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Enroll a Contact from the Contact's Profile

Updated

 

The Goal: Manually enroll a contact into a certification program directly from their contact profile record.

Before You Begin:

  • Check your Continuing Education General Settings first. If Enroll Attendees to All Relevant Certifications is enabled (the default), contacts are automatically enrolled when they register for events with attached certification components — manual enrollment is not needed.
  • Manual enrollment (this article) is only needed when the Enroll Attendees to All Relevant Certifications setting is disabled in your Continuing Education General Settings.
  • The certification program must already exist in the system. If it does not, create it first.
  • If the certification has a fee, ensure the Fee Item is configured and that you have billing contact and address information ready.

Important Note on Automatic Enrollment

In your Continuing Education General Settings, the Enroll Attendees to All Relevant Certifications option is enabled by default. This setting automatically enrolls anyone who registers for an event with a certification component attached into the appropriate certification program. The majority of GrowthZone customers use this approach, completely automating the enrollment process. There is nothing else you need to do to enroll attendees to certifications if this setting is enabled for your database.

If the Enroll Attendees to All Relevant Certifications setting is disabled in your Continuing Education General Settings, you will need to manually enroll contacts to their certifications.

Using the Contact's Profile

  1. Navigate to the contact's record. On the Profile tab, click the plus sign in the Certifications section.screenshot
  2. In the Add Certification Contact Enrollment window, configure the following:screenshot
    • Certification Program: Select the desired program from the drop-down list, OR click the gray plus icon to create a new certification program.
    • Certification Status: Select In Progress.
    • Started: Enter the date the contact began the certification program.
    • Completed On (if applicable): Enter the date the contact completed the certification program. Once entered, the Expires date will be calculated based on the program's expiration setting.
  3. If the selected certification program has a fee attached, additional Fee Item and Invoice Options fields will appear:
    • Fee Item: Auto-populated from the certification setup. Override if needed.
    • Description: Auto-populated from the fee item. Override if needed.
    • Price: Auto-populated from the fee item. Override if needed.
    • Invoice Options: Select delivery option (Print or Email), billing contact, billing address, billing email, invoice terms (optional), and invoice message (optional).
  4. Note: % Complete and Hours/Credits Earned will be automatically updated by the system as the contact progresses. Completed components and attached files will also display here over time.
  5. Click Done.

Common Pitfalls

  • Duplicate enrollments: If auto-enrollment is enabled AND you manually enroll, the contact may be enrolled twice. Verify your Continuing Education General Settings before manually enrolling.
  • Missing invoice terms: If no Invoice Terms are selected, the system defaults to the terms configured in your Finance Settings.

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