ATHE Certification: Uploads & Certificates

QedON registers learners who complete accredited courses with ATHE (Awards for Training and Higher Education), so they get an ATHE certificate. There are two parts: sending ATHE a CSV of learners who completed, then emailing each learner their certificate once ATHE issues it. A Claude skill does the checking and file preparation, and a Power Automate flow does the emailing.

Who this covers, and how often

Reminders for both are in the support@qedon.com shared calendar, which Gabi, Dylan and Katie can see.

Before you start

• The athe-certification-upload skill is switched on in Claude. It’s shared org-wide — if you don’t see it, find it under Customize → Skills.
• Your Microsoft 365 connection is set up in Claude. The skill uses it to read past uploads on SharePoint. Without it, the skill stops and asks you for the previous upload files instead.
• You can open the QedON Shared SharePoint site.
• You have a login for the ATHE portal: atheportal.co.uk/log-in.
• For Part B, you can run the Power Automate flow Send ATHE Certificates. Gabi, Dylan and Katie can run it — if you can’t see it under My flows, ask Gabi.

Part A: upload learners to ATHE

Step 1: Find the last upload date

In Claude, ask: When was Safe Ireland last uploaded to ATHE? (or Women’s Aid). Claude checks SharePoint and gives you the date for each course.

Step 2: Pull the Moodle report

Open the client’s ATHE report in Moodle’s Custom Report builder:

• Women’s Aid: SPP ATHE Certificates - Do Not Edit
• Safe Ireland: ATHE

Use the report’s Filters panel to set Time completed to on or after that date, then download it as a CSV. Filtering from the same day is deliberate: nobody who completed later that day is missed. Anyone already uploaded gets removed automatically in the next step.

Safe Ireland’s ATHE report covers both courses, so you also need the Conditions panel to pull one course at a time: open Conditions, find Course full name, set it to contains, and enter law for DV in Law, or funda for the Fundamentals course.

Don’t edit the report itself — that’s why it’s named “Do Not Edit”. Use Filters and Conditions only, so the columns stay exactly as the skill expects.

Don’t open and re-save the CSV in Excel before giving it to Claude — Excel can swap day and month in dates.

Step 3: Give the report to Claude

Attach the CSV and say, for example: ATHE upload for Safe Ireland, DV in Law. Claude will:

• keep only learners who completed and answered I DO CONSENT
• remove anyone already sent to ATHE for that course, by checking past uploads on SharePoint
• remove duplicates
• check every date of birth is realistic
• give you the upload CSV, and list in the chat anyone it flagged

Step 4: Upload the CSV to the ATHE portal

atheportal.co.uk/log-in

Step 5: Save the CSV to SharePoint

Save it under the same file name:

• Safe Ireland: Company/Moodle Platform/Safe Ireland/ATHE Cert Uploads
• Women’s Aid: Company/Moodle Platform/Women’s Aid/ATHE Certificates Uploads

This step is what records the upload for the whole team. The skill reads these folders to know who’s already been sent and when the last upload was. If the file isn’t saved here, the next person will send those learners again.

Step 6: Email the flagged learners

Ask them for their correct date of birth. They’re not included in the upload.

Step 7: When a flagged learner replies

Give Claude their DOB and the report, e.g. DOB follow-up for Safe Ireland Fundamentals: [learner email] is [DD/MM/YYYY]. Claude makes a small follow-up CSV just for them — upload it to ATHE and save it to SharePoint like any other upload. Also correct their DOB in Moodle, so they aren’t flagged again.

Why learners get flagged

Learners who answered “I DO NOT CONSENT” are left out on purpose and must not be uploaded.

ATHE’s portal only accepts a real date of birth (DD/MM/YYYY). “Unknown” was tested and rejected, so flagged learners can’t be uploaded with a placeholder — they have to be resolved first.

What’s in the upload CSV

• Columns: Funding, Start Date, End Date, Name, DOB, Gender, Ethnicity, Email, Assessment Language, campus ID, Progress to University.
• Start Date and End Date: the first and last day of the month the upload is done, e.g. 01/09/2026 and 30/09/2026 — these are ATHE-side only and unrelated to Moodle dates.
• Ethnicity is always “Unknown”, because we don’t collect it. Assessment Language is English. campus ID is 11916, and ATHE requires it.
• File name: [Client] - [Course] - ATHE Upload - [YYYY-MM-DD].csv, e.g. Safe Ireland - DV in Law - ATHE Upload - 2026-09-23.csv.

Don’t edit the CSV by hand. If something’s wrong, fix it in Moodle and ask Claude again.

Part B: email certificates to learners

Download from ATHE → Claude prepares → upload to To Send → run the flow → learners emailed.

Step 1: Download the certificates

From the ATHE portal. A ZIP, several ZIPs, or loose PDFs are all fine.

Step 2: Give them to Claude

Say, for example: ATHE certificates for Safe Ireland (or Women’s Aid). Claude will:

• match each certificate to the learner’s email, using past uploads
• put anyone with two certificates into one email
• skip duplicate downloads
• give you a ZIP of renamed certificates and a file called Certificate Send List.xlsx
• list in the chat any certificate it couldn’t match with certainty — those aren’t included, and need sorting out by hand

Step 3: Upload to SharePoint

In Company/Moodle Platform/ATHE Certificates/To Send:

• Unzip the certificates ZIP and upload all the PDFs.
• Upload Certificate Send List.xlsx using Upload → Replace when SharePoint says the file already exists.

Never delete the send list and upload a new one. SharePoint treats that as a brand-new file, and the flow loses its link to it.

If SharePoint says the file is “locked for shared use”, close any tab or Excel window that has it open, wait 5–10 minutes, and click Retry. The flow also holds a brief lock after it runs.

Step 4: Check the send list

In SharePoint, check the names, emails, and who’s getting two certificates. Then close it.

Step 5: Run the flow

In Power Automate, go to My flows, hover over Send ATHE Certificates, and click ▷ Run.

Step 6: Check the summary email

You’ll get one when the flow finishes. It says how many learners were emailed, and lists any that failed.

What learners receive

All of a learner’s certificates are attached to one email.

After the flow runs

• Each row in the send list is marked Sent (with a date and time) or Failed.
• Sent certificates move to ATHE Certificates/Sent.
• A dated copy of the send list is saved in ATHE Certificates/Send Lists — that’s the record of who received what.

Running the flow again is safe: rows already marked Sent are skipped, so nobody is emailed twice.

Resending, and fixing failed rows

To resend to someone

1. Move their PDF(s) from Sent back to To Send.
2. Open the send list in Excel Online and clear their Status and SentDate cells.
3. Close it and run the flow.

A row marked Failed

The usual cause is that one of their PDFs wasn’t in To Send, or their email address is wrong. Fix it, clear the Status cell, and run the flow again.

Troubleshooting