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Use Case: Import Attendees for Code of Ethics or Fair Housing credit

Updated

REAL ESTATE EDITION ONLY

 

GrowthZone recognizes that some REALTOR® associations have outside vendors providing COEC, COEN, and/or Fair Housing education on their behalf, and may be receiving rosters of attendees who have completed the requirements. Rather than manually registering those attendees, associations can use the Import Attendees option to import a list of attendees into a GrowthZone event with a Continuing Education component attached, update the registration status, grant the credit, and automatically sync those education records to M1.

 

 IMPORTANT: Importing attendees will only register the attendees for the event; IT WILL NOT GENERATE INVOICES. There is currently no way to generate invoicing for an event for imported attendees. If invoicing is needed, BEST PRACTICE IS TO REGISTER THE ATTENDEES FOR THE EVENT; this will create the appropriate invoice and will tie the invoice to the event. Manually created invoices do NOT get associated to the event.

 

The Import Attendees option is limited to 100 attendees per file. You can import multiple files into a single event if needed.

Five Steps to Import Attendees

  • First, the association must have its COEC, COEN, and/or FAIRH components set up in the Continuing Education module as described in this article.
  • Second, the event(s) must be created. If you are granting more than one credit type for a single event (i.e. attendees may be receiving either COEC or COEN credit for attending the same class), please review this article and structure your event(s) appropriately. NOTE: This process will not work for sessions, so if a class is covering both COEC and COEN requirements, you will need to set up separate events (one for the COEC credits, and one for the COEN credits) and will need to separate the attendees into their respective credit groups. Each event will need a free registration type set up, and registration will be enabled, but the events do not need to be attached to a calendar or otherwise visible to the public in any way.
  • Third, the component(s) in question should be attached to the event.
  • Fourth, you will need to upload your attendees via .csv document using the Import Attendees option. 
    • IMPORTANT! Use "Registered" as the Status for the import. If you select "Attended", the process will NOT work.
  • Finally, when the import is complete, use the Actual Attendance/No Shows tool to mark attendees as "Attended". That will trigger the Continuing Education module to send the emails and generate the certificates for attendance, as well as add the COEC, COEN, or FAIRH education record to the Real Estate tab of the agent, which will trigger the sync to M1.

Example:

I'm the education coordinator for a REALTOR® association, and we have a class provided by a vendor (who handles the registration and fees) that grants a COEN credit to new agents and a COEC credit to existing agents. The vendor provides a roster of agents who attended and received the credits for us to provide to M1.

 

  1. In the GrowthZone Continuing Education module, I will verify that my COEC and COEN components are set up to trigger a sync to M1 and that they are attached to the appropriate certification program.
  2. I will set up two events for the appropriate date (one for COEC and one for COEN) and will NOT attach them to a calendar; this will leave the events active in the back office, but not public. One event will have the COEC component attached; the other will have the COEN component attached. Since we are not tracking any registration fees, each event will need a single free registration type set up, and registration will need to be enabled.
  3. When I receive the roster of attendees from the vendor, I will separate them into two files (.csv format only):
    • One for the agents receiving COEC credit
    • One for the agents receiving COEN credit
      If there are agents who attended the class but did not receive the credit, do not include them in the file(s)!
  4. In the COEC class, I will upload the list of COEC attendees, selecting my free registration type and using "Registered" as the Status option.
  5. When the upload is complete, I will go to the Attendees tab and use the Actual Attendance/No Shows tool to mark everyone as attended.
  6. Repeat steps 4 and 5 for the COEN class/credits.

The action of updating the registration status of an attendee from Registered to Attended is the trigger that signals the system to generate the component certificate and send the email to the attendee. 

 

The system updating the component completion of a COEC, COEN, or FAIRH component is what triggers the education record sync from GrowthZone to M1.

 

FAQs

What happens if I accidentally select "Attended" instead of "Registered" during the import process?

The attendees will be imported, but no certificates will be generated, no credit will be received, and no education records will be synced to M1.

Can I fix it?

Yes. By using the Actual Attendance/No Shows tool, you can set attendees' status back to "Registered," but this must be done on each individual agent. Once everyone is back in a "Registered" status, you can click Done. Then, re-open the tool and use the "Set All to Attended" button and save; this will then trigger the certificate creation, automated email message, and the addition of the record to the Real Estate tab + M1 sync.

 

Related Articles

Code of Ethics and Continuing Education

Fair Housing and Continuing Education

Add/Update Fair Housing Training

Code of Ethics and Fair Housing - Agents

Data Sent to M1 for Code of Ethics and Fair Housing