Education

Canceling Member Registration from a Class/Event

Title: Canceling Member Registration from a Class/Event
Submitted by: Rapattoni Software Support
Issue: How do I cancel a registration in the Education or Event Manager, and what effect does a cancellation have in accounting?

Many times, a member will register for a class or event and later unexpectedly need to cancel. A cancellation may involve several scenarios: Did the member pay in full at time of registration and is now due a refund? Should the credit remain on the member's account to be used at a later date? Do you collect a cancellation fee? Canceling a member's registration in Rapattoni Magic will also adjust and correct that person's accounting history.

The following steps will instruct staff on how to cancel a member's registration in education, and how it affects the member's accounting records.

To cancel a class registration

    

Select the appropriate class and registration, and then click the Registration button to go into the individual member registration record in the Class Registration Form.

Change the registrant's status from "R" (Registered) to "C" (Cancelled). You are prompted to enter a batch ID:

The batch is required because an accounting adjustment will be automatically generated. A cancellation does involve the creation of a new invoice. After this step, the Class Registration Form reflects the cancellation:

If we look at the member's accounts receivable history (below), we can see that a negative invoice has been created and applied against the original invoice. The member's accounts receivable now reflect the off-setting transactions.

For other questions regarding canceling registrations, please see the Rapattoni Magic Help or contact Rapattoni Software Support.

Common Code of Ethics Education Tracking Errors

Title: Common Code of Ethics Education Tracking Errors
Submitted by: Rapattoni Magic Software Support
Issue: I have run the Education Tracking Update. Why hasn’t the status changed from Pending to Completed for some members who took the ethics class?

If your association uses the Create Education Tracking Utility and the Education Tracking Update, you may occasionally notice that the Status field in a member’s Requirements Tracking Form does not change from Pending to Completed, as you would have expected.

In this article, we will discuss the four most common reasons this may occur:

  1. Open the member’s Class Registration Form. The Attended (Y/N) field must be set to "Y," and a passing grade must be entered in the Grade field. If the member did not attend the class OR did not pass the class, their status will not change to Completed because they do not qualify.



  2. Verify that the course associated with the class has been set up in the Education Requirements Setup form. In the example above, Class ID "123 Ethics 101" belongs to the ETHICS8 course. Therefore, the ETHICS8 course must exist in the Education Requirements Setup Form in order for members’ requirements tracking status to qualify to change to Completed (see below).









  3. Open the member’s Education Requirements Tracking Form. Locate the Completion date field. If the Completion date has been manually updated, but the Status is still set to P, the Education Tracking Update will not update the member’s record. The Education Tracking Update only updates qualifying records when the Status field is set to "P" and the Completion field is set to "00/00/00." In the example listed below, the member’s status will not change to Completed because the Completion date has been modified.







  4. Review the criteria that you entered in the Education Tracking Update. Remember, you want the utility to modify the status for qualifying members whose status is currently pending (prior to running the update). Therefore, the Status field must be set to Pending, because these are the records you want to change. Do not enter Completed in the status field, as this would cause the utility to locate only members whose status is already set to Completed.









The scenarios above describe the four most common education tracking issues. If you need additional assistance or training on the education tracking utilities please contact Rapattoni Magic Support via e-mail at This email address is being protected from spambots. You need JavaScript enabled to view it. or call our help desk at (866) 730-7115.

Common Education Tracking Errors

Title: Common Education Tracking Errors
Submitted by: Rapattoni Software Support
Issue: What type of errors are most common when performing education tracking?

If you are currently utilizing education tracking for designations or if you are planning on tracking the fulfillment of NAR’s quadrennial ethics requirement, there are a few common mistakes that should be avoided.

One of the most common mistakes is entering the number of credit hours for a course in the Education Card Credits field instead of in the Certification Info button located at the bottom of the Course Information Form. The last column in the Course Certification Information window is for the credit hours that your course will be worth. In our example, the class is worth 3.0 credits.

Press F5 to zoom to the applicable course and click the Certification Info button.

The second most common error occurs when running the Education Tracking Update. It is very important to enter the correct selection criteria. Make sure to enter the status of ‘P’ (pending) because you are looking for pending members to update, not members that are ‘C’ (completed). Also, it is important to leave the completion from and through dates set to the defaults of 00/00/00, because pending members will not have a completion date.

In our example, we are choosing to update the continuing education category of ETHIC for all pending members that have completed an applicable ethics requirement course.

If you are still having trouble updating your members’ education tracking, check the applicable Class Information Form for the class you are tracking. The default grade for the class should have been defaulted to a grade that is set in the Grade Code Table as a ‘CR’ (credit) grade. All registrants of a class must have an attended status of ‘Y’ for yes and a grade that is set up as ‘CR’ (credit) in order for the member’s education tracking record to correctly update.

If no default grade was entered in the Class Information Form, then you can run the Change Grades Utility. This utility can be found under Education, Utilities and Updates and can be run to populate all registrants for a selected class with a credit grade. In our example, the class is set to a default grade of ‘P’ (passed), and the grade of ‘P’ is set up as a credit grade.

Press F5 to zoom to the applicable class and then zoom from the Default Grade field.

If your association has never utilized the very powerful Education Tracking module or if your association would like additional training, please contact our Magic support help line at (866) 730-7115 so we may schedule a courtesy one-hour phone training.

Education Tracking Update

Title: Education Tracking Update
Submitted by: Rapattoni Software Support
Issue: How can I update our member records for Education Tracking purposes?

Rapattoni Magic provides an Education Tracking Update Utility to help keep your records current and to update professional designation or continuing education requirements. If a member has an education tracking record created, the utility will check the class registration records and will determine if the member has met the requirements for a certain education category. The software uses the Grade Code Table to determine if the member qualifies to receive credit for a class. If a member has fulfilled all of the requirements, the software will perform the following tasks:

  • Change the education category status for the member from pending (P) to completed (C).
  • Change the completion date to the date of the class that fulfilled the requirements, or a date you specify.
  • Add a professional designation to the member's record, if appropriate.

Running the Education Tracking Update:

NOTE: If the software finds a member education tracking record with a status of C for a member who has not actually fulfilled the requirements, the program will change the member’s status back to P, and set the completion date to 00/00/00.

Education Transmittal and Education Tracking

Title: Education Transmittal and Education Tracking
Submitted by: Rapattoni Software Support
Issue: What is the difference between Education Transmittal and Education Tracking?

Did you know that there are actually two processes for tracking which members have taken their mandatory Code of Ethics course and determining how that information gets transmitted to NAR?

The education transmittal process is the method in which you send information to NAR to certify that the member has satisfied the requirement.

The education tracking process was designed for association staff to track who has, or who has not, taken a class that satisfies the requirement. This enables your staff to run updates based upon classes taken that satisfy the requirements, and run reports for those members that still have not completed the requirement. These reports can be run by office and mailed to the brokers, which can put the responsibility on the broker to get their agents working on the requirement.

In addition to these processes, we also offer the "Getting Started" section that covers how to create a class and how to set up education tracking. This "Getting Started" section is at the top of the education menu and it looks like this:

Education Procedures

Lastly, we offer additional resources on our website in the form of support articles and webinar training videos. These resources are available at the locations listed below:

As always, if you have questions or concerns, please feel free to contact our support department at 1 (866) 730-7115 or by email at This email address is being protected from spambots. You need JavaScript enabled to view it..