Using Registration Manager Creating Records and Scheduling Exams

Using Registration Manager Creating Records and Scheduling Exams

TUTORIAL

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Contents

Welcome! This training module will provide you with step-by-step instructions for using Registration Manager. It will cover these main topics:

Part I: Registration Manager Introduction and Overview

Part II: Searching for and Editing Records

Part III: Viewing Exam History and Creating a New Record

Part IV: Scheduling Exams

Part V: Entering Payment Information and Vouchers

Part VI: Rescheduling and Canceling Exams

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This section will explain how Registration Manager works:

Registration Manager: Overview of features

Part I: Registration Manager Overview

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Registration Manager allows you to manage a candidate’s exam and information. This includes:

Part I: Registration Manager OverviewRegistration Manager: Overview of the Application

searching for, creating, and editing a

candidate’s personal data. scheduling an exam for a candidate. specifying payment information. rescheduling or canceling a candidate’s exam. viewing a candidate’s exam history.

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To open, go to Start, All Programs, VUE Applications, Registration Manager.

Registration Manager is installed on the Admin workstation.

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When you log into Registration Manager, the Customers view and the Primary Tab will be displayed. From this window you will be able to navigate to other areas of Registration Manager.

Customers View

Allows you to view candidate demographics and exam history.

Exams View

Allows you to schedule exams.

Order View

Allows you to enter payment information, vouchers, and discounts.

Select Client

Allows you to select the client the candidate exam is associated with.

Search

Allows you to search for candidate records.

Primary

Allows you to enter and view candidate demographics.

Alternate

Allows you to enter and view additional candidate demographics.

Client Info

Allows you to enter and view additional candidate information required by the client.

History

Allows you to view exam history, reschedule, and cancel exam appointments.


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This section will explain how to:

Search for records

Edit records


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Before beginning a search, it is important to understand how records

are categorized in Site Manager.

Unprotected exam sponsors share candidate records with other

sponsors. When you perform a search in Registration Manager, all

matching records associated with unprotected sponsors are found,

regardless of which unprotected sponsor is selected in the Select

Client field.

Protected exam sponsors do not share candidate records with

other sponsors. When you perform a search in Registration

Manager with a protected sponsor selected, only records

specifically belonging to that sponsor are found.

Part II: Searching for and Editing RecordsBackground Policies/Information: Searching for a Candidate Record

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When a candidate calls to schedule an exam at your test center, it iscritical that you always search for an existing record before creatinga new one.

Each candidate’s record is assigned a unique ID for thatcandidate.

The candidate’s unique ID record is tied to the certification forthe exam being taken.

If you create a record and ID before conducting a search, youmight create a duplicate record for that candidate.

Duplicate records will result in the candidate not being granted acertification.


Registration Manager: Searching for a Candidate Record

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Log into Registration

Manager.

Select the appropriate client

from the drop-down menu.

In this and all subsequent examples, CompTia will be used as the exam sponsor.

Click on the Search button.

The following steps describe how to search for a candidate record:

Part II: Searching for and Editing RecordsRegistration Manager: Searching for a Candidate Record

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Enter the search criteria and

click Search.

Enter the candidate’s first and last name, and/or the candidate’s Candidate ID number.

If there are several candidates with the same name, you may be required to enter additional information such as country, city, and state.

12345


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Select the appropriate

record and click OK.

If more than one record appears, select the record that corresponds to the correct candidate and client testing ID of the client with whom the candidate is taking an exam.

Note: If duplicate records appear and each contains a client testing ID for that client, you will need to verify exam history. This search will be explained later.

12345


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Verify the candidate’s

demographic information.

Make sure that all the required information is current. You may need to refer to the specific exam sponsor chapter, which explains what demographic information is required.

Note the candidate’s VUE ID.

The VUE ID is the unique identifier for this record in Registration Manager.


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Click on the Client Info tab

and note the Testing ID.

The Testing ID is the unique identifier for this record within this particular client.

Click on the Primary tab if

you need to edit the record.

12345


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Click on the Edit button.

Enter any necessary changes.

Click Save to save the

changes.

You are now ready to

schedule an exam!

The following steps describe how to edit a candidate record:

If a long list of candidates appears in the window on the left, click the Remove button to remove names from the list

Part II: Searching for and Editing RecordsRegistration Manager: Editing a Candidate Record

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Part II: Searching for and Editing RecordsTips: Searching for a Candidate Record

The best option to search for a candidate is by entering the candidate ID

number, as this search will only find one candidate.

If the candidate ID number is not available and it is necessary to search by

name, your search may find more than one candidate, as candidates may

share the same name.

If your search does find more than one candidate (but fewer than five),

check the other demographic information listed in the Primary tab (email

address/ phone number/city-state) to find the correct candidate.

If a candidate seems to have a duplicate record, you should verify the exam

history for each record before you schedule the exam.

You should create a new record for a candidate only after conducting a

thorough search for an existing record.

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In this section you will learn how to:

View exam history

Create new records

Part III: Viewing Exam History and Creating a New Record

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Highlight the candidate from

the list of names on the left.

Verify that the demographic

information corresponds to

the candidate.

Note the VUE ID from the

Primary tab and the Testing

ID from the Client Info tab.

Click on the History tab.

The following steps describe how to view exam history:

Part III: Viewing Exam History & Creating New Records Registration Manager: Viewing Exam History

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Select Exam History from

the drop-down menu.

Verify the exams taken,

location, and any other

relevant information to

determine if this is the

correct candidate record.

If the candidate has multiple records, you should view the exam history for each record.

Once you have determined

the correct record, you are

ready to schedule an exam!

Part III: Viewing Exam History & Creating New RecordsRegistration Manager: Viewing Exam History

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Remember to always conduct a search before creating a new record.

Once a candidate's record has been saved in Registration Manager, you

cannot change the candidate's name.

Some exam sponsors also have restrictions on when other candidate information,

such as the mailing address, can be changed—for example, the exam sponsor may

require the candidate to contact the Call Center/Contact Centre or the exam

sponsor in order to make a change.

In addition, sponsors may have different requirements on which fields are required

to be filled in.

Refer to the Exam Sponsor Guide for specific requirements.

Part III: Viewing Exam History & Creating New RecordsBackground Policies/Information: Creating a New Record

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Part III: Viewing Exam History & Creating New RecordsRegistration Manager: Creating a New Record

After you have searched for

a candidate’s record, click

on the New button.

A message will appear advising you to create a record only after conducting a search. If you have already searched, click Yes to begin creating the record.

From the Primary tab, enter

the required demographic

information for the candidate

The following steps describe how to create a new record:

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Click on the Alternate tab to

enter additional demographic

information.


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Click on the Client Info tab to

enter information required by

the exam sponsor and to

generate a client Testing ID for

the candidate.

Depending on the sponsor, you may be required to enter additional information regarding the candidate.

Generate the Testing ID by

clicking the Generate New

ID button.

A message will appear advising you to generate the ID only after conducting a search. Click Yes to begin generating the ID.


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Click on the Primary tab to

return to the main

Registration Manager Window.

Verify the demographic information is correct and click Save.

When you save the record, Registration Manager checks that you have entered all information required by the exam sponsor. If any information is missing or incorrect, a message lets you know which fields you need to fill in or change.

You are now ready to

schedule an exam!


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Remember! You should create a new record for a candidate only after

conducting a thorough search for an existing record.

If you create a duplicate record, candidates will have their test results

distributed across two records and will fail to achieve certification because

neither record will be complete.

Part III: Viewing Exam History & Creating New RecordsAdvisory: Creating a New Record

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If you need to create records for several different candidates, as you save

them the names will appear in the window on the left-hand side of the

screen.

When you are ready to schedule an exam, make sure that you have the

correct candidate selected from the list!

Part III: Viewing Exam History & Creating New RecordsTips: Creating a New Record

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Schedule exams


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Normally, Test Administrators can only add or change Site Manager

information, view schedules, perform same-day registrations,

cancel/reschedule exams and view canceled registrations for their own

test center.

Site Groups are groups of test centers that can be managed by everyone in

the group.

If you are part of a Site Group, you will be able to manage information in Site

Manager at any test center within your Site Group.


Background Policies/Information: Scheduling an Exam

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If you are not part of a site group consisting of several test centers, you will be

able to:

schedule, reschedule, and cancel appointments at your test center only. schedule exams to be taken at other test centers and in other countries. view cancellations at your test center only.

If you are part of a site group, you will be able to:

schedule, reschedule, and cancel appointments for any test center in your

group. schedule exams to be taken at other test centers and in other countries. view cancellations at test centers in your group only.

Part IV: Scheduling Exams Background Policies/Information: Scheduling an Exam

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Part IV: Scheduling ExamsRegistration Manager: Scheduling an Exam

After you have either

searched for or created a

candidate’s record, click on

the Exams button.

Select the exam the

candidate will be taking.

Select the language.

The following steps describe how to schedule an exam:

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Select the test center.

Your test center should already be listed as the default.

If you need to schedule the candidate at another test center or your test center does not appear, click the Centers button.

Part IV: Scheduling Exams Registration Manager: Scheduling an Exam

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Enter the appropriate search

criteria and click Search.

Locate the test center by

scrolling through the list and

highlight it to select it.

Click the Select button.


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Enter the time and date

range the candidate desires.

The default date is always the next calendar day. If necessary, change the date in the Dates From / Through fields to the desired date.

Click Find Times and select

the desired time.

The times displayed reflect the availability of open hours at your test center.

Click Schedule to schedule

the exam and take

order/payment information.


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Enter payment information

Enter vouchers

Enter multiple orders


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Verify the exam price is

correct.

Enter any special discounts.

Sometimes a sponsor offers a discount, like buy one exam, get one free. Discounts must be applied only after all exams are added to the order

The following steps describe how to enter payment and voucher information:

Important! Test centers must charge candidates the prices listed in Registration Manager. Under no circumstances can you charge a candidate a sitting fee, administrative, or any other additional charge for taking an exam.


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Highlight the discount and

click Apply.

If the exam is eligible for the discount, the discount will be applied.


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Select payment type or

voucher information.

Select the credit card from the drop-down menu.


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Enter credit card

information and click OK.

The name on the credit card must match the name of the candidate or an employee of your test center.


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Enter voucher number

and click Apply.


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Either save the order, or

schedule another exam for

the candidate or for another

candidate.

Click on the Exams button to

schedule another exam for

the same candidate.

Click on the Customers

button and search for the next

candidate.

If you are scheduling multiple candidates, schedule up to 10 candidates before saving the order.

Part V: Entering Payment Information and VouchersScheduling More Exams or Saving the Order

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When you are finished

scheduling exams, click Save

to save the order.

A message will appear when the order has been successfully entered, then click OK.

The following steps describe how to save the order:

Once the order has been saved, the Pearson VUE system will send a confirmation letter to the candidate via email, fax, or ground mail, depending on the information provided

Part V: Entering Payment Information and VouchersScheduling More Exams or Saving the Order

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To save time, schedule several exams at once before clicking the Save

button from the Orders view.

Important! Test center staff will be held responsible for any fraudulent

activity that occurs while using Pearson VUE applications, including credit

card fraud.

Pearson VUE reserves the right to charge your testing center a fee for any

credit card transaction that is rejected by the credit card issuer as a result of

fraudulent use such as chargebacks.

Part V: Entering Payment Information and VouchersTips: Scheduling Exams

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Reschedule exams

Cancel exams

Part VI: Rescheduling and Canceling Exams

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You can reschedule an appointment to a test center in a different country.

When rescheduling to a different country, the following rules apply:The exam price, currency and tax must remain the same.

All appointments on the order must be scheduled for the same country.

If a candidate has more than one exam appointment on the order, you will not be

able to change the country.

Discounts and standard registration policies will be revalidated for the order.

Part VI: Rescheduling and Canceling Exams Background Policies/Information: Rescheduling an Exam

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The following steps describe how to reschedule an exam:

Search for the candidate’s

record under the appropriate

client.

Verify the demographic


the candidate.





Part VI: Rescheduling and Canceling ExamsRegistration Manager: Rescheduling an Exam

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Select Exam Registrations

Active from the drop-down

menu.

Select the exam the

candidate wants to

reschedule.

Click the Reschedule button.


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Click the Find New

Appointment button.

Locate a new test center, if

required.

Enter a new date and time.

Click the Find Times button.

Click the Schedule button.


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Verify the appointment

information and click Save.

When the order is saved, the History tab will be displayed and show the new exam appointment.


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The following steps describe how to cancel an exam:

Search for the candidate’s

record under the appropriate

client.

Verify that the demographic


the candidate.





Part VI: Rescheduling and Canceling ExamsRegistration Manager: Canceling an Exam

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Select Exam Registrations

Active from the drop-down

menu.

Select the exam the

candidate wants to cancel.

Click the Cancel Item button.


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Verify that the exam is the

exam that the candidate

wants to cancel.

Click the Save button.

After the cancellation is saved, Pearson VUE will refund the candidate, usually the next business day. Payments made with credit card might not show the cancellation until the next statement.


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You have finished this training module.

Practice using Registration Manager by creating a

record for yourself, and then registering yourself

for your Certification Exam or TDFTs (a dummy

practice exam.)

CONGRATULATIONS!

Documents

Using Registration Manager Creating Records and Scheduling Exams