Enrolling Partners to Partner Programs

Once your partner program is active, you can begin enrolling partners. Enrolling a partner creates a formal relationship between their account and the program, allowing the system to track their progress against the tier criteria you have defined and providing them with visibility into their tier status, qualification progress, and available benefits.

Partner enrollment enables proactive deployment of tiering programs while providing comprehensive tracking capabilities that support partner success and strategic program management. When enrolled, partners can immediately view their program status in the Partner Programs tab, and the system begins tracking their activities against program criteria.

Requirements

To enroll partners into a program, users must be assigned a security role with one of the following permissions:

Administrator System Role
Users in Roles that have Additional Settings: Enable Partner Program Tiers Access

Understanding Partner Enrollment

Enrollment Capabilities and Benefits

Formal Program Relationship: Partner enrollment creates an official connection between a partner account and a specific program, establishing tier placement, enrollment dates, and progress tracking parameters.

Comprehensive Progress Tracking: Enrollment provides detailed progress monitoring against all program criteria, tier qualification assessment, and benefit entitlement tracking based on current tier placement.

Automated Progress Calculation: The system automatically evaluates partner activities against program criteria using the 5-minute delayed recalculation mechanism whenever changes occur that affect qualification status.

Partner Visibility: Enrolled partners can view their program participation, current tier status, progress toward next tier requirements, and available benefits through the Partner Programs tab in their portal interface.

Enrollment Workflow

Manual Enrollment Process: Administrators create enrollments individually for each partner account, ensuring strategic control over program participation and appropriate partner selection.

Automatic Initial Calculation: Upon enrollment creation, the system schedules an automatic recalculation (within 5 minutes) to evaluate the partner's initial tier placement based on existing activities and data.

Partner Interface Integration: Enrolled programs immediately appear in partner dashboards with full tier status visibility, progress indicators, and benefit information.

Manually Enrolling a Partner

Accessing Enrollment Creation

Navigate to Setup > Partner Management > Partner Program Tiers
Click the Enrollments tab
Click New Enrollment

Configuring Enrollment Properties

In the New Enrollment dialog, configure the following required fields:

Partner Account:

Use the lookup field to select the Partner Account
Search by account name to locate the appropriate partner
Only active partner accounts appear in lookup results
Each partner account can be enrolled in multiple programs
Important: Partner Account cannot be changed after enrollment creation

Primary Partner User:

Select the primary partner user who should view the partner organization's progress through the program and tiers
The Primary Partner User must be an active user associated with the selected Partner Account
This user must have full access to all records related to their organization
Critical: The Primary Partner User's data access permissions determine which opportunities, leads, and course assignments are included in progress calculations
If the Primary Partner User has restrictive access permissions, progress calculations will undercount partner activities
Primary Partner User can be changed after enrollment if personnel changes occur
Best Practice: Select a user with administrator-level permissions within the partner organization to ensure complete data access

Program:

Select the program you want to enroll the partner into
Only active programs appear in the lookup field
Important: Program cannot be changed after enrollment creation
If you need to move a partner to a different program, delete the current enrollment and create a new one

Tier:

Select the partner's initial tier status
Choose from all tiers defined in the selected program
Initial tier selection establishes starting point for progress tracking
Tier can be changed after enrollment through the Edit function
Note: Initial tier assignment should reflect partner's current capability level or can be set to the entry-level tier for all new enrollments

Enrollment Date:

Select the date when the partner's enrollment begins
This date is crucial as it establishes the start of the measurement period for all time-based criteria
Only activities occurring after the Enrollment Date (based on Attainment Date Field configuration) count toward tier qualification
Enrollment Date can be changed after enrollment creation
Important: Changing Enrollment Date triggers recalculation because the measurement period has changed
Best Practice: Set Enrollment Date to match contract start dates, fiscal year beginnings, or program launch dates

Expiration Date:

Select when the partner's enrollment expires
This date establishes the end of the measurement period for all time-based criteria
Only activities occurring before the Expiration Date count toward tier qualification
Expiration Date can be changed after enrollment creation
Common Practice: Set Expiration Date to 12 months from Enrollment Date for annual programs
Use Cases: Use Expiration Dates for seasonal programs, contract-based enrollments, or pilot programs with defined end dates

Saving the Enrollment

Click Add Enrollment to save the enrollment configuration.

Important: Upon saving the new enrollment, the system schedules a recalculation (within 5 minutes) for that partner to determine their initial tier placement and progress status based on the program's criteria and the partner's existing activities.

Viewing and Managing Enrollments

Accessing the Enrollments List

Navigate to Setup > Partner Management > Partner Program Tiers
Click the Enrollments tab

The Enrollments listing displays all partner enrollments across all programs, showing:

Actions - available management operations (Edit, Delete)
Name - enrollment identifier
Program - the partner program name
Account - the partner account name
Tier - current tier placement
Enrollment Date - enrollment start date
Expiration Date - enrollment end date

Filtering and Searching Enrollments

Use the Filter button to narrow the enrollment list:

Filter by specific programs
Filter by partner accounts
Filter by tier levels
Filter by enrollment date ranges

Use the Search function to quickly locate specific enrollments by partner account name or enrollment identifier.

Viewing Enrollment Details

Accessing Individual Enrollment Details

To view complete details for a specific enrollment:

Navigate to the Enrollments tab
Click the enrollment name or partner account name
The Enrollment Details page displays comprehensive enrollment information

Enrollment Details Page Components

Main Information Section:

Displays key enrollment properties:

Program - the partner program (cannot be changed)
Tier - current tier placement (can be changed via Edit)
Expiration Date - enrollment end date (can be changed via Edit)
Partner Account - the enrolled partner (cannot be changed)
Enrollment Date - enrollment start date (can be changed via Edit)
Last Calculated - timestamp showing when progress was last recalculated

Tier Progress Visualization:

Displays visual representation of the partner's progress:

Current tier highlighted with tier badge
Progress percentage toward next tier
All program tiers displayed with icons and names
Visual progress indicators showing completion status

Program Criteria Section:

Lists all program criteria with detailed progress information:

Criterion name and type
Current achievement value
Required threshold values for each tier
Visual progress bars showing completion percentage
Tier-by-tier threshold comparison

Benefits Section:

Displays benefits available at each tier level:

Benefit names
Tier-specific benefit values
Current tier benefits highlighted
Comparison of benefits across all tiers

Manual Recalculation

The Enrollment Details page includes a Recalculate button that triggers immediate progress recalculation for the specific partner enrollment.

Use manual recalculation when:

Partners request current status visibility
After correcting data issues that affect calculations
Verifying that recent activities have been counted
Testing criterion configuration changes

To manually recalculate:

Navigate to the Enrollment Details page
Click the Recalculate button in the upper right
The system immediately recalculates the partner's progress
The Last Calculated timestamp updates to reflect the recalculation time
Progress indicators and tier status update based on current data

Important: Manual recalculation processes only the specific partner enrollment being viewed, not all partners in the program.

Editing Enrollments

Accessing Enrollment Edit

Navigate to the Enrollment Details page
Click the Edit button in the upper right
The Edit Enrollment dialog displays

Editable Fields

The Edit Enrollment dialog allows modification of the following fields:

Primary Partner User:

Change to a different active user from the partner account
Update when personnel changes occur within the partner organization
Ensure new user has appropriate data access permissions
Important: Changing Primary Partner User may affect progress calculations if access permissions differ

Program:

Cannot be changed after enrollment creation
Field is locked to maintain enrollment integrity

Tier:

Select a different tier to manually advance or adjust tier placement
Use this field to promote partners to higher tiers when they meet qualification criteria
Use this field to adjust tier placement for strategic business reasons
Important: Tier advancement is entirely manual; the system does not automatically promote partners even when criteria are met

Enrollment Date:

Modify the enrollment start date
Important: Changing Enrollment Date triggers recalculation because the measurement period changes
Use caution when backdating enrollments as it may include historical activities not originally intended to count

Expiration Date:

Extend or shorten the enrollment period
Modify to align with contract renewals or program extensions
Common Use: Extend Expiration Date when renewing partner relationships

Partner Account:

Cannot be changed after enrollment creation
Field is locked to maintain enrollment integrity

Saving Enrollment Changes

After modifying editable fields:

Review all changes for accuracy
Click Save to apply the changes
If Enrollment Date was changed, the system schedules recalculation within 5 minutes
The Enrollment Details page updates to reflect the new values

Manual Tier Advancement Process

Partner Program Tiers requires manual tier advancement. The system does not automatically promote partners to higher tiers even when they meet all qualification criteria.

Why Manual Tier Advancement?

Strategic Control: Manual advancement ensures administrators maintain complete control over tier progression and can align advancement decisions with strategic business considerations beyond automated calculations.

Verification Opportunity: Manual advancement provides an opportunity to verify partner qualification, review custom criteria completion, and ensure all program requirements are satisfied.

Relationship Management: Manual advancement enables strategic timing of tier announcements, recognition activities, and benefit activation that align with business relationship objectives.

Tier Advancement Procedure

Monitor Partner Progress:
- Navigate to Enrollment Details to review progress
- Verify partner has met or exceeded all criteria for the next tier
- Check that criterion progress indicators show qualification
Verify Custom Criteria:
- If program includes Custom criteria, verify manual completion
- Review any qualitative requirements or documentation
- Confirm all non-automated requirements are satisfied
Edit the Enrollment:
- Click Edit on the Enrollment Details page
- In the Tier field, select the new higher tier
- Click Save
Communicate with Partner:
- Notify the partner of their tier advancement
- Congratulate them on their achievement
- Explain new benefits available at the higher tier
- Set expectations for next tier requirements

Tier Advancement Best Practices

Regular Progress Review: Monitor partner progress regularly to identify partners approaching tier qualification, enabling timely advancement and recognition.

Documentation: Maintain internal documentation of tier advancement decisions, including rationale and qualification verification, for program audit purposes.

Recognition Activities: Coordinate tier advancement with recognition programs, announcement timing, and celebration activities that maximize motivational impact.

Clear Communication: Provide clear communication about tier advancement, benefit activation timing, and next-tier requirements to maintain partner engagement and motivation.

Deleting Enrollments

When to Delete Enrollments

Delete enrollments when:

Partner relationships have ended and should no longer participate in programs
Enrollments were created in error
Partners are being moved to different programs (delete old enrollment, create new one)
Pilot programs have concluded and enrollments should be removed

Enrollment Deletion Process

Navigate to the Enrollments tab
Locate the enrollment to delete
Click the Actions dropdown (vertical triple dot icon)
Select Delete
Confirm the deletion in the dialog

Important Considerations:

Deletion is permanent and cannot be undone
Historical progress data will be lost
Partners will immediately lose access to program visibility
Consider data archival needs before deleting enrollments

Partner View of Program Enrollment

Partner Interface Experience

Enrolled partners view their program participation through the Partner Programs tab:

Partners access the Partner Programs tab in their portal
They see a dropdown to switch between programs if enrolled in multiple
Current program displays with:
- Current tier badge and name
- Progress percentage toward next tier
- Visual tier progression map
- Program criteria with current values and thresholds
- Available benefits at current tier

Partner Program Tab Configuration

Prerequisite: The Partner Programs tab must be visible in the partner-facing application for partners to view their enrollment status.

Configuration Steps:

Navigate to application configuration for partner-facing apps
Add the Partner Programs tab to the application
Set tab visibility permissions to enable partner access
Verify partners can successfully access the tab

For detailed Partner Programs tab configuration instructions, see Partner Programs Tab Configuration.

Best Practices and Recommendations

Primary Partner User Selection

Comprehensive Access: Select Primary Partner Users with administrator-level access within their partner organization to ensure all opportunities, leads, and course assignments are included in progress calculations.

Access Verification: Verify Primary Partner User access permissions before enrollment to prevent undercounting of partner activities due to restrictive data access.

Regular Access Review: Periodically review Primary Partner User access permissions to ensure they maintain appropriate access as data visibility rules evolve.

Enrollment Date Strategy

Alignment with Business Cycles: Set Enrollment Dates to align with fiscal years, contract start dates, or program launch dates for consistency and easier reporting.

Retroactive Enrollment Caution: Avoid backdating Enrollment Dates unless specifically intended, as this includes historical activities in progress calculations that may not reflect current program participation.

Consistent Enrollment Timing: Consider enrolling all partners in a cohort on the same date to enable fair comparison and consistent measurement periods.

Tier Advancement Management

Proactive Monitoring: Monitor partner progress regularly to identify partners approaching tier qualification, enabling timely advancement decisions.

Communication Planning: Prepare tier advancement communications in advance, including congratulatory messaging, benefit explanations, and next-tier goal setting.

Custom Criteria Verification: Establish clear verification procedures for custom criteria to ensure consistent qualification assessment across all partners.

Strategic Timing: Time tier advancement announcements to maximize motivational impact, such as during business reviews, conferences, or strategic planning meetings.

Enrollment Management

Regular Progress Review: Schedule regular reviews of all enrollments to identify partners needing support, partners approaching tier qualification, and enrollment expiration dates requiring attention.

Expiration Date Management: Set calendar reminders for enrollment expirations to enable proactive renewal decisions and prevent unintended program conclusion.

Documentation Standards: Maintain documentation of enrollment decisions, tier advancement rationale, and program participation history for audit and relationship management purposes.

Limitations and Considerations

Manual Tier Advancement Only: The system does not automatically advance partners to higher tiers. Administrators must manually edit enrollments to change tier placement even when partners meet all qualification criteria.

No Automatic Notifications: The system does not currently send automatic notifications when partners qualify for tier advancement. Administrators must manually monitor progress and communicate with partners about qualification status. (Note: Automatic notifications are planned for future enhancement.)

Locked Fields After Creation: Partner Account and Program cannot be changed after enrollment creation. To move a partner to a different program, delete the enrollment and create a new one.

Primary User Access Dependency: Progress calculations entirely depend on Primary Partner User's data access permissions. Restrictive access results in undercounting of partner activities and inaccurate tier qualification assessment.

Single Enrollment Per Program: Each partner account can have only one active enrollment per program at a time. Multiple enrollments in the same program are not supported.

Troubleshooting Tips

Partner Progress Not Calculating:

Verify the enrollment has been saved and recalculation has completed (check Last Calculated timestamp)
Check Primary Partner User data access permissions for completeness
Verify Enrollment Date and Expiration Date encompass the expected measurement period
Review criterion Attainment Date Field configuration to ensure activities fall within enrollment dates
Trigger manual recalculation from Enrollment Details page

Partner Cannot See Program in Portal:

Verify Partner Programs tab is added to partner-facing application
Confirm tab visibility permissions are enabled
Check that enrollment is saved and active
Verify partner user has access to the application

Criteria Showing Zero Progress:

Check Primary Partner User access to opportunities, leads, or course assignments
Verify filter logic in criteria configuration is not overly restrictive
Confirm activities occurred within enrollment period based on Attainment Date Field
Review Attainment Date Field selection for accuracy

Unable to Edit Enrollment:

Verify you have appropriate security permissions
Check that enrollment exists and is not deleted
Confirm you are using Edit function rather than attempting to modify locked fields (Partner Account, Program)

Tier Advancement Not Reflecting:

Verify you saved the enrollment after changing Tier field
Check that partner portal has refreshed (may require browser refresh)
Confirm tier change was completed through Edit function, not attempted through other means

Jump to Partner Program Tiers Checklist

<< Defining and Assigning Program Benefits | Managing Partner Enrollments >>

Table of Contents