License/Registration Renewal Application Management

Introduction

This article outlines the procedures for regulators to manage individual license/registration renewal applications, including reviewing submitted renewal applications and making a decision on an application from the Workbench.
Note: The Thentia system is highly configurable. You might not see the exact same interfaces in your environment compared to the examples below, as your environment might have been configured differently. 

Viewing List of Submitted Renewal Applications

The Thentia system can be configured so that licensees/registrants receive email notifications when their licenses are due for renewal. Licensees/Registrants would then need to log in to the Licensee/Registrant portal to complete the license renewal application. 

In the Register module, click on the Menu button on the top left corner to open the navigation menu and click on the Renewals site navigation to open the renewal application table view.

The renewal application table view: Submitted Registration Renewals shows a list of renewal applications where the status is “Submitted”. These are renewal applications that have been completed and submitted by licensees through the licensee portal interface. 

Note: The view of the table can be changed by selecting the eye icon on the top navigation bar. 

When a new renewal application gets submitted through the portal, the counter numbers on the site map navigation next to both “Renewals” and “All Open Activities” will increment when the site map navigation panel is opened. 

Note: The number next to the site navigation label indicates the number of records that are available within the default table view for that entity. 

Accessing a Renewal Application Record  

There are several ways to navigate to an application record detail page:

• Accessing from a table view: Navigate to the Submitted Registration Renewals table view as described above. Double-click on a row to open the record detail page for that specific application record. 
• Accessing from an activity: 
  1. Click on All Open Activities
  2. Double click on the row that indicates an applicant just submitted an application. (example: “William Smith submitted a renewal for Registration Class A”.
  3. Update the completed field to “Yes” and click on the Save icon (diskette) to save a record. This action will remove the row from the All Open Activities table view.
  4. Click on the Go To Record button on the top header to open the record detail page for that specific renewal application record. 

Reviewing a Renewal Application Record

These are some of the actions that you can leverage in reviewing a renewal record:

1. To locate step-by-step screenshots of applicant’s submission in the pdf form, click on Files on the record navigation left panel under Files and Activities and double click on the Renewal_Review.pdf. 
2. Once everything has been reviewed, the final decision can be made by updating the status field on the application record. The system updates the related license record with a new expiry date when the renewal status is updated to Approved. 

Renewal Application Auto Approval

Some license types might have auto approval enabled. When this feature is enabled, submitted renewal application will get approved automatically when the following conditions are met: 

1. Hold Renewal on the license record is set to No or Unset.
2. Invoice for the application has been fully paid with credit card. 
3. There are no unexpected responses for declaration questions.
4. License destination status is the same as the current status.
5. Continuing education requirements have been completed and there is no continuing education exemption applied to the continuing education plan.