The Applications overview helps you find an application that you or a colleague already started. After you open it, the Application 360 page is where you review and manage requirements, credits, notices, billing history, and any linked course or exam registrations.
When to Use This
Use this task when you need to find a specific application, check an applicant’s progress, or update an application record directly. You can create an application by hand, correct fields, decide a requirement yourself, or cancel the order behind it. If you need to start a new application for someone, see Apply for a Certification instead. That process takes the applicant through the same eligibility and payment steps they would complete in the Portal.
Prerequisites
- Permission to view applications, search for one, and open it.
- Editing, deleting, and overriding requirements are controlled on the application record. Your account’s permissions determine who can do each action.
Find an Application
- Go to Certifications › Applications.
- Review the count tiles at the top to see recent, open, and approval-ready applications, or select a tile’s number to open that list.
- Enter any combination of program, applicant details, training provider, application type, status, date, or identifier, then select Search. If you leave every field blank, Rhythm returns every application.
- Select the Program link in the results to open that application.
Result
Matching applications appear in a table with the program, applicant name, type, date, and status. When the application does not have its own stored name, the Name link opens the applicant’s record.
Tip
The Recently Viewed Applications panel beside the search form lists applications you opened recently, so you can return to one without searching again. You can also open a contact or organization record and use its Applications tab to see most applications for that person or organization. A draft application is not always stored and indexed the same way as an active or cancelled application, so it can be harder to find through search or on that tab. Filtering search by the Missing Requirements status is a practical way to find some submitted applications that still need attention, but review each result yourself because not every one will need your help.
Review an Application
When you open an application, Rhythm takes you to its Application 360 page. The page is organized into these tabs:
- Requirements — the checklist defined by the process, with a completion gauge. This tab is not shown while the application is Draft.
- Application Details — the process the application followed and any references tied to it.
- Dates & Notices — milestone dates and notices sent to the applicant.
- References — shown only when the application has references.
- Billing — billing-run actions that have affected this application.
- Credits — credits counted toward the application; see Apply Credits to an Application.
- Training & Exams — linked course and exam registrations.
- Custom Fields — your account’s custom fields for applications.
From this page, you can select View Certification to open the applicant’s certification in this program when one already exists. The certification opens whether or not this application created it.
The fields on the Custom Fields tab are not the same set as the fields you can edit on the application. The program’s Application Page Layout controls what you can edit, so a field can be on that layout and editable even if it does not appear on this page. To show a custom field on the Application 360 page itself, add it as a callout under Certifications › Setup › Applications › 360 Screens, using the Screen Designer’s Global Call Outs and Field Display.
Create or Edit an Application Directly
Sometimes you need to record an application without sending it through eligibility and payment, such as when you enter a paper application or fix a record.
- Go to Certifications › Applications and select Manually Create Application, or open an existing application and, from Application Options, select Edit this Application.
- Fill in the owner, program, type, date, process, and status, along with any milestone dates and custom fields your account uses. If your account’s application form includes an Unverifiable Employment field on an applicant’s employment history, use it when that history cannot be confirmed through normal verification, such as when records were lost, the business has closed, or a former supervisor cannot be reached.
- Select Save Changes.
Result
Rhythm saves the application and opens its Application 360 page.
Warning
This form does not check eligibility, and it does not stop you from choosing any status, including Approved when requirements are not met or Activated without a matching certification. If an application created this way does not name a process, it has no requirements and cannot later be activated into a certification unless you add a process. After an application reaches Pending Approval, avoid moving it back to Draft to collect more information from the applicant. If the process allows applicant updates in the Portal, they can still edit it while it stays in Pending Approval.
Tip
If an applicant is blocked from applying or updating their own application in the Portal, you can create or edit the application directly here as a workaround while that is reviewed, so the applicant can complete the remaining steps. Review each case individually, since the underlying cause can vary.
If an application was started for the wrong person, edit its owner field here and move it to the correct contact. If the applicant also has a linked course registration for the same certification, edit that registration’s registrant the same way. After you correct the application’s owner and activate the certification, the certification appears under the new contact instead of the original one.
Override or Waive a Requirement
Rhythm evaluates most requirements automatically by counting credits, checking for a passed exam, or reading a field. A manual requirement works differently because nothing evaluates it automatically, so a staff member decides whether it is met.
- On the application’s Requirements tab, select the requirement row, such as one with an Unfulfilled status.
- For a manual requirement, set its Status and, if you set it to Fulfilled, the Date Requirement Fulfilled.
- For any requirement, tick This requirement is not applicable to this application if it should not count for this applicant, no matter which type it is. You can reverse this later by unchecking the box and saving again.
- Add Internal Notes if helpful, then select Save Changes.
Tip
If a requirement cannot be satisfied through automatic evaluation, such as an external course completion that does not match what the process checks, you can mark it not applicable on each affected application while you fix the process for future applicants. You can also use your account’s bulk update tools to change many applications at once.
Result
Rhythm saves your decision. A requirement marked not applicable is frozen and no longer recalculated, so it can keep showing its earlier status even after other requirements change.
Tip
For a requirement Rhythm calculates automatically, such as credit, course, exam, field, and similar types, the status and date appear in this dialog but are locked. The note explains that Rhythm manages them, so only the not-applicable flag and your notes are saved for those requirements. If the application’s status is Missing Requirements or Pending Approval, saving this dialog can also make Rhythm re-evaluate every requirement, which may change the application’s status again when you save.
Delete an Application or Cancel Its Order
- Delete. From the Application 360 page, select Delete Application, or select Delete this Application from the options menu. Rhythm only offers this action when the application has no order or when the order has already been cancelled. If an order exists, cancel the order first. If the delete fails with a relationship error, the application may still be referenced as the last application on a certification record created from it. Check whether an existing certification points back to this application before trying again.
- Cancel the order. If the application has a linked order, select Cancel Application Order to open the order-cancellation dialog. From there, choose which lines to cancel and how to handle any refund. Certifications does not react to the cancellation itself, so cancelling the order does not change the application’s status on its own.
Warning
An application tied to an order with a credit memo cannot be deleted, even after the order is cancelled, and there is currently no direct workaround. If you need to remove the application record itself, you will need to leave it in place rather than delete it.
Warning
Deleting an application does not remove its linked course or exam registrations or credit usages. Those records remain after the application is gone.
Related Reading
To bring an approved application into a certification, see Activate an Application Into a Certification. To email the applicant about their application, see Send an Application Notice. For how Rhythm evaluates requirements against an applicant’s records in the first place, see How Application Requirements Are Evaluated. If you need to change many applications at once, your account’s bulk update tools apply here too, with their own Certifications lead-in.