Once a certificate is issued to a patient or student inside a course, Aesthetix CRM gives you several ways to get it out into the world: a public share link, a downloadable image, a bulk CSV export of every certificate you've issued, and a client-facing download option inside the Client Portal. All of this lives under Sites > Memberships > Certificates in your account.
Every certificate you issue automatically gets a unique public link. Recipients can use that link to show off a completed course, treatment protocol, or training milestone without needing to log in.
The public link can be:
Shared directly to LinkedIn, Facebook, X (formerly Twitter), and WhatsApp
Copied and pasted into a website, portfolio, email, or social post
Viewed by anyone with the link, with no login required
To share a certificate:
Go to Sites > Memberships > Certificates.
Locate and select the issued certificate.
Click Share Certificate.
Choose a platform to share to directly, or click Copy Link to grab the URL and send it yourself.
Public share links are on by default for every certificate and there is currently no setting to turn this off account-wide. If a recipient's privacy matters (for example, a patient who completed a private aesthetics training or wellness course), let them know their certificate is viewable by anyone who has the link, even though it won't show up in search results or be indexed.
Certificates download as high-quality PNG images rather than PDFs. This keeps the layout and design of your certificate template exact across every device and screen size, and downloads are fast because certificates are pre-generated the moment they're issued rather than rendered on demand.
To download a certificate from your account:
Go to Sites > Memberships > Certificates.
Open the certificate you want.
Click Download to save it as a PNG image.
Because the file is an image, it's easy to print, drop into an email, or attach to a patient's record.
Recipients can also access and download their certificates directly from the Client Portal, without needing you to send anything manually.
The recipient logs in to the Client Portal.
They click their profile avatar to open the account section, then go to the Certificates area.
They browse their list of earned certificates and click Preview to view one in full detail.
From there they click Download to save a high-quality copy to their device.
They can also click Copy Link next to any certificate to grab its shareable URL.
This is the easiest option for practices running ongoing patient education courses, staff certifications, or loyalty milestones, since recipients can self-serve instead of emailing your team for a copy.
If you need to audit certificate activity, sync it with another system, or report on completions across a date range, you can export your issued certificates in bulk as a CSV file. The export includes recipient name, email address, certificate ID, date issued, and course name or tags where configured.
To export certificates:
Go to the Issued Certificates section of Certificates.
Click Export CSV in the top right corner.
Choose a date range for the certificates you want to include. A date range is required for every export.
Click Confirm Export.
What happens next depends on how many certificates fall in that range:
Certificates in range | Delivery |
|---|---|
Fewer than 500 | CSV downloads immediately in your browser |
More than 500 | CSV is emailed to your login email address, subject line "Your Certificate Export is Ready" |
The download link inside that email is only valid for 24 hours. If it expires, re-run the export with the same date range rather than trying to recover the original link, since there's no way to re-download a past export directly.
When you send a certificate manually (rather than through an automated workflow), you can pick which email template it goes out on and adjust the subject line before sending.
Go to the Certificates section of your account.
Select the contact or contacts you want to send a certificate to.
Click Send Certificate.
In the email modal, open the Email Template dropdown and choose the template you want to use.
Edit the Email Subject field if needed. The subject line does not update automatically when you switch templates, so review it before sending.
Review the preview of the email, then click Send.
If you don't select a template, the system falls back to the default template configured under Client Portal Settings > Email Settings. Only one default template can be set per account, so if you regularly send different certificate types to different audiences (new patients completing an intake course versus staff finishing a training module, for example), plan to pick a template manually each time rather than relying on the default.
To set up new templates specifically for certificate delivery, create them under your Email Templates settings first, and they'll be available in the dropdown the next time you send a certificate.
Everything above covers sharing, downloading, and exporting certificates that already exist. To automatically issue a certificate when a patient completes a course or hits a milestone, use the Issue Certificate action inside Workflows, which handles the actual generation and delivery so you don't have to send certificates one at a time.
Are certificates available as PDFs? No. Certificates are provided as high-quality PNG image files, which keeps the design and layout consistent across every device and browser.
Can anyone view a certificate through its share link? Yes. Shared certificates are publicly accessible to anyone with the link, but they are not searchable or indexed by search engines.
Can I turn off public sharing for a certificate? Not currently. Every certificate includes a public share link by default, and there's no account setting to disable this.
How do recipients download their own certificates without contacting us? They can log in to the Client Portal, open the Certificates section under their profile, and preview or download any certificate that's been issued to them.
Do I need to select a date range to export certificates? Yes. A date range is required for every CSV export so the system can define the boundaries of the dataset and keep the export fast.
Where does the CSV go if I export more than 500 certificates? It's emailed to the address on your account login, with the subject "Your Certificate Export is Ready." The download link in that email expires after 24 hours.
What data is included in a certificate CSV export? Full name, email address, certificate ID, date issued, and course name or tags if you've configured them.
Can I re-download a certificate export after the email link expires? No. You'll need to run the export again using the same date range.
What happens if I send a certificate manually without picking a template? The system uses the default email template and subject line configured in Client Portal Settings > Email Settings.
Can I set different default templates for different certificate types? Not at this time. Only one default template can be configured per account, so choose a template manually for each send if you need variety.
