Your Guide to a Successful Transition
Your WebReg 3.0 GoLive date is approaching! You've had an opportunity to explore your new registration site during Preview, review your settings, customize your branding, and test the registration experience.
Now it's time to prepare for the transition from your current WebReg site to WebReg 3.0.
One of the most important parts of this transition is ensuring that students can find and access your new registration site. Because your WebReg URL is changing, existing links to your registration site may need to be updated.
The key to a smooth GoLive is preparation. You can complete much of the work before your scheduled transition date, leaving only the final changes and verification for GoLive Day.
Use the following checklists to prepare your staff, identify existing registration links, and confirm that your new WebReg 3.0 site is ready for students.
Part 1: What to Prepare Before GoLive
You do not need to wait until GoLive Day to begin preparing. In fact, we encourage you to identify the changes you will need to make well in advance.
1. Confirm Your GoLive Information
☐ Confirm your scheduled GoLive date with Xenegrade.
☐ Confirm the new WebReg 3.0 public URL your organization will use.
☐ Identify the staff members responsible for updating your website and other registration links.
☐ Notify appropriate staff members of the upcoming transition.
☐ Determine who will be available on GoLive Day to complete the necessary updates.
☐ Review any outstanding Preview issues with Xenegrade.
☐ Confirm that your payment gateway has been tested and approved for GoLive.
Important: Your Preview URL and your final public WebReg 3.0 URL may be different. Make sure you are preparing to use the correct GoLive URL.
2. Locate All Existing WebReg Links
Your current WebReg URL may appear in more places than you realize. Some links are easy to find, such as the Register button on your website. Others may be embedded in emails, online catalogs, PDF documents, or third-party systems.
Before GoLive, make an inventory of these locations so you can update them quickly when your new site becomes available.
Organization Website
☐ Main website registration buttons and links.
☐ Continuing Education or Workforce Development landing pages.
☐ Course catalog and program description pages.
☐ Individual course registration links.
☐ Website navigation menus and dropdowns.
☐ Website headers, footers, and sidebar links.
☐ Home page banners, promotional graphics, and calls to action.
☐ Student login or account access buttons.
☐ Event registration pages.
☐ Frequently Asked Questions and student instruction pages.
☐ Website pop-ups or promotional announcements.
Emails and Communications
☐ Automated emails containing links to WebReg.
☐ Email templates used by staff.
☐ Staff email signatures.
☐ Marketing newsletters and email campaigns.
☐ Registration announcements and promotional emails.
☐ Course reminder and follow-up emails.
☐ Welcome emails and new student instructions.
☐ Saved responses or email macros in customer service applications.
Printed and Downloadable Materials
☐ Printed course catalogs and brochures.
☐ PDF course catalogs available on your website.
☐ Flyers, posters, and promotional handouts.
☐ Student orientation or registration guides.
☐ Registration instruction documents.
☐ QR codes that link directly to WebReg.
☐ Digital signage and presentations.
☐ Other documents containing clickable registration links.
Social Media and Online Listings
☐ Facebook page buttons and profile links.
☐ Instagram profile links.
☐ LinkedIn organization pages and posts.
☐ Other social media profiles.
☐ Link-in-bio tools or landing pages.
☐ Google Business Profile website or registration links.
☐ Event calendars and community listings.
☐ Online advertisements and promotional campaigns.
☐ Partner or affiliate websites promoting your courses.
Other Applications and Integrations
☐ Learning Management Systems (LMS) containing registration links.
☐ Customer Relationship Management (CRM) systems.
☐ Marketing automation platforms.
☐ Third-party course directories.
☐ Internal staff portals or intranet pages.
☐ Student portals or institutional websites.
☐ Partner organization websites.
☐ Applications that launch or link to WebReg.
☐ Saved bookmarks or shortcuts used by staff.
Tip: Ask your website administrator to search for your existing WebReg domain or URL across your website. This can help locate links that might otherwise be overlooked.
3. Pay Special Attention to Direct Course Links
Your organization may have links that take students directly to specific courses, sections, categories, or other areas of the current WebReg site.
These links require special attention because the URL structure in WebReg 3.0 may differ from your previous version.
☐ Identify direct links to individual courses.
☐ Identify direct links to specific course sections.
☐ Identify links to course categories or program listings.
☐ Identify links to login or account creation pages.
☐ Identify links that include URL parameters or other special instructions.
☐ Determine the corresponding WebReg 3.0 destination for each link.
☐ Prepare the replacement links for use on GoLive Day.
Important: Do not assume that replacing the domain name in an existing URL will create a working WebReg 3.0 link. Some destinations may require an entirely new URL.
4. Prepare Your Website and Communications
With your existing links identified, prepare as many updates as possible before GoLive.
☐ Create a list of the pages and documents that require changes.
☐ Prepare updated website buttons and navigation links.
☐ Prepare replacement links for individual courses and programs.
☐ Update draft email templates and marketing materials.
☐ Identify QR codes that will need replacement.
☐ Prepare a student announcement about the updated registration site, if appropriate.
☐ Notify staff who assist students with online registration.
☐ Arrange for your website administrator to be available on GoLive Day.
Recommendation: If your website management system allows changes to be prepared without publishing them, create the updates in advance and publish them only after WebReg 3.0 is live.
5. Complete Your Final Preview Review
Before GoLive Day, confirm that your essential settings and registration functions have been reviewed.
☐ Complete the WebReg 3.0 Preview Stage Checklist.
☐ Review the home page, branding, and navigation.
☐ Confirm that courses and sections display correctly.
☐ Test account creation and student login.
☐ Test the shopping cart and checkout experience.
☐ Complete the required payment gateway test with Xenegrade.
☐ Confirm that critical issues have been addressed.
☐ Notify Xenegrade of any outstanding issues that could affect GoLive.
Part 2: Your GoLive Day Checklist
Your scheduled GoLive Day has arrived! The primary objective is to activate your new registration site, update public links, and confirm that students can successfully access and use WebReg 3.0.
1. Confirm That WebReg 3.0 Is Live
Before updating public links, verify that Xenegrade has completed your organization's GoLive transition.
☐ Receive confirmation from Xenegrade that your new site is live.
☐ Open the final public WebReg 3.0 URL.
☐ Confirm that the correct home page displays.
☐ Verify that the site is accessible without using the Preview URL.
☐ Confirm that your branding and navigation are correct.
☐ Verify that available courses and sections appear as expected.
Do not publish your new registration links until Xenegrade confirms that your site is ready for public use.
2. Update Your Public Registration Links
Once your site is live, begin updating the links you identified during your preparation.
We recommend addressing the most frequently used registration links first.
☐ Update the main registration link on your organization's website.
☐ Update student login and account access links.
☐ Update primary navigation menus and registration buttons.
☐ Update course catalog and program page links.
☐ Update direct course and section registration links.
☐ Update website banners and calls to action.
☐ Update links in active marketing campaigns.
☐ Update email templates and communications.
☐ Update links in applicable student and staff portals.
☐ Update other online locations identified during preparation.
Priority: Focus first on links that students are most likely to use immediately. Less frequently accessed materials can be addressed after those critical links have been verified.
3. Test Your Updated Links
Updating links is only half the process. You should also confirm that they direct students to the correct destinations.
☐ Click your main Register Now button.
☐ Test links from your course catalog.
☐ Test several direct course and section links.
☐ Verify category and program links.
☐ Test the student login link.
☐ Confirm that pages open without errors.
☐ Test links using a mobile device.
☐ Verify that students are not being sent to the previous WebReg site.
Tip: Test your new links in a private or incognito browser window. This helps you experience the site as a student who is not already signed in.
4. Test the Live Student Experience
Even though you tested during Preview, we recommend performing a brief review of the live site after the transition.
☐ Search for an available course.
☐ Open the course details page.
☐ Add a course to the shopping cart.
☐ Review the registration and checkout steps.
☐ Test the student login process.
☐ Confirm that account creation is available.
☐ Verify that expected registration options appear.
☐ Confirm that the site works properly on a smartphone.
Note: Additional live payment testing should be coordinated with Xenegrade. Do not assume another financial transaction is required if payment processing was already verified.
5. Notify Your Staff and Students
Once your new site is live and your primary registration links have been updated, let the appropriate people know.
☐ Notify staff that WebReg 3.0 is officially live.
☐ Provide staff with the new public registration URL.
☐ Remind staff that student login and password procedures may differ from the previous WebReg version.
☐ Update internal registration instructions.
☐ Notify students of the new registration experience, if appropriate.
☐ Update any scheduled marketing messages that contain registration links.
☐ Remind staff to report any unexpected issues.
6. Report Issues to Xenegrade
If you encounter a problem during GoLive, our support team is available to help.
☐ Submit a support ticket for each issue.
☐ Include the page URL and a clear description of the problem.
☐ Include screenshots when appropriate.
☐ Explain the steps that caused the issue.
☐ Indicate whether the problem prevents a student from registering.
☐ Retest the issue after Xenegrade provides a correction or instructions.
Important: Please submit separate support tickets for separate issues. This allows us to investigate and resolve problems more efficiently.
Part 3: What to Check After GoLive
Your transition does not necessarily end on GoLive Day. We recommend monitoring your new site during the first several days to confirm that everything is operating as expected.
1. Monitor Registration Activity
☐ Confirm that new registrations are being recorded correctly in XenDirect.
☐ Review successful payment transactions.
☐ Verify that confirmation emails are being sent.
☐ Review any unusual registration activity or errors.
☐ Ask staff to report questions or difficulties encountered by students.
2. Review Remaining Links and Materials
☐ Complete any lower-priority website link updates.
☐ Update downloadable PDF documents and catalogs.
☐ Replace outdated QR codes where practical.
☐ Update social media profiles and promotional links.
☐ Contact partner organizations that link to your registration site.
☐ Review existing advertisements and marketing campaigns.
☐ Update staff bookmarks and saved shortcuts.
3. Continue Improving Your WebReg 3.0 Site
You do not need to complete every optional enhancement before GoLive.
Once your site is operating successfully, you can continue refining its appearance and functionality.
☐ Review opportunities to improve your home page.
☐ Add additional content pages where helpful.
☐ Refine course categories and organization.
☐ Review additional WebReg 3.0 features.
☐ Gather feedback from staff and students.
☐ Continue reviewing the available WebReg 3.0 training resources.
Ready for GoLive?
A successful WebReg 3.0 transition is a shared effort between your organization and Xenegrade.
Xenegrade will coordinate the technical transition and help verify that your registration site is ready. Your organization is responsible for reviewing its public-facing content, updating the external links it controls, and ensuring staff members are prepared for the new student registration experience.
The most important task you can complete in advance is identifying every location where your existing WebReg URL is used. Having those locations documented and your replacement links prepared will make GoLive Day considerably easier.
If you have questions about your GoLive date, URL changes, or any part of the transition, please submit a support ticket through the Xenegrade Help Center.
This page was last revised 10/29/26.