How would you verify eligibility and names before issuing training certificates in bulk?

Question

The registration list isn't necessarily the certificate list: attendance, course completion, names, and email addresses need checking first. I'd like Busabase to hold that review before an external certificate service generates and sends anything.

How would you link participants, course sessions, and issuance records? If one participant later corrects their name, only their certificate should be reissued, while retaining the previous certificate number and correction reason instead of sending the whole batch again.

Kelly · Answer

When the registration list is not the certificate list, split the data and put review *before* any external certificate tool sends mail:

1. **Participants**, **course sessions**, **attendance / completion** (participant × session), and **issuance records** (certificate number, name snapshot, email, status, correction reason, link to the previous certificate).  
2. Let an agent (or import) prepare eligibility and name / email checks, then submit a **change request**. A person reviews the proposal in the inbox and approves it before anything is pushed to the certificate service.  
3. **Name correction later**: do not re-send the whole batch. Create a new issuance row for that participant (new certificate number), link the old row, and store the correction reason. Keep the previous number for audit. The external tool should generate / send only rows that are approved and pending send.

![](https://s1.busabase.com/attachments/cHEfVIklx0ASY7gZ6iJhU7wCONhhfJNb/blobs/sha256/33/333e77b7dfc43d7799dc18bbc3f75c7ab3eb12e3aaceff04ed985f9fad48aa5c.png)
(Local demo: Inbox → pending review — confirm the list before issuance.)

That way eligibility and “which name was printed” stay queryable on issuance records instead of a one-off spreadsheet export.

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