Configuring the Certifications App

By navigating to the Certifications app and selecting Setup from the left toolbar, you are able to configure settings for the various components within the app.

 

Table of Contents

• Programs
• Credits
• Activities
• Global Settings
• Exams
• Training
• Applications
• Certifications

 

Programs

1. Select Programs from the left toolbar.
2. Click Catalog.
3. Click Create a New Program.
4. Here you will create some basic information regarding the certification in Rhythm, including:
   • Name
   • Program Group
   • Program Description
   • Certificate Settings
   • Layouts and 360 Screens
     
     Note: There is a section to configure page layouts for the certification and applications. There are also fields to set the 360 screens for the certification and application. We will configure those later. 

 

Credits

1. Select Credits from the left toolbar.
2. Click Types.
3. Click the Create Credit Type to create types that apply to your certifications.

Note: Credits do not necessarily need custom fields. These are used if the previous AMS has some type of custom data that needs to be migrated into Rhythm.

 

Activities

1. Select Activities from the left toolbar
2. Begin by selecting Types to create a certification activity type and input the relevant information:
   • • Basic information like the Name and ID
     • Prompts and portal options
     • Applicable credit types (we set these up in the last section)
     • Description
     • Credit instructions
     • Credit Calculator: This option will calculate the number of credits someone will receive from an activity using variables and values.
       
       Helpful hint: You can also use your own formulas. If you need assistance writing these formulas, please reach out to support with the requirements.
       
       
3. Once you have created your Certification Activities, select Forms under Activities from the left toolbar to create the form that will be shown to when someone self-reports an activity. To learn more about form configuration, check out this article.
4. Now that your form has been created, it needs to be assigned to a process. Select Reporting Process under Activities from the left toolbar. Here, you will select some basic information along with the form to be used.

 

Global Settings

Selecting Settings from the left toolbar will bring you to the Certifications app's global settings. Configuration options set here will apply across all of the components within the app. Here, you can determine the following:

• How certification programs appear in the portal
• Whether learners receive a discount when renewing multiple certifications at once
• Training provider settings including billing, administration, and query access
• Finance settings for certification-related purchases
• Credit card settings including the ability to pay with a credit card and the option to add credit card processing fees to the order
• What other payment options you'd like to make available
• Whether you'd like to prompt for a donation at checkout

 

Exams

Catalog

Here, you will create exams and set the criteria for passing.

1. Select Exams from the left toolbar and then select Catalog.
2. On the next page, click the Create Exam button.
3. Begin by giving your exam a name.
4. Determine the passing score as well as the minimum and maximum number of days for the retest period.
5. Designate the exam notice you would like to send to someone when they pass or fail an exam.

From the Catalog page, you can select any of your exams and associate fees with them.

1. Click the hyperlinked name of the exam.
2. On the next page, click the Fees tab and then click the Create Fee button.
3. Here, you can determine the price of the exam and choose to give a discount to members.
4. Like other fees in the platform, you have the option to designate the following:
   • Special pricing logic
   • Purchasing eligibility
   • Confirmation email
   • Coupon codes
   • Documents
   • Installment plans
   • Cancellation fees
5. You can associate the fee with different exam offerings.
   
   Helpful Hint: Having different fees is helpful when you want to charge different rates for different exam offerings, like in-person or virtual. You can also assign different feels for the original registration and the retest.

 

Forms

Next, we'll configure the form that someone will complete when registering for an exam.

1. Select Forms under Exams from the left toolbar to create the form. To learn more about form configuration, check out this article.
2. Like any registration process, this form needs to include an order process. To support this, make sure to add the Order Details, Review Order, and Completion pages with the appropriate components.
   
   Helpful Hint: Custom fields can be created for this form by navigating to Setup > Exams > Custom Fields.

Registration Processes

There are two types of registration processes for exams - register and retest. Using information we know about the applicant and your retest settings, Rhythm will present the portal user with the appropriate option.

1. Select Registration Processes under Exams from the left toolbar.
2. Select the process type - register or retest - and give the process a name.
3. Determine whether you want the process to be available in the portal or only in the console for your staff.
4. Select which form to apply to the process.
5. If the process only applies to certain exams, select the checkbox and designate the appropriate exams.
6. Determine whether the process should be available to training providers.
7. Enable the contact form if you want to prompt users to update their contact information before completing the form.
8. You can choose to override the checkout settings we set at the global level.
9. Enable the confirmation email to send once the exam registration is complete, using the editor to design your email and add content.

 

Testing Facilities

Testing facilities are the locations that can administer exams.

1. Select Testing Facilities under Exams from the left toolbar.
2. Click the Create Testing Facility button.
3. Give your testing facility a name and enter the address.

 

Training

Course Types

Before you do anything, you need to set up your different course types.

1. Select Course Types under Training from the left toolbar.
2. Click the Create Course Type button.
3. Give your course type a name.

 

Courses

Once your course types have been created, you will create the courses themselves. You may offer this course multiple times in a variety of formats - that is called a Course Offering. 

1. Select Courses under Training in the left toolbar.
2. Click the Create Course button.
3. Give your course a name.
4. Determine whether certification credits should automatically be assigned when someone registers for this course, including the number of credits to assign and whether they should be verified automatically.
5. Provide a short description of the course which will appear in the course catalog on the portal.
6. Provide a full course description which will appear when someone views the course details in the portal.
7. You can elect to publish this course to the portal or make it so it's only visible in the console by your staff.
8. Associate the course with any of your certification programs or exams.

From the Manage Courses page, you can select any of your courses and associate fees with them.

1. Click the hyperlinked name of the course.
2. On the next page, click the Fees tab and then click the Create Fee button.
3. Here, you can determine the price of the course and choose to give a discount to members.
4. Like other fees in the platform, you have the option to designate the following:
   • Special pricing logic
   • Purchasing eligibility
   • Confirmation email
   • Coupon codes
   • Documents
   • Installment plans
   • Cancellation fees
5. You can associate the fee with different course offerings.
   
   Helpful Hint: Having different fees is helpful when you want to charge different rates for different course offerings, like in-person or virtual. 

 

Forms

Next, we'll configure the form that someone will complete when registering for a course.

1. Select Forms under Training from the left toolbar to create the form. To learn more about form configuration, check out this article.
2. Like any registration process, this form needs to include an order process. To support this, make sure to add the Order Details, Review Order, and Completion pages with the appropriate components.
   
   Helpful Hint: Custom fields can be created for this form by navigating to Setup > Training > Custom Fields.

Training Providers

Training providers are the organizations that administer the training. Sometimes, the training provider may simply be the staff of your association. Other times, it may be a third-party organization that is authorized to provide training on your association's behalf.

The training provider will be associated with any course they deliver. If it's a third-party provider, you can enable them to manage their students directly from the portal.

Once that organization exists in your CRM, follow these steps:

1. Select Providers under Training from the left toolbar.
2. Click the Create Training Provider button.
3. Select the organization by typing in its name.
4. Associate the training provider with any number of territories.
   

   Note: You must associate the training provider to a territory in order for them to be able to access portal administration.

5. You can upload a contract to the provider's profile.
6. You can also elect to exempt the training provider from all billing.

Helpful Hint: You can create custom fields for Training Providers by navigating to Setup > Training > Provider Fields.

 

Instructors

Instructors are the individuals that teach training courses. Sometimes, the instructor may simply be the staff of your association. Other times, it may be a staff member of an authorized training provider.

The instructor must be associated with any course they deliver. You will not be able to assign them to a course offering until they are deemed eligible to teach at least one course.

Once the individual contact exists in your CRM, follow these steps:

1. Select Instructors under Training from the left toolbar.
2. Click the Create Instructor button.
3. Associate the instructor with an existing contact. If that contact has a photo on their profile, it will automatically populate. If not, you can add one here.
4. Associate the instructor with one or more of the training providers you created.
5. You can choose to include a bio of the instructor.
6. Add the courses this instructor is eligible to teach.
7. You can upload a contract to the instructor's profile.
8. You can also add the instructor's pay rate, if relevant.

Helpful Hint: You can create custom fields for Training Instructors by navigating to Setup > Training > Instructor Fields.

 

Registration Processes

Once all of that is set up, it's time to set up your course registration processes.

1. Select Registration Processes under Training from the left toolbar.
2. Select the process type and give the process a name.
3. Determine whether you want the process to be available in the portal or only in the console for your staff. 
4. Select which form to apply to the process.
5. If the process only applies to certain courses, select the checkbox and designate the appropriate courses.
6. Determine whether the process should be available to training providers.
7. Enable the contact form if you want to prompt users to update their contact information before completing the form.
8. You can choose to override the checkout settings we set at the global level.
9. Enable the confirmation email to send once the course registration is complete, using the editor to design your email and add content.

 

Applications

Important Note: The following steps must be completed in order.

Expiration Rule Sets

In this setting, you will determine when and how a certification will expire.

1. Select Expiration Rule Sets under Applications in the left toolbar.
2. Click the Create Expiration Rule Set button.
3. Give your rule a name.
4. Determine whether the expiration occurs on an anniversary or calendar basis - or not at all.
   • If you selected anniversary, you will be prompted to determine the length of time the certification is active. You can determine if certifications should expire in the middle of the month.
   • If you selected calendar, you can determine what month the year begins as well as the number of years the certification is active. Toward the end of the year, you can elect to sell certifications for the following year by a designated date.
5. Enable fixed anniversary expiration dates in order to limit the possible expiration dates.
6. Enable the reinstatement to set a period spanning a number of days after expiration. Here, you have the option to give renewal pricing during this period.

Helpful Hint: Each rule set can be used across different processes.

 

Application Fees

Create fees that will be associated with your certification program applications.

1. Select Fees under Applications in the left toolbar.
2. Click the Create Application Fee button.
3. Determine which business unit and program to associate with the fee.
4. Give your fee a name.
5. Here, you can determine the price of the application and choose to give a discount to members.
6. Like other fees in the platform, you have the option to designate the following:
   • Special pricing logic
   • G/L accounts
   • Purchasing eligibility
   • Confirmation email
   • Coupon codes
   • Documents
   • Installment plans
   • Cancellation fees
7. You can associate the fee with different applications.

 

Forms

Next, we'll configure the form that someone will complete when submitting a certification application. Depending on the specifics of your program, you may want to allow them to sign up for courses and exams as well as enter credits - all within the same form.

1. Select Forms under Training from the left toolbar to create the form. To learn more about form configuration, check out this article.
2. If you would like the applicant to register for a course in the application workflow, click the Add Component button and select Courses. This will only offer courses that are defined in the application process.
3. If you would like the applicant to register for an exam in the application workflow, click the Add Component button and select Exams. This will only offer exams that are defined in the application process.
4. Like any registration process, this form needs to include an order process. To support this, make sure to add the Order Details, Review Order, and Completion pages with the appropriate components.
   
   Helpful Hint: Custom fields can be created for this form by navigating to Setup > Applications > Custom Fields.

 

Processes

There are two types of application processes - initial certification and recertification. 

1. Select Processes under Applications from the left toolbar.
2. Click the Create Application Process button.
3. Associate the process with a certification program.
4. Select the process type - initial certification or recertification.
5. Determine who can hold the certification - an individual or an organization.
6. Give your process a name.
7. Select which form to apply to the process.
8. Select the base fee to charge for the application.
9. Select the certification expiration rule set - this will determine when the certification itself expires.
10. Select the application expiration rule set - this will determine when the application expires if it is not completed within a determined amount of time.
11. Determine whether the process is only applicable to certain organization types - or the contacts who belong to those organizations.
12. Determine if the process is available to training providers.
13. Elect to prefill applications from certification profile data generated from previous applications.
14. Determine if applications should automatically be approved once all requirements are met.
15. Add requirements for your certification process, choosing from the following:
    • Courses
    • Credits
    • Exams
    • Expressions
    • Fields
    • Manual: This requires a member of your staff to come into the system and manually activate the application
16. Determine whether you want applicants to be able to update their applications in the portal before they are finalized.
17. Set eligibility criteria that will determine who should be able to access this process.
18. Enable grandfathered certification restrictions that would make the process eligibility contingent on having grandfathered certifications for one or more programs. Note that the Grandfathered Certification will need to be set up prior to the application process.
19. Enable course registration if you want applicants to be able to register for courses as a part of this process. The courses offered will be based on the courses you included in the application requirements.
20. Enable exam registration if you want applicants to be able to register for an exam as a part of this process. The exam offered will be based on the exam you included in the application requirements.
21. Enable the contact form if you want to prompt users to update their contact information before completing the form.
22. Enable the organization form if you want to prompt users to update their organization information before completing the form.
23. You can choose to override the checkout settings we set at the global level.
24. Enable the confirmation email to send once the exam registration is complete, using the editor to design your email and add content.

 

Status Reasons

Status reasons give context when an application is in a given status.

1. Select Status Reasons under Applications in the left toolbar.
2. Click the Create Status Reason button.
3. Name your status reason and associate it with any of the applicable statuses.

 

Notices

Notices allow you to notify applicants of their current status and include any relevant next steps.

1. Select Notices under Applications in the left toolbar.
2. Click the Create Application Notice button.
3. Name your notice.
4. Configure the email settings and content.
5. Determine whether this notice should only be available to certain programs, application statuses, or application status reasons.

 

Certifications

360° Screens

Here, you can determine the global callouts that appear when viewing a certification 360° screen for a contact or organization. You can also configure the custom field section.

Page Layouts

Organize the fields that are presented on a certification 360° screen.

Directories

Certification directories allow you to create a directory of certified individuals or organizations that can be searched in the portal. Rhythm supports the creation of multiple certification directories. To learn more about certification directories check out this article.