After someone is booked for an exam, you can find the registration, correct details by hand, record training-provider billing status, or remove it.
When to Use This
Use this when you need to find an existing exam registration, fix incorrect details, or record a registration without checkout. For example, you might enter a result from before your account used Rhythm, or record a registration when payment happened outside Rhythm. To book someone into an exam through the normal checkout flow instead, see Register a Candidate for an Exam from the Console.
Prerequisites
- Permission to create exam registrations, if you need to record one by hand.
- Permission to edit exam registrations, if you need to correct one.
- Your account's Certifications settings must have training-provider billing turned on if you need to record billing on a registration.
Find an Exam Registration
- Go to Certifications › Exams › Registrations.
- Search by candidate, exam, sitting, place, date, score, or status.
- Select the result's date to open the registration.
Tip
In the current search results, the date is the only reliable way to open the registration. The candidate name, exam, and location links in the same row do not lead anywhere useful, so use the date link.
Open a Registration
A registration page shows the candidate, status, exam date, score after it is recorded, sitting date and location, linked order when one exists, and notices already sent. From this page, you can edit the registration, record a score, send a notice by hand, and either cancel the order or delete the registration.
Tip
The registration's own date shows when the registration was processed, not necessarily when the candidate is testing. The scheduled test date comes from the linked exam offering. If those dates do not match what you expect, check the offering's date before you assume the registration date is wrong.
If your account tracks which jurisdiction a candidate tested under, record it on the exam registration itself or another exam-linked record. Do not rely only on the candidate's current membership record, because a candidate can change jurisdictions over time. Storing the jurisdiction on the registration keeps each past exam tied to the jurisdiction that was in effect when the candidate sat for it.
Correct a Registration
- Open the registration and select Edit Registration.
- Change any field, including Status:, Score:, or the Exam Offering: the candidate is booked into.
- Save your changes.
Result
Your changes save immediately.
Warning
When you edit a registration's status directly, Rhythm does not send any letter, check whether the new status makes sense after the old one, or update a linked certification application. Any status can follow any other. If you want Rhythm to send the pass or fail letter while you record a result, use Record Score from the registration page instead of setting the status here. The Status: options themselves are built into Rhythm, so your account cannot add another value. A new status value, such as Credited, requires a change to the underlying application rather than local setup.
In some cases, manually changing a registration's status to Fail and entering a score, then trying to register the same candidate for a retest, has produced an order-preparation error about creating a record with an existing ID. The record can then end up showing both a failed exam and a registered exam. If this happens after you edit a registration's status by hand, check for a duplicate before you register the candidate again. Going forward, consider using Record Score for status changes so Rhythm can manage the related records for you.
Warning
If you move a registration to a different sitting, make sure the new sitting belongs to the same exam. Rhythm refuses a sitting from a different exam. Changing the exam here does not clear a sitting you already chose, so double-check Exam Offering: after you change Exam:.
Tip
Rhythm sets the exam date on a registration from the exam offering only when that field is first created on the record. If you later correct the offering's own date, existing registrations with a stored exam date do not pick up that correction on their own. If the corrected date needs to appear on existing registrations, recreate them from your import or source data instead of editing only the offering.
Create a Registration Without an Order
- Go to Certifications › Exams › Registrations and select Manually Create Exam Registration.
- Fill in Registrant:, Exam:, and Exam Offering:, then set Status: and, if applicable, Score:.
- Save.
Result
Rhythm creates the registration with no order behind it, so nothing was charged or paid through Commerce. The registration starts as Registered unless you choose a different status. If you are creating this registration as a temporary stand-in while a linked certification application is still in progress, note that a registration created this way is not connected to that certification application.
Warning
Rhythm does not check for a duplicate booking or an existing result when you create a registration this way. You can create a second registration for the same candidate and sitting, or one already marked passed, with no warning. If a duplicate registration shows up as an isolated case that you cannot otherwise reproduce, delete the extra registration and monitor the candidate's record for recurrence before treating it as a wider problem.
If your account imports exam results from PSI, that import only updates existing exam registrations; it does not create new ones. Make sure the matching registration already exists before you run the import, or the update has nothing to attach to.
Record Training-Provider Billing by Hand
When your account uses training-provider billing, the registration edit form includes a Training Provider Billing card.
- Open the registration and select Edit Registration.
- In the Training Provider Billing card, choose the Training Provider:, then set Billing Status:, Date:, and Linked Invoice ID: as needed.
- Save your changes.
Warning
These fields feed directly into how the billing engine treats this registration. Rhythm's warning on this card means you should be sure before you change them. You can set a billing status that a normal billing run would never reach on its own, and nothing stops you from saving it.
Delete or Cancel a Registration
- Open the registration.
- If it has no order behind it, select Delete Registration and confirm. If it has an order, select Cancel Registration Order instead.
Result
Deleting permanently removes a registration with no order and takes you to the candidate's record. Cancelling an order works through Commerce, and the registration's own status updates afterward rather than immediately.
Warning
You can delete a registration in any status. A registration with a passed result can be deleted just like a draft registration, with the same confirmation and no special warning.
Related
Recording a score and sending the pass or fail letter together is separate from editing status by hand. Booking a new registration through checkout, instead of recording one directly, is covered separately.