What is the Web Registration Module

The Web Registration Module is an optional enhancement to XenDirect allowing your customers to register and pay for courses via the web with easy-to-use information and a registration process that is accessible directly from your existing website.  All registrations taken through your Web Registration Module are automatically recorded into XenDirect. Xenegrade will often refer to this module as "WebReg".

There are no uploads, downloads, or re-entry of the student or course registration information.  You control course availability, waiting lists, and active sessions all within XenDirect.  A secure shopping cart and online transaction system place the registration funds directly into your organization's merchant bank account.

Xenegrade staff will help you set up your initial Web Registration system.  Your color scheme combined with your logo and text makes each Web Registration website unique to your organization.

Requirements

The Web Registration Module requires:

• A current licensing agreement for XenDirect Enterprise, Plus, or Basic.
• Authorization from your organization to accept credit card payments from customers and a credit card payment gateway.
• Clients/students must have Javascript enabled in their browser to navigate and utilize the features of the WebReg module.  If Javascript is not enabled, the client may only view the login page with a prompt message that Javascript must be enabled.
• Link your existing website to the customized Web Registration Module URL provided by Xenegrade.
• Prepare your data for online viewing.
• Prepare for increased registrations and revenue.

Data Flowchart

The Web Registration Module data flows in the following manner:

1. The organization enters course data and enables the Web Registration Module for customer access.
2. Customers search the data in the Web Registration Module and select one or more courses for their shopping cart.
3. The customer enters registration information and submits the form.  Client data is saved at this point even if they decide not to complete the registration process and purchase the course(s) in their shopping cart.
4. Customers enter billing information, review their purchases, and submit the form.
5. The credit card data is then submitted for approval.  If declined, the user has another opportunity to use a different credit card. For most payment gateways, the registrations are not added to XenDirect until payment is complete.
6. If approved, registration and payment data is immediately recorded into XenDirect and accessible by your XenDirect users, and the transaction is also listed in the payment gateway transaction log. 
7. The customer gets an email receipt automatically sent to them, and an email address within your organization gets an email notification of the web registration.  If the person paying is different than the registrant, the payer also receives a copy of the automated email confirmation.  If the payer made a purchase for one or more account members, each account member receives a confirmation email with only their registrations.  If the account member's email is a duplicate of the payer, the member is not sent a confirmation email.
8. The customer gets a confirmation page in their browser.  This completes the process.
9. The organization can now run any relevant reports such as rosters or enrollment lists, and the customer's registration appears in the reports.

Standard Features

• Integrates directly with XenDirect; no downloads required.
• Control website colors and instruction column text.
• Accepts credit cards and deposits automatically to your merchant bank account.
• Displays detailed course data with options to control the display of optional fields.
• Display refund policy for customer review.
• Control waitlists and enrollment levels.
• Automatically send confirmation and receipt email to the registrant (Client).
• Display courses with alternative registration options such as in person or by phone only.
• Gathers emails for future marketing purposes.
• Customers can search courses using several search options including Program Groups.
• Control cart access by branch, session, or course section.

What If...

Course is Full
Customers can register and be added to the waitlist unless this option is disabled.  Note that no payment information is recorded for waitlist registrations.  You would need to collect that information later if the customer is changed from waitlist to active status.

A customer tries to enroll in a course after the start date has passed
The customer will be unable to register for the course although they can still view the course details. However, user settings control how this function operates.

A duplicate Customer tries to create a new registration without logging in with their prior account
If the duplication check feature is enabled, the web registration module attempts to prevent duplicates based on the following tests.  If any of the following tests are true, the customer is prompted of the duplication and informed to log in using their existing account or contact the organization for assistance.