The Goal: Understand every certification enrollment status and when each is applied, so staff can accurately interpret and manage contact progress.
Status Reference
- In Progress: Contacts currently working towards a program/certification. May be automatically set when a contact applies to the certification/program and participation does not require approval. May also be manually set when staff adds a contact to a certification/program from the back office.
- Applied: Contacts who have applied for a program/certification but have not yet been approved. Applies only to programs/certifications configured to Require Approval. If Require Approval is not enabled, the status is automatically set to In Progress.
- Declined: Contacts whose application was denied. Set manually by staff.
- Active: Contacts with active certifications. Set automatically when a program/certification has been completed — either by system logic when all components are finished, or manually by staff when the program requires admin approval for completion.
- Inactive: Set manually by staff. Used when a contact has enrolled in a certification/program but has not been working towards its completion.
- Expired: Contacts whose certifications have expired. Expiration dates for certifications are configured at the certification program level.
- Not Completed: Contacts who did not complete the necessary certification work in the time allotted. Set manually by staff — no automated logic.
- Admin Review: Contacts who have completed the necessary work but whose certification must be approved by an administrator before the status advances to Active.
- Expiring: Contacts whose certification is nearing expiration. Contacts receive this status based on the Send 'Certification Expiring' Emails n Days Before Expiration setting configured in Continuing Education General Settings. To update this setting, go to Events & Learning, Continuing Education section, click Settings and select Certification General Settings.
- Cancelled: Contacts whose certification has been cancelled. Set manually by staff — no automated logic.
Common Pitfalls
- Expecting automatic status changes: Only In Progress, Applied, Active, and Expiring are set automatically by the system. Staff must manually set Declined, Inactive, Not Completed, and Cancelled.
- Expiring not triggering: Confirm the Send 'Certification Expiring' Emails N Days Before Expiration value in Continuing Education General Settings is greater than 0.