Certificate Hero’s Import feature allows you to create multiple certificates at once using a CSV or Excel spreadsheet.
The Import feature is best suited for adding new holders and generating new certificates. If you need to make changes to existing certificates, use the Import & Update option outlined later in this article.
Download an Import Template
To ensure your import report is formatted correctly, download the most recent Certificate Hero import template before preparing your spreadsheet.
Certificate Hero supports both CSV and Excel files. Both templates can be found within the Create Import slide-out menu or downloaded using the links below.
Download CH CSV template HERE.
Download CH Excel template HERE.
Please Note:
Always use the most recent import template. Column names must remain unchanged for the file to import successfully.
If you need to update existing certificates, please use the Import & Update option and follow the steps outlined below.
Keep in mind:
Before updating, you'll first need to export your current certificate list, make changes only to the fields that can be updated (see list below), and then re-import that updated file.
For step-by-step instructions on how to export your certificates, click HERE
Certificate Import
From the Certificates menu, click "Import".
On the next screen, in the upper right corner, click the orange "Create Import" button.
On the next screen, enter the name for the import. You can optionally add a description for your Import as well.
Select the appropriate delimiter from the dropdown. The delimiter is the character used to separate multiple pieces of data within supported fields. For example, select comma when multiple values in the spreadsheet are separated by commas.
Upload your document by dragging and dropping into the field, or by clicking to search your device.
Once all required fields are filled out, click the blue "Import Certificates" button.
After your import is complete, you will be brought back to your Certificates Import menu. The status will read "completed" and you can confirm the number of certificates imported within the "# of Certs" column.
If you would like to download a zip file containing PDF copies of the imported certificates, within the "Actions" menu on the far right of the import, click "Download".
Your new certificates will now be found within your Certificate Manager with a status of "Issued".
Endorsements on Imported Certificates
Endorsements are no longer entered through an Endorsements column on the standard import spreadsheet.
When certificates are created through an import, Certificate Hero will apply the endorsements attached to the COI Template selected in the spreadsheet.
Please Note:
- If you want the imported certificates to include endorsements, select a COI Template containing those endorsements.
- If you do not want endorsements added, select a COI Template that does not contain endorsements.
- This change applies to standard certificate imports. It does not change the Export or Import & Update spreadsheet structure.
Description of Operations
Any wording entered in the Description of Operations column of the import spreadsheet will override the Description of Operations saved on the selected COI Template.
This includes leaving the field blank.
If you want to use the Description of Operations from the COI Template, copy and paste the template wording into the Description of Operations column of the import spreadsheet.
* Please Note: Any verbiage entered in the Description of Operations column of the import report will override the verbiage entered in the Description of Operations of the COI Template entered on the report. This includes leaving this field blank. If you need the verbiage from the COI Template to be referenced on the certificate, you can copy and paste the text from the COI Template into the Description of Operations field on the Import Report.
Freeform 101 Content
The import spreadsheet includes a Freeform 101 Content column.
If this column contains wording, Certificate Hero will place that wording on the imported certificate.
If the field is blank and the selected COI Template contains Freeform 101 content, Certificate Hero will use the content attached to the template.
If neither the spreadsheet nor the selected COI Template contains Freeform 101 content, no Freeform 101 wording will be added.
Please Note:
Wording entered through an import is applied to the individual certificate. It does not update the original Freeform 101 profile.
Importing International Addresses
Certificate Hero supports international addresses for both Holders and Named Insureds when creating certificates through an import.
When entering an international address:
- Enter the complete international street or mailing address.
- Select or enter the appropriate country.
- Enter the state, province, territory, or regional information when applicable.
- State or province values are not limited to two characters for international addresses.
- Enter the applicable international postal code.
For non-U.S. holder addresses, the country will appear as part of the address on the issued certificate.
Please Note:
Review all international address information before completing the import. Address requirements and formatting may vary by country.
Import & Update Existing Certificates
Need to make updates across existing certificates for an insured without creating new certificates?
The Import & Update feature allows you to update eligible fields across multiple active certificates.
This feature can be used when working with an updated holder list, preparing certificates for renewal, correcting holder information, updating certificate-level wording, or deactivating certificates in bulk.
Before performing an Import & Update:
- Export the current certificate list from Certificate Hero.
- Make changes only to the supported fields listed below.
- Re-import the updated file using the Update via CSV option.
For step-by-step instructions on exporting certificates, click [HERE].
Editable Columns
The following fields can be updated:
- Deactivated Date
- Description of Operations
- Freeform 101 Content
- Holder
- Holder Name
- Holder Email
- Holder Address
- Mailing Address Line 1
- Mailing Address Line 2
- Mailing Address Line 3
- City
- State
- Country
- Postal Code
International holder addresses can also be updated through Import & Update. This includes changing an existing domestic holder address to an international address.
Please Note:
- Changes made to unsupported columns will be ignored.
- Column names must remain unchanged.
- Only active certificates will be updated.
- Dates must use the format
1/21/2021.- A blank Holder Email field means the email will not be updated. It does not remove the existing email.
- Freeform 101 wording entered through Import & Update changes the wording on the certificate only. It does not update the associated Freeform 101 profile.
To perform an Import and Update:
From the Certificates menu, click "Import".
In the upper right corner, click the orange "Create Import" button.
On the next screen, enter the name for the import. You can optionally add a description for your Import as well.
Select the appropriate delimiter from the dropdown. This should match the character used to separate multiple pieces of data within your spreadsheet.
Click the option that says "Update via CSV".
Upload your updated spreadsheet by dragging and dropping into the field, or by clicking to search your device.
Click "Import" to close the modal and begin the update process.
A pop-up modal will appear reminding you of the fields eligible for update (listed above).
Click "Import and Update" to close the modal and begin the update process.
Once the update is complete, you’ll return to the Certificates Import menu. The status will read "Completed", and you can review the number of updated certificates in the "# of Certs" column.
As with regular imports, you can download a ZIP of PDFs via the "Actions" menu.
All updated certificates will appear in the Certificate Manager with a status of "Issued".