When training providers register or renew people on your association’s behalf, your Rhythm account can bill them automatically. You can also let their administrator contacts manage their people and run reports in the Portal. This article explains how to turn on those options and choose what providers can use.
What It Controls
These account-wide settings control two separate options for your training providers. You can decide whether billing runs invoice providers for the applications and registrations they bring in, and whether their administrator contacts can manage contacts and run reports for their organization in the Portal.
Where to Find It
Go to Certifications › Setup › Settings and open the Training Provider Billing and Training Provider Administration cards.
Prerequisites
- To turn on training-provider billing, you need seven active miscellaneous products set up in Finance & Billing, one for each kind of charge.
- To let providers manage contacts in the Portal, you need at least two Rolodex contact forms already designed: one for creating a contact and one for editing a contact.
- Only a training provider contact with an administrator contact role can act for the provider in the Portal. You set that separately on the contact’s role.
Turn On Training-Provider Billing
- Go to Certifications › Setup › Settings and open the Training Provider Billing card.
- Turn on the switch.
- Choose a product for each of the seven charges: Certification Fee, Renewal Fee, Reinstatement Fee, Course Fee, Exam Fee (Live), Exam Fee (Remote Proctor), and Retest Fee.
- Select Save Changes.
Result
A billing run can now invoice each training provider for the applications and registrations it has fulfilled since you turned on billing. Records fulfilled before you turned on billing are not billed retroactively.
Warning
Even if your Rhythm account only bills training providers for one or two of these charges, you must choose a product for all seven before the settings will save.
Let Providers Manage Contacts and Run Reports in the Portal
- Open the Training Provider Administration card and turn on the switch.
- Choose the contact form provider administrators use to create new contacts, and choose the form they use to edit existing contacts.
- Optionally, open Training Provider Query Access and turn it on.
- Add one or more rows, each choosing a saved query that has been saved as public in the Certifications Query Center. Optionally give each one a display label for the Portal.
- Select Save Changes.
Result
Training provider staff with an administrator contact role for their organization can manage that organization’s contacts in the Portal, using the forms you chose. If you also turned on query access, they can run the queries you listed and see results filtered to their own provider.
Prerequisites
- The Portal needs the training provider administration feature installed before provider staff can see these pages.
Dependencies and Precedence
- Only administrator contacts can act for their training provider. A contact must belong to the organization that is the training provider and hold a contact role your Rhythm account marks as an administrator role before these Portal actions are available.
- All seven billing products are required together, even if your Rhythm account only charges some of them; there is no way to bill only a subset without choosing a product for every charge.
- A training provider needs program terms, a matching Rolodex organization, and a billing contact before a billing run can invoice it. A provider missing any of these fails that part of the billing run.
- A provider's fees are priced in U.S. dollars, no matter which currency your Rhythm account otherwise uses.
- Contact forms named here cannot be deleted while this setting still names them. Choose a different form first if you need to retire one.
Change Impact and How to Revert
Turning on training-provider billing only affects records fulfilled from that point forward. Turning it off stops future billing runs from invoicing providers, but it does not reverse invoices already sent. Turning off training-provider administration hides the related Portal pages from provider staff going forward; it does not change or remove anything already entered through them.
Permissions
Staff who can open Certifications Setup can view and change these settings. A training provider contact can use the Portal features these settings turn on only when that contact’s role is marked as an administrator role for their organization.
Validation and Errors
| Behavior | Cause | What to know |
|---|---|---|
| The settings will not save with billing on | One or more of the seven fee products was left unchosen | Choose an active product for each of the seven charges |
| The settings will not save with provider administration on | One or both contact forms were left unchosen | Choose both the create and edit contact forms |
| A provider's invoice fails during a billing run | The provider is missing program terms, its matching Rolodex organization, or a billing contact | Complete the provider’s record before the next billing run |
| The query card shows no queries to choose from | No saved query in your Rhythm account is marked public in the Certifications Query Center | Save at least one query as public before turning on query access |
Related
- Training Providers, Locations, and Programs covers registering the providers these settings apply to.