Admin FAQ

Key summary

Frequently asked questions from admins, from workspace setup through issuance and plans. For detailed procedures, see the guide linked from each answer.

Getting started

Can I run several workspaces?

Yes. One account can own and manage multiple workspaces, and you can switch between them at any time from the workspace selection screen. → Creating a workspace (institution)

Can I change the workspace address later?

You cannot change it directly on screen. If you need a change, contact customer support (support@kolleges.net). If you want to use a domain your institution owns, consider connecting a custom domain. → Styling your institution page

What should I send to the person I invited?

Send them the Joining an existing workspace guide. The key point is that they must log in with the invited email account to accept.

I invited a colleague but they say the email never arrived.

Invitation links expire after seven days. Cancel the invitation in the member list and send it again, and also ask them to check their spam folder. → Inviting members and managing roles

Creating

Do I really need a badge design to create a certificate?

Yes. It is a required field, so without selecting one it will not save at all. Create the badge design first and then start. → Creating a badge design

Does the center icon in the badge design appear on what I actually issue?

No. It is a placeholder visible only in the editor; what actually appears is the symbol registered in your issuer settings. → Creating a badge design

I went to another screen while creating a certificate and my content disappeared.

If you leave the screen before saving, your input is not retained. We recommend preparing the materials you need first and writing it in one pass. → Creating a certificate

Issuing

Are issuing one at a time and issuing in bulk from a roster different screens?

No. Only the tabs on the same screen differ. You can also mix direct entry, file upload, and member selection. → Issuing badges and certificates

Which columns must my roster file have?

Only name and email columns are needed. For the remaining columns, only those whose names match are filled in automatically. To match exactly, get the format with [Download blank template] on screen. → Issuing badges and certificates

Can I schedule an issuance?

Yes. Under issuance options on the issuance screen, change the issuance timing to Scheduled and set the date and time. → Issuing badges and certificates

I issued something by mistake. Can I undo it?

Content such as recipient name and email cannot be edited, so you must revoke and reissue. The issue date and expiry date are the exception and can be corrected directly from issuance status with [Edit issue and expiry dates]. → Canceling and revoking certificate issuance

Can I cancel or bring forward a scheduled issuance?

Yes. Select [Issue now] or [Cancel schedule] from the issuance schedule panel at the top of issuance status. Canceling a schedule does not consume your issuance limit. → Issuing badges and certificates

Managing after issuance

A recipient says they did not receive the email.

Bounced emails are automatically collected in the “Issuance failed” panel at the top of issuance status. Use [Resend all] or [Send again] per item there. If it was not a bounce but the recipient simply has not opened it, find the “not received” item in the list and send it again. → Handling non-delivery and reissuing

What is the difference between “not received” and “delivery failed”?

Not received means the email arrived but the recipient has not checked it; delivery failed means the email bounced and never arrived at all. Only delivery failures are collected in a separate panel. → Checking issuance results

What is the difference between “delivery” and “validity”?

Delivery shows whether the recipient actually received it; validity shows whether the certificate is valid. Looking at both together lets you judge the situation accurately. → Checking issuance results

Can I handle several items at once?

Yes. Selecting several items with checkboxes in issuance status lets you run [Edit issue and expiry dates], [Download PDF/Excel], [Send again], and [Revoke] in bulk. → Checking issuance results

Does revoking restore my issuance limit?

No. Revoking does not return the limit you used. Reissuing consumes one more, which is why checking before issuing matters. → Canceling and revoking certificate issuance

Will revocation look like forgery to the recipient?

No. Even after revocation it is shown as a “proper revocation” rather than “tampering,” and on the verification page the fact of issuance itself remains authentic. → Canceling and revoking certificate issuance

Can I get my issuance history as a file?

Yes. Use [Download file] at the top right of the issuance status screen. → Checking issuance results

Permissions and plans

How do the member roles differ?

There are four: owner, admin, issuance operator, and issuance operator (institution-limited). Only the owner can handle plan and billing or delete the workspace. → Inviting members and managing roles

Several institutions share our workspace, and I want to stop each contact from seeing other institutions’ information.

Set the role to issuance operator when inviting and set the scope to a specific issuer, and access is limited to that institution’s range. → Inviting members and managing roles

What happens if I exceed my issuance limit?

Issuance is restricted once you reach the limit. Turning on the 80% and 95% limit alerts on the Plan and billing screen lets you prepare in advance. → Checking and changing your plan

Are there features I cannot use depending on my plan?

Yes. Name pseudonymization is available from PREMIUM, and the badge QR code field from the Pro plan onward.

I want to open the badge page at my institution’s domain address.

Connect a custom domain in the site settings of your institution page. You must set the CNAME to kolleges.net in your domain management screen, and it can take up to 24 hours to take effect. → Styling your institution page

System integration

Can I issue badges automatically from our academic system?

Yes. Creating an API client in the Developer menu lets you grant only the permissions you need and handle certificate issuance and queries from your server. Work on it together with your developer. → Creating an API client

I lost my API secret.

The secret is displayed only once right after creation and cannot be viewed again. Use [Rotate secret] on that client to issue a new value. → Creating an API client

Closing operations

If I delete the workspace, do the badges I issued disappear?

No. Issued certificates and verification pages are preserved permanently, so recipients can still view them. → Deleting a workspace

Our contact person changed. How do we hand over?

Hand over the owner role with [Transfer ownership] on the General tab of the workspace. There is no need to delete. → Editing workspace information

Related guides

• Taking a tour of the first screen - For those just starting
• Issuing badges and certificates - The most frequently used feature
• Checking issuance results - Checking after issuance