We’ve heard the requests loud and clear: sometimes one certificate template just doesn't cut it. Whether you’re dealing with seven different types of alcohol licenses or need a specific notice for residents with fire sprinklers, you need a system that’s smart enough to know which document goes to which application.
With Conditional Certificates, you can now set rules within the certificate portal so that specific documents are only sent or made available when certain criteria are met.
Why Use Conditional Certificates?
Instead of manually sorting through approved applications to decide which license to mail, the system does the heavy lifting for you. This is perfect for:
Tiered Licensing: Sending a "Class A" vs. "Class B" license based on the applicant's answers.
Variable Permits: Issuing a solicitor’s license only if they checked "Yes" to door-to-door sales.
Quantity-Based Documents: Automatically generating the exact number of cemetery plot certificates purchased (e.g., if they bought three plots, they get three unique certificates).
Internal Efficiency: Creating "Staff-Only" documents like Public Notices or Agenda Briefings that pull data directly from the application for your team to print and post.
How to Set Them Up
1. Create Your Templates
Head over to your Certificate Templates within the specific permit type (e.g., Business Licensing). You can build as many templates as you need—a general business license, a specific alcohol permit, or even a small, wallet-sized solicitor’s badge.
2. Choose the Visibility
Decide if the certificate is for the applicant or just for you.
Applicant Portal: The certificate appears in the user’s portal for them to print once approved.
Internal Use: The document (like a thank-you letter for those not selected for a board or a public hearing notice) stays on the back end for staff to download and process.
3. Define the "If/Then" Logic
For each template, you can now add Conditions. You’ll tell the system: "Only show this certificate if..."
Example: "Will alcohol be sold?" is Yes.
Example: "Number of plots purchased" is Greater than or equal to 2.
Pro-Tips for Advanced Workflows
Consistency Across Departments: Use the Duplicate Button to create a copy of a certificate within another application. This can ensure identical formatting while allowing you to edit and customize for specific application fields.
The "Thank You" Automation: If you manage youth councils or pageants, you can set a condition to auto-generate a "Thank You for Applying" letter for anyone marked as "Not Selected." This saves you from typing dozens of individual emails or letters.
Photos & Headshots: While we can’t currently auto-pull a headshot file onto a certificate, many users add a designated "Photo Box" to their template. Once downloaded, you can quickly overlay the applicant's photo in a PDF editor or Canva before printing.
The Bottom Line
Conditional certificates aren't just about licenses; they’re about automating your "to-do" list. By setting these rules up once, you ensure that the right information gets to the right place without you ever having to double-check the file.
What’s your use case? We’re always looking for unique ways you're using these tools. If you’ve found a clever way to automate a city process using certificates, let us know!
Check out this webinar for an in-depth look at certificates: