Register a Client Into a ProTrain Offering

Once the ProTrain course section offerings are entered, clients can be registered via the Admin and WebReg modules. In both cases, the registration can be sent to ProTrain electronically. From the WebReg module, this send registration process is automatic once the client has successfully submitted their cart purchases. In the Admin module, this process must be initiated by a user once the registration and payment process is completed.

Create ProTrain Confirmation Email

• Before you can register and send automatic emails to ProTrain clients, you must create the email confirmation template. This process only needs to be performed one time. Edit the template as desired over time. The email also uses the same email banner image as entered for the WebReg email confirmations.
• Create an email template:
  • Release 3: Go to Tools > Marketing Functions >> Create Email Templates.
  • Release 2: Go to Report Menu > Marketing > Templates - Email.
• Add a new email template record.
• Title the record “ProTrain Confirmation” (no quotes). The name should match this exactly.
• Enter a value for the email Subject into the Header field.
• Add text for Body 1, Body 2, and Closing. Course registration details will display in the email between Body 1 and Body 2. Include any instructions you desire the client to have about the ProTrain course including how to take the course online.
• The alternate return email address is not used in the ProTrain template.
• Add other fields as desired. Leave scheduling fields blank.
• Save the record.

Process a Registration in the Admin Module

• Enter registrations and payments for ProTrain course offerings in XenDirect as you normally would any other course registration.
• Upon completion of the registration and payment process, go to the Assignment window of the client registrant.
• For the ProTrain registration, a small red Send ProTrain icon will appear in the same row. If the icon does not display, then either the assignment is not a ProTrain course offering or the registration has already been sent to ProTrain.  If the Vendor Date field in the Client Assignment contains a date, the registration has been sent and the Send ProTrain button will not display.
• Click the Send ProTrain icon to send the registration information to ProTrain electronically via email. The popup window will let you review the details before sending. If the details are correct, click Submit.  If the client has not paid in full, the Submit button does not display.
• When the ProTrain course registration has been sent, the assignment is modified with a field called Vendor Date. This is the date the registration was successfully sent to ProTrain . The client is then automatically sent a confirmation email about their online ProTrain course.
• Contact ProTrain for the balance of the registration process for ProTrain courses.

Process a Registration in the WebReg Module

• Clients will purchase registrations and make payments for ProTrain course offerings as they would any other normal course registration.
• Upon successful completion of the registration and payment process, the registration is automatically sent to ProTrain electronically.
• When the ProTrain course registration has been sent and successful, the assignment is modified with a field called Vendor Date. This is the date the registration was successfully sent to ProTrain . The client is then automatically sent a confirmation email about their online ProTrain course.
• If the registration failed, the client is still sent an email but with a comment to contact your office. Additionally, an email is sent to your organization about the failure so that you can follow up on the matter. The client’s assignment and payment remain intact and active until modified by your office.
• Contact ProTrain for the balance of the registration process for ProTrain courses.

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Related Topics

How To Enable Protrain Integration

How To View Available ProTrain Offerings

How to Tag an Existing XenDirect Course/Section as ProTrain

How to Copy a ProTrain Offering Into XenDirect

Create a WebReg Direct URL for ProTrain Courses