Agent setup guide
Completion Certificate Sender
Each learner added to your Completed sheet gets a personalised certificate as a Google Doc, emailed with a view-only link.
What it does
Each learner added to your Completed sheet gets a personalised certificate as a Google Doc, emailed with a view-only link.
- Starts from each learner added to your Completed sheet in Google Sheets.
- AI writes a simple certificate with the learner's name, course, completion date, hours and certificate ID copied exactly from the row, your signatory and (only if you give one) your accreditation statement.
- By default each certificate waits for approval in Reviews; rows missing a name, course or email are held.
- Creates the certificate as a Google Doc, turns on a view-only link and emails it to the learner with a short congratulations.
- Marks the learner's row “Certificate sent” with the time and the link.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Google Sheets, Google Docs and Google Drive, connected in Settings → Integrations (Docs and Drive are awaiting Google's approval, so this agent is coming soon).
- A Completed sheet with one row per learner (name, email, course) and three empty columns for the status.
What it doesn't do
- It drafts and organises for a person to approve; it makes no grading or assessment decision and never adds grades, credits or accreditations that aren't in your sheet or details.
- It makes a simple document certificate, not a designed PDF.
- It isn't a credential or verification service: anyone with the link can view the certificate.
Availability and plans
Available
Its workflow is built and tested, and every app it needs is live. You can get it and set it up now.
Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.
Before you start
- A paid plan: agents run live, and the Free plan only runs Dry Runs.
- An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
- These apps, connected in Settings → Integrations: Google Sheets, Google Docs and Google Drive.
- The app it watches, connected in Settings → Integrations (the agent starts from an app event).
- About 15 minutes.
Set it up step by step
Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.
1. Connect your AI provider
The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
2. Connect Google Sheets
Connect the Google account that can edit your Completed sheet (Settings → Integrations → Google Sheets).
3. Connect Google Docs
Connect Google Docs with the account where certificates are created (Settings → Integrations → Google Docs).
4. Connect Google Drive
Connect Google Drive with the same account, so the certificate can be shared (Settings → Integrations → Google Drive).
5. Pick your Completed sheet
Open the trigger, pick your Google account, paste the spreadsheet link and the tab name.
| Setting | What to enter | In step |
|---|---|---|
| Google account (Completed sheet) | The Google account that can open your Completed sheet. Pick your connected Google Sheets account. | “New row in your Completed sheet” |
| Completed spreadsheet | Paste the link of the spreadsheet where you add learners who've completed. | “New row in your Completed sheet” |
| Completed tab | One row per learner: Name, Email, Course, Completed on, Hours, Certificate ID. | “New row in your Completed sheet” |
6. Describe your certificate
Open “Personalise the certificate” and replace the placeholder with your organisation, signatory and sign-off.
| Setting | What to enter | In step |
|---|---|---|
| Your certificate details | Replace the placeholder with your organisation name, the signatory's name and title, any accreditation statement you're allowed to print (word for word), brand colours and the email sign-off. It starts as “[DESCRIBE YOUR ORGANISATION: NAME, SIGNATORY NAME AND TITLE, ANY ACCREDITATION STATEMENT YOU ARE ALLOWED TO PRINT, BRAND COLOURS AND THE EMAIL SIGN-OFF HERE]” until you replace it. | “Personalise the certificate” |
7. Pick your Google account for Docs and Drive
Open “Create the certificate document” and “Share it (view-only link)” and pick your account in each.
| Setting | What to enter | In step |
|---|---|---|
| Google account (Docs) | The Google account where certificates are created. Pick your connected Google Docs account. | “Create the certificate document” |
| Google account (Drive) | The same Google account. Pick your connected Google Drive account. | “Share it (view-only link)” |
8. Add your training inbox
Open “Email the learner” and enter the Reply-to address.
| Setting | What to enter | In step |
|---|---|---|
| Your training inbox (Reply-to) | Learners' replies come back to this address. | “Email the learner” |
9. Choose where the row is marked done
Open “Mark the row done”, pick the same account, spreadsheet and tab, and the first empty column.
| Setting | What to enter | In step |
|---|---|---|
| Google account (mark the row) | The same Google account, with edit access to the Completed sheet. Pick your connected Google Sheets account. | “Mark the row done” |
| Completed spreadsheet (mark the row) | The same spreadsheet as on the trigger. | “Mark the row done” |
| Completed tab (mark the row) | The same tab as on the trigger. | “Mark the row done” |
| First empty column for the status | Column letter where “Certificate sent” goes; the time and the link go in the next two columns (e.g. G, H, I). | “Mark the row done” |
10. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
11. Switch the trigger on
Open the trigger and click “Activate app trigger”: learners added at the bottom of the sheet are picked up on your plan's schedule interval. Rows already there aren't processed.
How it works
The agent is a normal workflow with 12 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.
- New row in your Completed sheet — Starts on “New row” in Google Sheets (an app event). Starts a run for each learner added to the bottom of your Completed sheet (checked on your plan's schedule interval).
- Read the completion date — Step. In code, not AI: reads the row's completion date, writes it out in full for the certificate and notes whether it is in the future (UTC unless you set your time zone on this step).
- Personalise the certificate — AI step (runs on your AI provider key). AI checks the row has what a certificate needs and writes the certificate (as HTML for a Google Doc) with the learner's name, course, completion date and hours exactly as in the sheet.
- Ready to issue? — Decision: picks the branch to follow. Rows missing a name, course or email are held. With review switched off, ready certificates are issued at once; by default every certificate is approved first.
- Held — row incomplete — Kept in the run history. Branch: Missing details. No certificate: the row is missing a name, course or email (listed in the run history). Fix the row and add it again.
- Approve the certificate — A person approves or rejects it in Reviews (the run waits). Branch: Review. The certificate text waits in Reviews. Check the name, course, date and hours, edit the certificate if needed and approve.
- Create the certificate document — Google Docs: Create a document from text. Branch: Review off / Approved. Creates the certificate as a Google Doc from the approved HTML.
- Share it (view-only link) — Google Drive: Share a file or folder. Turns on view-only access for anyone with the link, so the learner can open it without a Google account.
- Email the learner — Sends an email from your workspace's sender. Emails the learner a short congratulations with the certificate link, with replies going to your training inbox.
- Mark the row done — Google Sheets: Update a row. Writes “Certificate sent”, the time and the document link into the learner's row, starting at the column you pick.
- Certificate issued — Kept in the run history. The run history keeps the document link and the email sent.
- Skipped — Kept in the run history. Branch: Rejected. Rejected in Reviews; no document was created.
Test it with Dry Run
Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. The sample has the same shape as a real event from the app.
Sample data fields
sheet, row._row, row.Name, row.Email, row.Course, row.Completed on, row.Hours, row.Certificate ID, row_number.
- Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
- Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.
Go live
- Open the trigger and click “Activate app trigger”: learners added at the bottom of the sheet are picked up on your plan's schedule interval. Rows already there aren't processed.
- Activating the app trigger needs the trigger's connected account. The first check only remembers what's already there, so older items don't start runs; the same item never starts two runs.
- The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
- When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.
Questions
What does the certificate look like?
A clean one-page Google Doc made from simple HTML: headings, the learner's name, course, date, hours, certificate ID and signatory, in your brand colours. It isn't a designed PDF template.
Can it issue certificates without review?
Yes. Review is on by default; change “REVIEW EACH CERTIFICATE: yes” to “no” in the AI step and ready certificates are issued at once (unusual rows still wait).
Is it a verifiable credential?
No. It's a document certificate with a view-only link; there's no verification service or badge.
Troubleshooting
- “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
- A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
- An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
- No runs start: activate the app trigger with a connected account. Only items created after activation start runs.
- A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
- A step failed: open the run in History and check that step in the Trace tab for the error and what it received.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .