01
Registrant management
Every current and past registrant in one searchable database, with the full history of every change since day one and fast filters to find anyone in a few clicks.
Platform capabilities
What RIMS does
The core feature set shared by every RIMS installation, configured to each organisation's own process.
02
Online applications
New, transfer and international applicants submit data and documents online, with a checklist that shows staff and applicants exactly what is still outstanding.
03
Self-service registrant portal
Registrants log in to renew, pay, and keep their own profile, education and contact details up to date.
04
Online renewals & reminders
Annual renewal runs online, with automated reminder emails before deadlines and receipts and registration confirmations sent on completion.
05
Payments
Accepts credit cards, PayPal, Stripe and cheques, with automatic receipts and a configurable fee schedule including pro-rated fees.
06
Public directory & licence verification
A public, searchable register lets employers, other boards and the public confirm a psychologist's licence status.
07
Supervision tracking
Candidates, supervisors and board members are linked, and monthly and six-monthly supervision reports are tracked with overdue alerts.
08
Communications
Batch emails to saved recipient queries, event-triggered emails, mail-merged letters, mailing labels and export to Constant Contact, all logged.
09
Complaints & conduct
Complaint files with dates, source, the registrant involved, notes and an assigned complaint committee member.
10
Continuing competence
Registrants' continuing-competence submissions and supporting documents are stored and reviewed against their record.
11
Accounting integration
Renewal, application and miscellaneous payments export to QuickBooks in minutes; Simply Accounting is also supported.
12
Regulatory reporting
Direct export of CIHI questionnaire data to the Canadian Institute for Health Information, plus government data-sharing reports.
RIMS Database Solution Features
Psychology Management System For Psychology Board, College, or Association in the US or Canada, managing valuable data requires a secure and efficient solution. Our comprehensive database platform offers a robust suite of features designed to streamline your workflows and ensure the highest level of data protection.
01
Effortless member registration
When a prospective member has made the decision to join your association, you don't want your registration process getting in their way. RIMS makes sign-up so routine that prospects become full-fledged members in a blink.
02
Your members at your fingertips
Quickly and easily access any of your association members by using the filter and search functionality of the system. Optimize your member interactions by finding who you are looking for with just a couple of clicks.
03
No fuss, no muss events
Your association events should be fun and easy to plan and manage. RIMS makes event registration for members uncomplicated and allows administrators to quickly and concisely evaluate event uptake.
04
Provide valuable resources
The more valuable content you can provide to your membership, the healthier your association will be. Host professional development e-learning courses directly on the system so your members don't need to go elsewhere to add to their knowledge and expertise.
Inside the admin panel
Module by module
Shown from the Nova Scotia Regulator of Psychology install, the most complete RIMS configuration. Other clients run a subset plus modules of their own, listed at the end.
01
Registrants
The master register. Add registrants, filter by degree, status and candidate or registered, run bulk actions, and open a full preview of any record.
- Show all registrants
- Add new registrant
- Send renewal receipt & registration confirmation
- Count by status
- Degrees by status
- Extend EPPP date
- Alphabetical list
- Annual registration list
- Find by former last name
- Registrants by highest degree
- Upload registrant files
02
Applicants
Separate queues for each applicant type, each with a document checklist and status so nothing is approved incomplete.
- Regular applicants
- Transfer applicants
- International applicants
- Application checklist
- Mark complete / inactive
- Enable communication portal
- Preview application
03
Supervisors
The register of approved supervisors, with active and inactive status, and a holding area for supervision documents awaiting review.
- Supervisor register
- Add new supervisor
- Supervision docs holding area
- Bulk status actions
04
Board Members
Board and committee members with active and inactive status, linked to the candidates and meetings they oversee.
- Board member register
- Add new board member
- Active / inactive status
- Bulk actions
05
Email Batch
Bulk and automated email. Save a recipient query once, preview who it reaches, and send; every batch is logged with delivery tracking.
- Saved recipient queries
- Query preview
- Emails
- Email batches log report
- Export to Constant Contact
- Event-based emails
- Event-based emails report
- Comments by email report
06
Letter Templates
Reusable letters, such as fee receipts, merged with registrant data and generated in bulk, with a record of every letter produced.
- Template library
- Add / edit templates
- Temporary one-off edits
- Generate letters
- Generated letters report
07
QuickBooks
Exports payments as QuickBooks import files, with step-by-step import instructions built into the page.
- Annual renewal sales receipts
- Miscellaneous payments
- Application payments
08
Billable Items
The fee schedule: every chargeable item with its amount, status and display order, from annual registration fees to pro-rated fees.
- Fee catalogue
- Amounts & status
- Sort order
- Add new billable item
09
Complaints
Complaint files searchable by file ID, date range, who submitted it and the registrant or applicant involved, each assigned to a committee member.
- Complaint files
- Date-range search
- Committee assignment
- Complaint committee members
10
Competencies
Continuing-competence submissions per registrant, with any number of attached documents.
- Continuing competence submissions
- Document attachments
- Filter by registrant
11
Lists
System settings and reference data that power every drop-down and report, plus staff user accounts.
- Database users
- Languages
- Expertise
- Degrees
- Contact types
- Counties
- Countries
- Communities
- Associations
- Status
- Checklists
12
Database
Administrator-level database tools for working with registrant data directly.
Configured per client
Modules by client
Each regulator's install carries the modules its process needs. Every install also includes global registrant search, a self-registrant login portal and individual staff logins.
Provisional Registrant Tracking
Progress of provisional registrants toward full registration.
Oral Exam Data
Oral examination records and results.
Appeals
Appeal cases and their outcomes.
Council & R & M Committee
Council and committee records.
Reports
37+ built-in reports
Every report can be filtered, searched and exported. Several open sub-menus with further variations.
9
Register listings
- By county (geographic listing)
- By language
- By expertise
- By status
- Status change report
- Date to registry
- Private registrants
- Practice profile
- Board data
10
Supervision
- Supervision reports
- Supervision by supervisor
- Active supervision
- Submitted reports
- Supervised candidates by board member
- Supervision docs report
- Unassigned supervision docs
- Assigned board meeting dates
- Monthly overdue supervision
- Six-monthly overdue supervision
4
Mailings & confirmations
- Mailing labels
- Selected mailing labels
- Registration confirmation
- Selected registration confirmations
4
Exams & applications
- EPPP due dates
- Oral exam dates
- Registration checklist
- Applicant checklist
3
Payments
- Annual renewal payments
- Online payments
- New application payments
4
Government & data sharing
- CIHI report, Questionnaire A
- CIHI report, Questionnaire B
- DHW MOU data
- DHW MOU data, readable version
3
Governance & notes
- Election results
- Member of public notes
- Communication portal notes
Export & search
- Export to Excel
- Export to PDF
- Filter & search
Would you like to see what RIMS can do for you?
We provide a no-obligation 90-day demo with your current data, and records to see how RIMS fits with your current membership data.