Course registrations can be created through checkout on a candidate’s behalf, or staff can enter them directly without an order. You search for, open, and manage both types from the same registration pages.
When to Use This
Use checkout-based registration when you want Rhythm to create an order, which is the usual path when someone pays for a seat. Use the manual record form for data repair, or when you need to record a registration that did not go through checkout. To schedule the offering itself, see Schedule and Manage a Course Offering.
Prerequisites
- Permission to process course registrations, for the checkout-based flow.
- Permission to create or edit course registrations, for the manual form.
- Permission to delete course registrations, to remove one.
- The registrant must already be a contact. If needed, you can quick-add one from the registrant picker.
Search for a Course Registration
- Go to Courses › Registrations.
- Search by student, course, offering, status, provider, order, or date.
- Select a result to open it.
Tip
A Course Registrations query includes cancelled registrations unless you filter them out. To see only active registrations, add the criterion Course Registration Status equals Registered. If you do not see that field right away, search for "Status" among the course registration fields. In query results, the Total field shows the amount paid on that individual registration, not the number of people registered for the offering.
Tip
The date and time shown for a registration can occasionally be unreliable. Some registrations have shown the correct date with an incorrect default time, such as 12:00 am or 7:00 pm, in both the Console and the Portal's My Courses view. In at least one confirmed case, the shown registration date was also one day different from the date the fulfillment process used. If a registration's displayed date or time looks wrong, verify it against the linked order or offering before you rely on it. On the Course Offering 360 screen's Registrations tab, an unpaid registration's Balance Due can also display blank instead of the amount owed. If that column is empty, check the registration itself or its linked order for the actual balance.
Register Someone for a Course Through Checkout
- Go to Courses › Registrations and select Register Someone for Course.
- Choose the Registrant: and the Course:.
- Choose a Registration Process: from the options offered, then continue.
- Choose an offering, then complete the order-collection and confirmation steps as you would for any other Console checkout.
Result
The registration is finalized only after the order’s fulfillment step processes. Until then, the page shows that the registration is still being written. Rhythm creates an order behind the registration, just as it would if the candidate registered through the Portal.
Tip
Use this flow instead of the manual record form below whenever you want Rhythm to create an order for the registration. Support points staff to this path specifically for that reason. Ordinary contacts do not have a supported self-service way to register someone else for a course. If a contact needs that, ask them to contact staff so you can register the other person here instead.
Warning
Console checkout does not offer coupon codes, so you cannot apply a discount here the way you might through the Portal. The registration process you choose on the first screen also does not carry to the next one, so you will choose it again during checkout if more than one applies. Rhythm refuses to register the same student for the same offering more than once. If you want to test a registration flow without collecting a real payment, create a coupon for 100% off and use it through the Portal registration flow instead, since Console checkout will not accept it here.
If a registration question does not appear on the form during checkout, check that the custom form is assigned to the correct training offering or registration process. A form attached to the wrong offering can leave an expected question missing without showing any other error. If checkout fails with a generic order-preparation error, check whether a file-upload step on the registration form is the actual point of failure. Some registrants can upload successfully while others cannot, depending on their specific file.
Course-offering capacity is enforced for a registration created through this flow. If your account adds courses to registrations through another process, such as during an event registration, confirm separately that capacity is enforced there too, since the two paths have not always behaved the same way. If a course offering remains visible in an event's registration flow after its own Sell Until date has passed, remove the offering's associated event or unlink the course from the event so it is no longer offered there.
If an offering has already started, you can still create a paid registration for it. Process a storefront order in Orders & Inventory, then select the course, the offering, and its fee. That creates the course registration without requiring you to change the offering's dates. Temporarily moving an offering's dates to force a late paid registration through and then restoring them afterward works, but treat that only as a fallback, not the preferred method.
To register many people at once, use a Custom Data Task with a Contacts + Registrations import. It can create contacts and course registrations from a single spreadsheet. The import looks up each contact by Contact ID first, then by email if one is provided. When it finds no match, it creates the contact, and it creates or updates the registration from each row. The Certifications app's general Import Records option is different and does not create registration records, so do not rely on it when you need the import to create registrations.
Create or Correct a Registration by Hand
- Go to Courses › Registrations and select Manually Create Course Registration. On an existing registration, select Edit Registration.
- Fill in or correct Registrant:, Course:, Course Offering:, Date:, and Status:, along with any other fields that apply.
- Save.
Warning
A registration created or corrected this way is not a purchase. It creates no order, grants no credits, does not book an exam seat, does not register the student with an online meeting, and sends no confirmation email. Use this form only for record-keeping and correction, not as a substitute for registering someone through checkout. Because it creates no order, a registration created this way will not appear in queries or reports that are based on paid orders. Plan for a separate query if you rely on manually created registrations for reporting. This form also is not a way around the fee on a paid offering that has already started. Use a storefront order instead, as described above, if you need to create a late paid registration.
Tip
If you need to reserve seats before you know who will attend, sell a placeholder product for the seats first. Once you know the attendees, create the named registrations by hand instead of trying to register unnamed people directly.
If a change made through the Orders or Finance apps does not automatically update the linked course registration, edit the registration directly from the Course Registration 360 page and change its Status: by hand. For example, a cancelled order might leave the registration showing as registered. If several registrations were affected the same way after their orders were cancelled or changed, build a query to identify them, confirm the result set, and mass update their status together instead of correcting each one individually. If a course registration still points to an organization you are about to delete as a duplicate, reassign those registrations to the correct organization before deleting the duplicate. A query plus a mass update on the organization field works well for that cleanup. If a registration's linked order, invoice, or payment contact does not match the registration itself, canceling and reprocessing the order is the cleanest fix. If that is not practical, you can instead swap the order linked to the registration through a mass update so the contacts line up without re-entering the registration.
If a checkout-based registration does not finish processing after payment succeeds, you can change it to Registered by hand once you confirm it is already tied to the correct order number. Do not create a duplicate manual registration unless you have checked the original first. In some cases, the original registration has completed later and doubled the access granted.
Why You Can't Edit a Registration's Class Date, Location, or Student Details Directly
A registration’s class date, training provider, and training location come from the linked offering. Each time you save the registration, Rhythm copies those values from the offering and overwrites any separate value you entered. Student contact details work the same way. They are copied from the registrant’s contact record on every save, rather than typed directly on the registration.
Tip
If a registration needs a different class date, location, or provider, change the linked offering or transfer the registration to a different offering instead of editing those details on the registration. If a registration needs different student details, correct the student’s contact record or transfer the registration to a different student. If you need the copied student details refreshed sooner than the registrant's next natural change, make a small edit to a non-critical field on the registration, or use Bulk Change across several registrations at once. That forces a save that pulls in the current contact information, and you can revert that field afterward if you do not need to keep it.
Transfer a Registration to Another Student or Offering
- Open the registration and select Transfer Registration.
- Change Student:, Course Offering:, or both.
- Choose whether to send the confirmation email again, add a note if you like, then select Transfer Registration to confirm.
Result
The same registration record, order, and payment carry over to the new student or offering. The registration shows the new student, but the order keeps the original registrant as its own contact, so the order's billing details stay accurate. A history of the change appears on the registration’s Substitutions tab, but the original registrant's own record does not separately show that a transfer happened. You can transfer a completed registration just like any other registration. Because a transfer keeps one current registration record, a search or query for the registration shows only its current active or cancelled state, not a separate row for the person who held it before the transfer.
Warning
A transfer moves the seat itself, but not everything that came with it. Credits already granted, exam registrations booked alongside the course, and the online meeting seat and join link all stay with the original student. The dialog does not warn you about this, so check whether you need to handle any of those items separately after a transfer.
Delete a Registration
- Open the registration and select Delete Registration.
- Confirm.
Warning
You can delete a registration in any status, including one that has been paid for or attended, and deleting it does not affect the order. Rhythm refuses the delete only when a credit points to the registration. Remove or reassign that credit first.
Related
Scheduling and managing course offerings, and recording or correcting credits earned through a course, are handled separately from the registration itself.