Dynamically Generate Training Certificates Using AirTable, Zapier, and Google Docs

When you’re delivering training through partner organizations, issuing certificates can get complicated. Most LMS-based training certificate tools assume learners are enrolled online, not attending live ILT, virtual sessions, or Train-the-Trainer programs delivered by external facilitators.

We needed a simple way for partners to submit trainee completions while keeping full control over branding, certificate design, and delivery. The solution we built uses:

• Airtable as the secure database
• Airtable Forms (included in Airtable) for partner submissions
• Zapier to generate & email certificates
• Google Docs + Drive for templated certificate creation
• Gmail for delivery

Below is the exact system we use today.

Before you select tools for a project like this, I encourage you to use our free Small Business Software Evaluation Checklist. I like these tools but always believe in evaluating software before buying.

Step 1: Set Up Your Airtable Base

Before you create any form or Zap, you need a clear structure for how trainee data will be stored.

Your Airtable base could include four tables called:

1. Trainers: These are the people delivering sessions. This person’s name will appear on the certificate at the end of the process.
2. Trainees: This is your main table that will link to the form you’ll create in Step 2. 
3. Courses: This allows you to offer multiple courses and define how they’ll show on the training certificate.
4. Organization: You may not need this table. We use this because we have multiple organizations using our certified trainer program.

Because the Trainees field is most critical I’ll break this down in detail.

In the Trainees table, create fields such as:

This is a fairly simple structure for an Airtable base. There is an entry for each trainee, tied to course, trainer(s), and delivery details.

Note: I tend to create formula fields that make it easier to combine these fields into simple fields that make my automations easier.

Step 2: Create the Form (Successful Trainee)

Now that the base is structured, you can safely build a form that maps directly onto those fields.

Your form Successful Trainee includes:

• First Name
• Last Name
• Email: Make sure this is right or else the participant won’t receive their certificate.
• Date Completed Training: We all know that this may not happen on the exact day the training was completed. This field provides the date for the training certificate.
• Course Name: This system is built for long-term use. Having a place to track all courses.
• Qualified Trainer(s): The name of the trainer will appear on 
• CC Email: Trainers can use this field to share a copy of the certificate with a manager or HR person.
• Submitter: Not that you can require people to log in to fill out forms. I try to avoid this to make it easier and to avoid any grey area with Airtable about whether users need to pay.

Because Airtable forms require no login, partners can submit trainee completions easily and securely. And you are not at risk of paying for additional seats for Airtable!

Step 3: Create Certificate Views in Airtable

One thing I’ve learned in connecting Airtable and Zapier is that it works best for me to limit to a view. Create a filtered view that only shows trainees who need certificates.

Ready for Training Certificate Vew

Filter records where:

• Certificate Sent is empty
• Required fields are not empty

This isolates only the trainees ready for Zapier processing.

Step 4: Create Your Training Certificate

I use a pretty standard folder structure when I’m creating things like certificates. You’ll notice a couple of things:

• Always make it clear not to touch this folder. When I have an automation I don’t want anyone reorganizing, copying, editing, etc.
• Separate templates from certificates.

The templates are really simple. Merge fields are not new in documents. But if you remember creating labels or sending out a batch of letters in Word or WordPerfect (yeah, I’m old) then you will be pleasantly surprised by how easy this is. You simply add the fields like I have them below. 

Tip: Leave space for long names or multiple trainers if you include that on your certificates.

Step 5: Build the Zapier Automation

Airtable has its own automation tool. I use it many processes. It does have some limitations that I find challenging. I find it easier to connect with tools like Google Drive with Zapier. I’m positive that this who process could be done in Airtable and some of it would work better, but Zapier is easier for me to set up.

You can also try this in Make.com. Similar to Zapier, Make.com is built to make integrations with a variety of tools easier.

1. Trigger: Airtable — New Record in View

Watches the Ready for Certificate view. Every new trainee added via the form eventually appears here.

NOTE: If you want to keep this clean, add an update to this step that marks the certificate as generated and add this to your filters for this view.

2. Code by Zapier — Run JavaScript

This may not be necessary. I added this because I was having trouble with the variables. It is important to note that I didn’t write this code. I shared screenshots with ChatGPT or Gemini and told them the problem I was having and that I needed Javascript for Zapier to help. The code worked after fixing two errors.

3. Google Docs — Create Document From Template

This took a little while for me to figure out how to get this to work correctly. I followed the steps in How to create and autopopulate a Google Docs template. A couple of key things I learned:

• Define the merge fields in the document and they’ll show in Zapier
• This step is only to create the Google Doc. I thought I could create 

Zapier fills in your certificate’s merge fields:

• {{name}}
• {{trainer}}
• {{date}}

A new Google Doc is created automatically for each trainee.

4. Google Drive — Upload File (Convert to PDF)

This step perplexed me for a while. I was trying to create the PDF in step 3. Uploading it as a PDF here was really easy and gave me the version I would send to the user in Step 5.

The PDF URL is later saved back into Airtable.

5. Gmail — Send Email with Certificate

Your work is virtually done by this step. All you’re doing is combining the fields into a message and attaching the file from step 4.

Why This Workflow Works So Well to Create Training Certificates

✔ No Airtable seats required for partners

They submit via form only; never accessing the base.

✔ Certificate branding stays consistent

You control the template 100%.

✔ One submission triggers an entire workflow

Generating, saving, and emailing all happen in ~10 seconds.

✔ Handles hundreds of certificates with no manual labor

Your screenshots show the system running at scale; zero clutter, zero confusion.

✔ Works beautifully for ILT, VILT, and Train-the-Trainer programs

It’s not tied to LMS enrollment.

Optional Enhancements

If I am to judge myself honestly about my adherence to my principles, I would include both of these because they focus on the concept of documenting for retrieval. While I can certainly look up information in the database, for my team to use this I need better views.

• Add a step 6 to Zapier that updates the Airtable record so that it is clear that it was sent. It isn’t needed by this process but makes it easier to see what has happened with your certificates and when.
• Create a “Recent Certificates” dashboard using Interfaces: The data is all here for this. You just need to create it.