Powering Personalised Learning for X3SI with Moodle™ Software Customisation
X3SI, based in the vibrant tech district of Kuala Lumpur, Malaysia, is a company known for combining innovation and technology to provide meaningful digital learning solutions. As a client that values high-performance systems with a personalised touch, they came to us with a challenge perfectly suited to our development strengths at Pukunui — enhancing the way Moodle™ software handles certificate delivery.
X3SI’s goal was simple on paper: streamline and automate personalised certificate emails from within their Moodle™ platform. But as any developer will tell you, “simple” is a deceptive little word. Bringing real customisation into the Moodle™ environment – especially when it comes to email communications – requires consideration of both technical constraints and the end-user experience. That’s where we came in.
The Challenge with Certificates and Communication
One of the key courses delivered through X3SI’s Moodle™ system included custom certificates issued upon completion. The certificates worked fine, but the email delivery process left something to be desired. Training coordinators had to manually send certificates. Not ideal when running multiple concurrent training cohorts.
On top of that, they wanted more control — think personalised subject lines, beautifully written HTML content, and a system flexible enough to work across different certificate templates. The problem? The native Moodle™ plugin didn’t offer this. Out of the box, you’re stuck with rigid templates and no real way to speak directly to the learner. A certificate that feels like it came from a robot? Not exactly the warm and fuzzy finish to your online course.
The need was clear: give X3SI the power to craft thoughtful, automated messages that would accompany each certificate — custom, timely, and well-branded. Which sounds a little bit like sending greeting cards at scale, minus the glitter.
Tailoring Moodle™ Software to Fit the Vision
To meet X3SI’s requirements, we rolled up our sleeves and got to work on customising the existing Certificate plugin within their Moodle™ software instance. The goal was to blend automation with authenticity — no easy feat when you’re dealing with structured data and HTML emails.
Here’s how we tackled it:
- We added a new plain text field in the certificate activity settings. This now allows training teams to specify a custom subject line for each certificate email. “Well done!” just doesn’t cut it for every case.
- Then an HTML field built into the same settings panel. X3SI can now create rich, visually appealing email bodies that include logos, formatting, and even emojis if they’re feeling extra friendly.
- We enabled dynamic placeholders — variables that pull in real user and course details — so each learner receives a message tailored to their achievement.
- Lastly, we ensured that if nothing custom is entered, the system gracefully falls back to Moodle’s default email functions.
The customisation was built with flexibility in mind, and deployment followed our standard testing protocol. To ensure peace of mind for X3SI, we wrapped it up with a 60-day warranty covering any bugs in the approved feature set.
Why This Matters for Organisations Like X3SI
Training and professional development providers like X3SI operate in a fast-moving space. Whether it’s corporate upskilling, compliance training, or digital certifications, learners expect experiences that feel personal, not generic.
The real magic of Moodle™ software isn’t just its flexibility — it’s how you tailor it to serve your unique community. With this project, X3SI pushed their platform past its default limits to deliver a learner experience that aligns with their values: quality, professionalism, and consistency. More than a technical improvement, this plugin enhancement helped tie a bow on their content — making sure the last interaction with a course felt just as professional as the first.
The Result: A Smoother Certification Journey
This upgrade has been a productivity booster. The new email capability means certificates practically send themselves (technically, they do). And because the messages are polished and branded, learners feel seen and appreciated — always a good thing when you’re building loyalty in the education sector.
It’s also worth mentioning that X3SI was a pleasure to work with — structured in their expectations, responsive in communication, and always thinking about how technology could best serve their learners. It’s one of those collaborations where you remember why you got into custom Moodle™ development in the first place.
Looking Ahead
We’re keeping in touch with X3SI to support their future needs as their Moodle™ software evolves. This project was just one step in a larger digital learning strategy, and there’s always more on the roadmap – after all, online learning never sits still.
With a more efficient course completion workflow in place, their team can focus on what really matters: creating impactful learning experiences — not chasing certificate PDFs around their outbox.
Need a Smarter Way to Deliver Your Learner Certificates?
At Pukunui, we help clients shape digital education platforms that feel less like platforms and more like experiences. If your Moodle™ implementation could use some customisation (yes, even email ones), get in touch — and let’s make your system work your way.
