Learn how to navigate and interpret the CE transcript view when auditing submitted records in CE Zoom V2.
Overview:
The Transcript View provides a detailed breakdown of CE submissions grouped by requirement categories, including total hours, applied credits, required topics, and completion percentages. This view helps regulatory agencies evaluate professional compliance at both a summary and record-by-record level.
You’ll see grouped CE requirements, audit status per group, overall progress, and access to certificates and tracking details. This view is essential for performing audits, making approval decisions, and managing the compliance verification process within CE Zoom V2.
Each Transcript or Tracker is broken down into sections that identify ways CE Credit can be obtained:
Quick Links:
Understanding Transcript Sections
Descriptions and Values of Each Section
Minimum Credit Hour Requirements
Minimum Credit Hours Required with a Time Frame
Required but Does Not Count Toward CE Total
Maximum Credit Hour Requirements
No Minimum or Maximum Credit Hours Identified
Overall Overview Status
The Overview section at the top of your CE Tracker gives you a high-level snapshot of the progress toward CE completion.
Within the Overview, you will see the following sections:
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Completed:
The total number of CE credit hours completed—regardless of whether they’ve been applied. -
Applied:
The sum of CE credit hours that have been applied from the eligible sections in the transcript.⚠️ Note: If credits were completed in a section marked “Required but Not Counted” or placed in an Exclusion Group, they will not be included in this total.
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Needed:
The number of CE credit hours still required to meet your renewal obligation. -
Max Home Study:
The maximum number of credits allowed to be earned through Self-Study or On-Demand learning formats. Any credits taken beyond this limit will not be applied toward your required total. -
Required Course Count:
The minimum number of individual courses that must be completed, regardless of how many CE hours they provide. This is used when the regulatory agency specifies course quantity, not credit hours. -
Courses Required, Hours Not Counted:
Courses listed here are mandatory to complete but their hours do not count toward your total CE credit requirement. These are often agency-specific requirements that fulfill a compliance rule but don’t contribute to your CE hour total. -
Audit Status
The Audit Status reflects the current progress of the audit for a specific transcript and renewal period:
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Not Audited – The audit has not been started, and no CE records have been reviewed.
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Partially Audited – One or more CE records within the transcript have been audited, but the full audit is not yet complete.
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Understanding Transcript Sections
The transcript is divided into expandable sections, each representing a specific requirement set by your licensing or regulatory agency.
Each section:
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Is titled with the name of the individual requirement (e.g., CPR | BLS, Clinical CE)
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Includes detailed criteria for satisfying that requirement
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Displays the CE courses completed and applied to that section
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Shows total CE credit hours Completed and Applied toward fulfilling the requirement
Section Progress Summary
Each CE requirement group—like CPR | BLS—features a Section Progress Summary to help you track the progress at a glance. Here's what each part means:
Progress Circle (Green)
Displays only when a group has minimum CE requirements. It provides a quick visual reference of how close the professional is to fulfilling that group's required hours or courses.CE Hours & Courses Completed (Purple)
Shows the total number of CE hours and courses the professional submitted in that group—regardless of whether they meet the criteria for approval.CE Hours & Courses Applied (Teal)
Indicates the number of completed hours and courses that meet the group’s requirements and have been applied toward fulfilling the renewal criteria.CE Hours & Courses Needed (Orange)
Reflects how many additional hours or courses are still required to meet the minimum requirement for that section.Info Icon (Blue)
Provides additional notes or rules about the section when hovered over or clicked.
Toggle Switch Groups
Some transcript sections include a toggle switch that indicates whether the group is required for the professional’s CE renewal.
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By default, the toggle is set to OFF (No).
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Before submitting, each professional is prompted to confirm the status of all toggle switch groups to ensure accurate tracking based on their specific renewal requirements.
As an auditor, you have the ability to update the toggle switch if the requirement status needs to be corrected during the audit process.
This ensures that each transcript reflects the most accurate CE renewal conditions.
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When the toggle is NO:
When a group is toggled No, it means the group itself is not required for the CE renewal.Any CE hours completed in that group will still be counted and allocated according to the group’s rules—just like any other section.
The key difference is:
If no CE is completed in that group, your transcript can still be fully compliant, because the group is not currently required.
- When the toggle is ON:
The group becomes required, and its minimum CE hours and/or course requirements will be factored into your overall progress percentage and total CE hours needed.
This toggle is typically used for conditional requirements based on your role, certifications, or the services you provide. Be sure to set the toggle accurately to reflect your professional responsibilities and ensure your tracker reflects the correct requirements.
Descriptions and Values of Each Section
Minimum Credit Hours Required
Some transcript sections will show a “Minimum credit hours required” line in the description table. This indicates the exact number of hours you must complete and apply in that section for it to be considered fully satisfied.
Minimum Credit Hours Required with a Time Frame
Some transcript sections will include a “Minimum credit hours required” line in the Description table, along with a minimum time period in which those hours must be earned displayed in the Value column.
Certain requirements must not only be met by completing a set number of CE hours but also within a specific time frame, which may differ from your license renewal cycle.
When CE records are tied to a specific time frame:
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You will see a flag attached to the CE record noting its expiration date or the time frame in which it is valid.
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If the CE course was earned in a previous renewal cycle but its active date range overlaps with your current cycle’s requirement, that same CE record will display under both renewal cycles.
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This allows you and your auditor to clearly identify which courses are fulfilling ongoing or rolling requirements.
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If the CE course is being used only as a placeholder, you will see it listed but with no applied hours, and a flag that reads "Hours applied in a previous renewal cycle"
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These time-bound requirements generally fall into two types:
1. Time-Limited Validity (Minimum with Expiration)
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You must complete the minimum required CE hours or courses within the set time period (e.g., every 2 years).
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As long as you’ve met the minimum and have at least one valid (non-expired) course at the time of renewal, the group will show as satisfied.
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Even if one course expires during the renewal period, the completed hours are still counted, but the group may show as not satisfied if no valid CE remains at the time of renewal.
This ensures that required certifications (like CPR) are current at the time of renewal.
2. Continuous Validity (No Gap in Active CE)
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This type of requirement enforces ongoing, gap-free CE coverage throughout the entire renewal period.
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You are expected to have valid, overlapping CE coverage during the entire period with no gaps.
- Even if you have completed the required hours and course count and currently hold a valid CE, the group will never show compliant if there is any lapse—a time when no CE was active.
- CE hours that expire and create a coverage gap will invalidate the group status, regardless of total CE completed
Required but Does Not Count Toward CE Total
If a section is marked as “Required but Does Not Count,” it will replace the "Minimum Credit Hours Required" line in the Description table.
These sections may still include a minimum hour or course count that must be fulfilled to remain compliant. However, the CE hours earned in this section will not be applied toward the overall required CE credit total for renewal.
- These requirements are typically state-mandated and must be completed in addition to the required CE credit hours.
- These items are still essential for license compliance—even though they don't contribute to the total CE hours.
Maximum Credit Hours Allowed
Some transcript sections will include a “Maximum Credit Hours” line in the Description table.
These sections limit the number of CE hours that can be applied, even if the professional completes more hours in that category.
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Once the maximum is reached, any additional hours will still be displayed as completed but will not count toward the total required CE hours.
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This ensures that a professional does not rely too heavily on a single CE type or topic, especially when your regulatory agency requires a variety of learning formats or subject areas.
No Minimum or Maximum Credit Hours Identified
Some transcript sections may be labeled as “0 (Elective)” or “Unlimited”, indicating that there is no specific minimum or maximum number of CE hours required for that section.
Unlimited:
This label means you can apply as many CE hours as you complete in that section, giving the flexibility to meet overall CE requirements.
0 (Elective):
Not all elective sections function the same. If a section is marked “0 (Elective)” and allows unlimited hours, it often becomes the primary area where most of your CE hours are applied, especially after other minimum requirements are met.
⚠️ Don't let the term “elective” be misleading—in some cases, this section is essential to fulfilling your total CE requirement. It’s labeled "elective" because the regulatory board put no minimum hours specifically to the topics added to this section.
However, if a section is marked “0 (Elective)” and has a maximum credit hour limit, this is considered a truly elective group.
The professional may take as many hours as you'd like within this category, but only up to the maximum allowed will count toward their total CE hours for renewal.
Required Educational Methods
Each section lists all the educational methods that can be used to earn CE credit for the course topics listed in this section. To view the full list of accepted methods, click the "View All" button.
After you click "View All," a pop-up will display the full list of educational methods accepted for the selected section
Course Topics
Each transcript section includes a list of course topics that count toward fulfilling the requirements for that section.
To view topics for each section, click the down arrow next to the Course Topics heading. This will display a list of all topics that count toward fulfilling the CE requirements for that section.
Provider Types
Some CE requirements specify that courses must be completed through educational providers approved by your state or regulatory agency. Depending on the rules for each section, providers may be required, suggested, excluded, or not specified. Here's what each type means:
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Required Approved Providers
Only courses taken through these listed providers will count toward the required CE. If applicable, a “Required Approved Providers” section will appear in the CE tracker.
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Suggested Providers
These providers are recommended but not required. Courses taken through other providers may still count, but these are recognized by the regulatory body as preferred sources.
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Excluded Providers
Courses from these providers are not accepted. Any CE completed through a excluded provider will not be applied toward the requirement.
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None Listed
If no provider list is shown, you're free to take the course from any educator of choice.
The Records Table
CE records are allocated to a section according to the course topic and stored in the records table of that section.
Within each section, the Records Table displays important details about each course entry to help you track your progress and compliance:
- Title
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Status
Indicates whether the CE record has been reviewed. “-
Not Audited” means the regulatory body has not yet audited this course.
- Approved means the regulatory body has accepted the CE
- Denied means the regulatory body denied the CE, and no applied hours will be issued
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Certificate ("View" Button)
Click "View" to see the CE certificate (if uploaded). If the button is grayed out, the certificate is missing—but you can still view course details, time allocation, and any notes from an auditor. -
Flags
Alerts you to any issues preventing the full application of CE hours. Click "View All" to see specific reasons or explanations. -
Source
Shows how the CE record was entered:-
Manual upload = self-reported by the user.
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CE Zoom = issued directly through CE Zoom; editing is limited.
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Understanding Icons
Paper & Pencil Icon
Indicates that a note has been added to the CE record, either by the professional or an auditor.
→ Hover over the icon to see who left the note
→ To view the note, click "View " in the column titled Certificate 