License renewal by trainers

This article is for certification brands.

When a trainer’s license is about to expire, you can send a trainer one or several emails asking about the renewal of the license. These emails contain the link to a renewal form.

When the trainer opens the form, they have two options: either accept or reject the renewal. If they agree, the platform asks them to accept the license, and confirm some information like billing address. If they reject, then they need to provide a reason why they are doing so.

Renewal Process

Let’s see in more detail how the renewal process looks like.

When a trainer gets a renewal email and clicks on the link, they have a choice.

Prolongation Request

If they decide to cancel the license, the platform asks them to provide a reason. If they prefer to renew the license, there are several steps to follow:

  1. Update the living address
  2. Update the billing address where the trainer can choose an organisation that should be billed
  3. Confirm a license agreement.

No matter what choice the trainer does, you get an email from Workshop Butler. You can also see the status of renewal on the  Expiring Licenses widget on Dashboard.

How to allow trainers renew a license

Go to Account Settings -> choose License Types on the left-side menu -> choose a license type you need.

So that you trainers can renew a license by themselves, you need to add a license agreement, set a renewal period, and configure notifications.

License agreement

To renew a license, a trainer needs to accept a license agreement. Without it, a brand will have to renew each license manually.

To add an agreement, click on the Edit License Type button -> click Edit Noticiations in the lower right corner -> click Add Agreement in the lower right corner. You can edit it later the same way.

 Alternatively, you can add the agreement by clicking on the Create link on the License Type screen.

Read more about the license agreement here.

Renewal period 

A renewal period is a time frame within which a trainer can renew a license by themselves. After this period is over, they have to contact a certification brand about renewal and will receive the corresponding message if they try to click a renewal link. 

To add or edit a renewal period, click on the Edit License Type button -> click Edit Noticiations in the lower right corner -> click Add Agreement in the lower right corner -> click Edit Renewal Period.

Read more about renewal period here.

Renewal notifications

Renewal notifications are sent to a trainer’s email when the license is about to expire or when it’s expired. They remind trainers about renewal and contain a renewal link. 

You can send up to 5 emails or choose not to send any at all. To configure notifications, click on the Edit License Type button -> click Edit Noticiations in the lower right corner.

Read more about renewal notifications here.

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