---
title: 'Example: Create an enrollment certificate'
description: >-
  Step-by-step example for building an enrollment certificate as a User smart
  document: variables, page setup, preview as a user, and generating it for one
  user, in bulk, or via self-service.
sidebar:
  order: 1
---

**An enrollment certificate** is a one-page smart document that confirms a student is enrolled: name, date of birth, student number, study program, term, and the date the document was issued. You build it once as a **User** template and generate it for anyone.

:::tip
If your institution was created with demo data, it already has a template named **Enrollment Certificate**. Open it with **Edit** and use it as a reference for this example.
:::

## Why it matters

Enrollment certificates are among the most requested documents. A template with variables removes retyping, and self-service lets students get the document without contacting the registrar.

## How it fits

This page applies [Create a document](/docs/fuxam-web/cms/smart-documents/create-a-document), [Edit a document](/docs/fuxam-web/cms/smart-documents/edit-a-document), and [Use a document template](/docs/fuxam-web/cms/smart-documents/use-a-document-template) to one concrete document.

## Before you start

| Requirement | Detail |
|---|---|
| **Feature and permission** | **Smart Documents** (FuxamCMS package) and `read-write:settings-service-contracts`. |
| **Object type** | **User**. Only User templates offer the profile, enrollment, and study program variables. |
| **User data** | Test users whose profile, study program, and matriculation data are filled in. See [Document variables and data sources](/docs/fuxam-web/cms/smart-documents/document-variables-and-data-sources). |

## Variables to place

In **Insert → Variable**, the picker groups variables. These are the ones used by the demo template. Names are shown as in the editor.

| Content | Variable | Group |
|---|---|---|
| Student name | **Full Name**, or **First Name** and **Last Name** | Profile |
| Date and place of birth | **Date of Birth**, **City of Birth** | Profile |
| Student number | **Code** (the demo template uses this). **Matriculation Number** also exists. | Profile, Booking/Enrollment |
| Study program | **Study Program** | Booking/Enrollment |
| Enrolled since | **Immatriculation Date** | Booking/Enrollment |
| Term | **Current Term** | Booking/Enrollment |
| University semesters | **Total University Semesters** | Booking/Enrollment |
| Institution | **Institution Name** | Institution |
| Issue date | **Document Generated At** | Time Tracking |

:::info
Use the exact variable titles from the picker. The variable list only shows entries that fit the template's object type.
:::

## How to build the certificate

1. Go to **Settings → Communication & Documents → Documents**. In the **Smart Documents** table select **Create Template**, enter a **Name** such as “Enrollment certificate 2026”, keep **Object Type** on **User**, and select **Create Template**.

2. In the editor, write a heading, one sentence stating that the student is enrolled, and the issue line. Put the institution name in with **Insert → Variable**.

3. Add a two-column **Table** through **Insert → Table**. Type the labels in the left column and place one variable per row in the right column.

4. Select each date variable. In **Variable settings** set **Format** (for example the date format) and **When empty** to a dash or **Fallback text**.

5. Open **Page setup**. The demo template uses A4, portrait, margins of 72 px, header and footer off, and numeric page numbering. Adjust **Margins (px)** or turn on **Show header** for a logo.

6. If the document needs a stamp, use **Insert → Signature** and set **Mode** to **Pre-filled stamp**. Without a signature, add a line stating that the document was created by machine.

7. Under **As user:** choose a test user, turn on **Show sample data**, and check every value. Then use **Preview** and, in ⋯ **More actions**, **Print preview**. Select **Save**.

## How to generate it

- **Single user:** **Campus Management → User Management → [User] → Documents → Smart Document**, choose the template, select **Add**.
- **Bulk:** in the Users table, choose the **Smart Document** action and **Add Document to User(s)**. See [Generate documents in bulk](/docs/fuxam-web/cms/smart-documents/generate-documents-in-bulk).
- **Self-service:** **Settings → Communication & Documents → Documents → Self-Service Documents → Add Document**. Choose the template and roles, optionally a requirement such as “Is enrolled in active semester”, keep **Active** on, and save. Students can then download a copy or use **Save to documents**.

## Best practices

- **Preview with two users**: one with full data and one with gaps.
- **Mark the template as Default** if it is the document you add most often.
- **Keep one page.** A short table and a few margins are enough.

## Common pitfalls

| Pitfall | How to avoid it |
|---|---|
| Blank values | Fill the profile or study program data, or set **When empty**. |
| Wrong date format | Set **Format** in **Variable settings** on each date. |
| Variable missing in the picker | Check that the template's **Object Type** is **User**. |
| Wrong object type | The type cannot be changed. Create a new template. |
| Semester counts look odd | The demo template maps some semester fields in its own way. Preview each value against a known student before you rely on it. |

## FAQ

**Can one template serve every study program?**

Yes, if the wording is the same. **Study Program** changes per user.

**Can students create it themselves?**

Yes, through a **Self-Service Documents** entry for the template.

## Related pages

**[Example: Transcript of records](/docs/fuxam-web/cms/smart-documents/examples/transcript-of-records)**

Add a grades table.

**[Document variables and data sources](/docs/fuxam-web/cms/smart-documents/document-variables-and-data-sources)**

Formats and empty values.

**[Use a document template](/docs/fuxam-web/cms/smart-documents/use-a-document-template)**

Single and self-service routes.

**[Generate documents in bulk](/docs/fuxam-web/cms/smart-documents/generate-documents-in-bulk)**

Add a document to many users.