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Enroll a Contact Using the Continuing Education Module’s Tracking Tab

Updated

 

The Goal: Manually enroll a contact into a certification program using the Tracking page in the Continuing Education section.

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 — manual enrollment is not needed.
  • Manual enrollment (this article) only applies when the Enroll Attendees to All Relevant Certifications setting is disabled in your Continuing Education General Settings.
  • The contact must exist in the database. The system will not allow enrollment of contacts not already in GrowthZone.
  • The certification program must already exist. If it does not, create it first (or be prepared to create it on the fly from this screen).
  • 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 Tracking Page

  1. Go to Events & Learning, Continuing Education section, click Tracking. Then click the Add button.
  2. In the Add Certification Contact Enrollment window, enter the contact's name. The contact must exist in the database. Once you enter the name and select the contact, the window will update with additional fields:screenshot
    • Certification Program: Select the desired program from the drop-down list, OR click the gray plus icon to create a new certification program.screenshot
    • 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. If the program is set to Do Not Track Completion, no date will appear in the Expires box.
  3. If the selected certification program has a fee attached, additional Fee Item and Invoice Options fields will appear:screenshot
    • 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). If no Invoice Terms are selected, the default configured in your Finance Settings will be used.
  4. Note: 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

  • Contact not found: The contact MUST exist in the GrowthZone database before you can enroll them. Create the contact record first if they do not yet exist.
  • 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.
  • Expires date not appearing: If the certification program is set to Do Not Track Completion, no Expires date will populate even after entering a Completed On date.
  • Missing invoice terms: If no Invoice Terms are selected, the system defaults to the terms configured in your Finance Settings.

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