The PDFs are ready. Now decide how they should reach people: a personal email, a shared collection, or your existing delivery system. Start with the recipient list, not the send button.
What a batch changes
Repetition moves into the tool. Review still belongs with you:
- •Manual: Choose an attachment and address for every message.
- •Batch: Check the source rows and previews, then monitor the sending queue.
Option 1: An email from your Gmail account
Useful when each person should receive their own PDF alongside a note from you.
How It Works
- Make the PDFs: Generate them in Certly from your image and recipient list.
- Import recipient list: CSV or Google Sheet with names and email addresses
- Connect Gmail: Authorize the sending account (your organization's email)
- Customize email: Add a personal subject line and message
- Review, then send: The API relays each message and attachment to Gmail. Follow the queue status.
Learn more about bulk Gmail sending or explore alternatives like Google Sheets integration.
Why Gmail?
- A familiar sender: The email comes from the Google account you connect.
- A reply path: Recipients can reply to that address with corrections.
- A personal note: Use your imported fields in the subject or message.
- A clear attachment: Each message carries the recipient’s PDF, not a public credential link.
⚡ Gmail Rate Limits
Google sets sending quotas for your account, including your other mail. Check its current limits and any quota errors before starting another send.
Option 2: Your existing email system
If your organization already uses a transactional email service, download the ZIP and use that separate workflow. Certly does not integrate with Mailgun or SendGrid:
- Check the setup: Confirm that your system can match each PDF to the correct recipient.
- Check the allowance: Provider quotas and pricing apply independently.
- Check the data policy: Sending elsewhere shares addresses and attachments with that provider.
Best Practices for Bulk Email
1. Personalize the Subject Line
Instead of: "Certificate attached"
Try: "Your [event] certificate is ready"
These brackets illustrate changing details. In Certly, use the composer’s placeholder controls and preview the resolved values.
2. Write a Compelling Email Body
Make it personal and celebratory:
Hi [name],
Congratulations! Your certificate for [event] is attached.
Thank you for spending the day with us.
If a detail needs correcting, reply to this email.
Best,
The [organization] Team
3. Timing Matters
- • Agree on a delivery date and tell attendees what to expect.
- • Finish the attendance check before issuing the batch.
- • Leave room for quotas rather than promising an exact send time.
4. Track Delivery
- • Monitor bounces: Identify bad email addresses
- • Check sending status: Certly does not track email opens or attachment downloads.
- • Re-send to bounces: Try alternative emails if available
Common Mistakes to Avoid
- ❌ Wrong email address: Always verify recipient emails before sending
- ❌ Generic subject: Low open rates if it looks like spam
- Sending past your quota: Check Google’s account limits before retrying.
- ❌ Forgetting attachments: Test with one recipient first
- ❌ No follow-up: Some emails may bounce—have a backup plan
Your Next Step
Start with a checked batch and a checked message. If email is not the right route, the ZIP download remains available.