Creating certificates step by step

Participants of approved projects of Erasmus+ Youth programme and of the European Solidarity Corps have the right to receive recognition for their participation and learning in the projects. The Youthpass certificate is the instrument that has been developed for this purpose.

The certificates are issued by the organisation or a youth worker/leader involved in the project. Depending on the type of the project this role can be taken by a group leader, coach, mentor, trainer, etc. To produce Youthpass certificates, please follow the step by step instructions below, guiding you through the production process.

Step 1: Sign up with Youthpass

Please register on the Youthpass website, entering your personal and organisation details. Please ensure the information is entered correctly, because the information about the organisation will also be displayed on the Youthpass certificate. In case you are about to create certificates on behalf of another organisation, you can add the other organisation to your account at a later stage.

After registering, the password will be sent to you by e-mail. Upon your first visit, please change the password in your personal details.

Step 2: Enter project details

After entering your project grant number, please provide the details of your approved project. Make sure that the details are filled in correctly and check for typing mistakes, as this information will be displayed on the certificates.

Step 3: Enter project activities

Please enter the activity(ies) of your project. Your project may include only one activity (such as a Youth Exchange) or several activities (such as a preparatory visit and a Youth Exchange). You can continue adding new activities (and entering/editing the relevant activity data) as you wish for your project. However, please consider that the activities you enter should be the ones relevant to the individuals for whom you wish to generate certificates. Please pay attention to entering the correct information and to keep the information short and concise as this information may be displayed on the certificates.

Important: If your project includes only one activity, the information you will enter in the fields "Activity title" and "Activity description" will overwrite the information you entered in the project details (in the "Project title" and "Project description" fields).

Step 4: Enter individuals

Please provide the details of the individuals in your project. You will need to choose whether a certain individual for whom you will generate certificates was a participant or a team member. This choice may influence the competence framework offered to describe the learning outcomes.

Make sure that the details are filled in correctly and check for typing mistakes, as this information will be displayed on the certificates.

The following tips may be useful:

You can upload a spreadsheet with all individuals' data, instead of entering the information one by one. The spreadsheet has to meet the following minimum criteria: 1) The first row of the table contains headings for the columns; 2) Each following row represents one individual; 3) The minimum data to upload from the file is the first and the last name of the individuals, in separate columns. However, we suggest you to upload the country of residence, email address and the language for communication as well, in order to avoid doing this manually at a later stage.

You can invite the individuals to insert or edit their own details. For sending an automated invitation to the participants, please make sure you have entered their e-mail addresses and chosen a language for communication.

Step 5: Validate and generate certificates

Please validate the certificates by providing the place and date of signature as well as the full name of the representative of your organisation signing the certificate.

The certificates are generated as a pdf file. To open the file, you need Adobe Reader. You can download it free of charge by clicking here or on the icon on the right. After the certificates have been generated, they are ready to be printed out and signed.

Good to know

The technical tool for producing Youthpass is designed in a way that permits you to prepare the certificates before your activity starts: you can fill in a large part of the requested information that is known already (e.g. project details, activity details, individuals' details, etc.) and save it. That allows you to better focus on the descriptions of the learning outcomes at the end of the project.

If you would like to work on your project with several people, you have the possibility to add them as editors. You can also enable YANS - Youthpass Automatic Notification System - for your project and keep up-to-date with your Youthpass-related tasks.

We hope you will enjoy working on Youthpass! For Step 1: Sign up now - please click here.