Confirmation by Shared File

This scenario applies when the company “contact or provider (institution)” has confirmed the number of registrations for a company’s clients, employees, or volunteers who have either registered in or started the course(s) by sharing a file (e.g. Google Doc) which is accessible by everyone. If the contact has emailed the file (not the link to the file), use the "Confirmation by Email" registration form.

Do not use for Centrally Confirmed Registrations – see XXX for instructions on how to enter Centrally Confirmed Registrations. If the confirmation from the Company includes courses that are part of the Centrally Confirmed Registration process, do not include those courses when adding registrations confirmed by the Company Contact.  Wait until you receive the data file from data collections.

Refer to the “Registration Checklist” to determine the appropriate process. 

Company registrations are added to the “Company” profile while all documentation confirming the registration is on the “Contact” profile associated with the company (or the Provider is confirming). The “Contact” must be listed as a “Contact” on the “Company” profile (or Provider). Refer to Client Profiles – Contact & Instructors Information if you need a refresher on how to add a contact profile to a company. 

Make sure the file clearly identifies the number of clients, employees, or volunteers who have taken each course for the specific time period registrations are confirmed for (e.g. month of October).

After obtaining the registrations from the shared file, an email must be sent to the company or Provider “Contact”, including a link to the shared file, confirming the provider (Institution), the program (if applicable), the courses, and the number of registrations for each course. This must be done before completing the registration form. Use the email templates provided in the CRM for confirmation.

    • If the course has a registration process, the email must clearly state the number of clients, employees, or volunteers who have either registered in, started, or completed each course, and the period covered.  
    • If the course does not have a registration process, the email must clearly state the number of clients, employees, or volunteers who have started or completed each course, and the period covered.

Registration Information

Click to view the screenshot (Registration Information)

Fields to Complete           

Steps to Follow

Supporting Territory
  • Enter your Territory or the name of the Territory the registration(s) belong to and select it from the search options.

Was this Registration Generated?   
  • Select "Yes"

Date Registration Confirmed
  • Enter the date the confirmation email was sent.

Registration Generated by
  • Enter your name or the name of the staff member who generated the registration and select it from the search options.

Most Applicable Method to Generate Registration          
  • Select one of the following:
    • Study options presented AND confirmed client registered/started.
    • Client Pre-Identified Program/Course - Assisted with the registration process, application, or financial aid process AND confirmed client registered/started (only if you did not provide study options and ONLY assisted with the process).
Client Confirmation Information 

Click to view the screenshot (Client Confirmation Information)

Fields to Complete

Steps to Follow

Number of Company Registrations per Course
  • Enter the number of registrations per course.
  • If adding multiple registrations at once (multiple edits), enter the registration number for each course. If the registration numbers differ across courses, first enter the most common number across all courses. After saving, return to each course individually to update its specific registration count.
For example, if there are four courses with three having 12 registrations and one with 10, initially enter 12 for all. Then, after saving, go back to the course with 10 registrations and adjust the entry accordingly.

Who Confirmed Registration/Course Started   
  • Select "Referral Partner/Company Contact"   if confirmed by Company Contact.
  • Select “Institution” if confirmed by the Provider.

    Contact Name 
    • Enter the name of the "Referral Partner/Company/Provider Contact" and select it from the search options.

    Method Received Confirmation
    • Select "Confirmation of Registration Received via Shared Files for Companies."  
    Note: if the contact has emailed the file, use the “Confirmation by Email” registration form.

      Client Confirmation Information
      • Enter the date and time the confirmation email was sent.
      Registration Specific Information

      Click to view the screenshot (Registration Specific Information)

      Fields to Complete   

      Steps to Follow

      Registration Status      
      • Select the appropriate status from the drop-down menu:
        • Registered - Not Started
        • In Progress
        • Completed
        • Incomplete (etc.)

      Anticipated Course Start Date
      • If you know the date when the course is starting, enter the date.

      Delivered on CN Platform
      • If you're unsure whether it is delivered on one of CN's platforms select "No." 
      • If you know it is delivered on one of CN's platforms, select the appropriate platform from the drop-down menu. 
      • If you select "XR," a new field labelled "XR Application Used" will appear. Select the appropriate option from this new drop-down menu.

      CN Laptop
      • Leave as "No" (companies are not eligible for the CN technology loan program). 

      CN Modem
      • Leave as "No" (companies are not eligible for the CN technology loan program). 
      Registration Review

      Click to view the screenshot (Registration Review) 

      Fields to Complete

      Steps to Follow

      Confirmed Reviewed Registration
      • After confirming all data is correctly entered and documented, select "I confirm registration is valid and all information is documented in CRM."

      Review Confirmation Date      
      • Enter the current date and time.
      Study Path Intake Information

      These fields will auto-populate from the study path. Make any changes applicable to these particular registrations before saving.


      Last modified: Monday, 9 December 2024, 2:37 PM