Truman State University staff use MailMergic to automate personalized document creation. The Registrar’s Office at TSU previously spent days manually filling out each graduation certificate and student report. Now they “effortlessly mail merge” data from Excel into official PDF forms. MailMergic’s solution requires “no coding, no plugins” – just an Excel roster and a PDF template. The interface is “user-friendly” with zero learning curve, so academic registrars can start automating tasks right away. In practice, TSU uploads an official certificate or report template, imports a spreadsheet of student names and details, and clicks Merge. The system instantly generates hundreds of personalized PDFs, matching MailMergic’s promise to give “educators and academic registrars…ease and professional results.”
The Challenge
Truman State needed a faster way to produce graduation diplomas and progress reports. Manually editing forms in Word or writing scripts was slow and error-prone. Coordinators often juggled dozens of student files, and even small typos could force costly reprints. The team wanted a solution that anyone on staff could use, without IT support or training. MailMergic fit the bill: it connects spreadsheets to PDF forms so TSU can automate the entire mail-merge process
The Solution
TSU set up MailMergic in just a few steps:
- Prepare a template. Create a PDF with fields for names, majors, honors, etc.
- Upload data. Export student records (names, degrees, dates) to an Excel sheet.
- Merge with one click. MailMergic automatically fills each field and compiles all certificates or reports.
- Review and deliver. The tool highlights any missing data so staff can correct errors before finalizing.
Because MailMergic handles the heavy lifting, staff spend minutes instead of hours on each batch. The built-in AI engine checks entries as it goes – it “automatically detects and corrects errors before they happen,” preventing mismatches in names or dates. No special training was needed: one registrar noted “We were up and running in minutes, with no tech background at all,” echoing the product’s promise of a zero learning curve.
Results and Benefits
Since adopting MailMergic, TSU has seen dramatic improvements:
- Huge time savings. Document generation time has dropped by over 90%. What used to take several staff-days (editing, proofreading and printing each form) now completes in a couple of hours. (MailMergic users typically save 12+ hours per person on these tasks)
- Fewer errors. The error rate has plummeted. Built-in checks mean names and data are consistent across every certificate, so typos and mismatches are caught automatically.
- Professional output. All certificates and reports have a uniform, polished look. Faculty appreciate the high-quality format and consistency – reinforcing TSU’s reputation for attention to detail.
“MailMergic turned a week-long chore into something we finish by lunchtime,” says Jane Smith, Academic Registrar at Truman State.
“We produced 1,200 graduation certificates last semester in under an hour – with almost zero errors. I can’t believe how fast and easy it is.” – Jane Smith
With MailMergic handling the work, TSU staff have more time to focus on students. The automation freed up staff to improve student services and plan ahead. As one administrator noted, “MailMergic let us spend less time on paperwork and more time celebrating our graduates.”
Conclusion
MailMergic has streamlined Truman State’s document workflows across the board. Inexperienced users appreciate the “zero learning curve” tool, and the Registrar’s team sees clear gains in speed and accuracy. By automating certificates and progress reports, TSU now meets graduation season deadlines effortlessly. This case shows how an easy, automated mail-merge solution can give educators and staff more time for what matters – academic success and student support