certificates in?
Certificates made from your templates download as Word (.docx) files. Transfer certificates are generated as PDFs and saved to the student's profile.
Can we edit details before generating a certificate?
Yes. ProEMS fills every field from the record and shows them for checking, and you can change any value and the file name before you generate.
Is there a record of certificates issued?
Yes. The generation log lists each certificate with the student, class section, date and time, the staff member who generated it and the values used, and lets you download it again.
What happens to a student's login when a TC is issued?
It is deactivated. Issuing a TC also marks the student as having left, records the date their name was struck off and files the TC on their profile.

Bring a certificate. Watch it fill itself in.

Book a free demo and we'll turn a sample Word certificate into a template, generate it for a whole demo section and issue a TC from a student record.

  • Free demo
  • Shown on a demo school
  • Ask us anything