Software package

Training centre management package

Course catalogue with scheduled cohorts, enrolment with prerequisites and funding type, timetable, attendance register, instructor assignment, instalment plans, employer invoicing and certificate issue, ready to configure around your courses.

Custom build Concept demo

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Who it is for

Built for

A good fit

Vocational and professional training providers running classroom or workshop courses in scheduled cohorts: trade and construction skills centres, health and safety trainers, care-sector trainers, professional qualification providers and in-company academies that run courses for staff. It suits a centre manager who wants to see places, attendance and money per cohort, administrators who enrol learners and chase payments all day, instructors who take the register and enter results, learners who want their timetable and certificate on their phone, and employers who send staff and want one invoice.

Also worth knowing

It is less suited to fully online course businesses with no cohorts or rooms, which have their own package, and to language schools with rolling weekly starts and placement tests, which also have a package of their own. It does not host the course content itself; it manages who is enrolled, when they attend and what they achieved.

The operational problem it solves

How it runs, step by step

Monday, eight o'clock.

The administrator opens the cohort board and sees this week's sessions by room, with the instructor and the places taken on each.
An enquiry from a care provider arrives for six staff on the next medication-handling course; the administrator creates an employer booking, the six places are held, and enrolment links go to the employees.
One of them has not completed the prerequisite course, so the system flags the enrolment for review rather than confirming it, and the administrator offers the earlier course instead.

At nine the instructor opens the register on a tablet in the room, marks two learners absent with a reason, and the running hours for each learner update.

One learner has now dropped below the attendance threshold set for that course, and both she and her employer receive the warning the centre configured.
Mid-morning a self-funded evening learner's second instalment is collected automatically and his balance updates.
At the end of the week the instructor enters assessment results; passes generate certificates with a unique number and a verification link, which the learners see in their accounts immediately.
On Friday the administrator runs the quarterly employer invoices, one per employer, grouped by cost centre, each listing the learners and sessions it covers, and posts them to the accounts package.
The centre manager's dashboard shows places remaining on next month's cohorts without anyone opening a spreadsheet.

Features

What the package does

The package ships as modules that follow a learner through the centre: catalogue and cohorts, enrolment and funding, timetable and rooms, attendance, instructors, instalments and employer invoicing, and assessment and certificates. Each module lists what it does; the comparison table shows which variant includes it.

Content and editorial

Course catalogue with prerequisitesEach course lists its prerequisites, duration and certificate type, so learners and employers know what a course involves before they enquire.

Scheduling

Scheduled cohorts with places and roomsRun cohorts with a set number of places, a room and an instructor, and see at a glance which intakes are full and which still have space.
Timetable with room capacity checksA timetable for every cohort that warns when a room is double-booked or too small for the group.
Instructor availability and qualification checksScheduling checks that an instructor is free and holds the qualification a course needs. Available as an add-on.

Forms and requests

Enrolment with prerequisite checksLearners enrol online and the form checks prerequisites and records funding type and guardian contacts where relevant.

Compliance and records

Attendance register with running hoursStaff mark attendance with absence reasons, and the system keeps a running total of hours attended for each learner.
Attendance thresholds with notificationsLearner and employer are notified when attendance drops below a threshold you set. Available as an add-on.

Billing and payments

Instalment plans with balance trackingLearners pay by instalments collected automatically, and the office sees the balance outstanding on each enrolment.
Employer accounts and grouped invoicingEmployers book places for their staff and receive grouped invoices. Available as an add-on.

Documents and cases

Assessment results and verifiable certificatesRecord assessment results and issue certificates that an employer can check through a verification link.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Course catalogue with prerequisites	Included	Included
Scheduled cohorts with places and rooms	Included	Included
Enrolment with prerequisite checks	Included	Included
Timetable with room capacity checks	Not in this variant	Included
Attendance register with running hours	Not in this variant	Included
Instalment plans with balance tracking	Not in this variant	Included
Assessment results and verifiable certificates	Not in this variant	Included
Employer accounts and grouped invoicing	Not in this variant	Optional
Instructor availability and qualification checks	Not in this variant	Optional
Attendance thresholds with notifications	Not in this variant	Optional

Roles and permissions

Who does what

Centre manager
- See places, attendance and money per cohort and per site
- Set attendance thresholds, instalment rules and certificate templates
- Approve flagged enrolments and result amendments
- Run reports on completions, income by funding type and instructor utilisation
Administrator
- Create cohorts, timetables and room allocations
- Enrol learners, record funding type and guardian contacts where needed
- Chase instalments and run employer invoice batches
- Issue replacement certificates and update learner details
Instructor
- See their own sessions and cohorts
- Take the register and record absence reasons
- Enter assessment results for their cohorts
- Publish their availability for scheduling
Learner
- See their timetable, attendance hours and balance
- Pay instalments and download receipts
- Download certificates and share a verification link
- Update contact details
Employer
- Book places for staff and see who is enrolled
- See attendance and results for their own employees only
- View and settle invoices

Example screen

Concept demo

Concept demo of the cohort board showing sessions by room, places taken, a flagged enrolment and an attendance warning.

The cohort board as the administrator sees it: this week's sessions by room, the instructor and places taken on each, an enrolment flagged for a missing prerequisite, and an attendance warning on one learner.

Scope and options

What is included and what is extra

In the base package

Course catalogue with prerequisites, duration and certificate type
Scheduled cohorts with places, rooms and instructors
Enrolment with prerequisite checks, funding type and guardian contacts
Timetable per cohort with room capacity checks
Attendance register with absence reasons and running hours
Instalment plans with automatic collection and balance tracking
Assessment results and certificates with verification links

Common add-ons

Employer accounts, corporate bookings and grouped invoicing
Instructor availability and qualification-based scheduling checks
Attendance thresholds with notifications to learner and employer

Needs custom work

Funding-body or awarding-body exports shaped to a given format
Integration with a specific accounts package or learning platform
Bespoke reporting beyond the standard manager dashboards

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

The package runs on your own hosting or on hosting we manage for you; the choice is made in the proposal and can be changed later. The centre owns the code and its data. Learners, enrolments, attendance, results, certificates and invoices can be exported at any time in standard formats, and the package does not lock you to a provider.

Maintenance

Maintenance is optional and scoped separately from the setup. When taken, it covers security updates to the platform and its dependencies, monitoring of payment collection and notifications, backups with restore tests, and a monthly window for small configuration changes such as new courses, a changed threshold or a revised certificate template. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

The package is sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines, or as a subscription that bundles hosting and maintenance where the centre prefers one recurring charge. The setup figure depends on the number of sites, courses and instructors, the add-ons selected, the payment provider, migration volume and the hosting choice. Your proposal states each line separately.

Software package

Custom build Concept demo

Variants

Course catalogue with prerequisites, duration and certificate type
Scheduled cohorts with places, rooms and instructors
Enrolment with prerequisite checks, funding type and guardian contacts
Timetable per cohort with room capacity checks

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

How does enrolment handle prerequisites?

Each course lists the courses or evidence a learner needs first. When a learner without them enrols, the enrolment is flagged for an administrator rather than confirmed, and the administrator can approve it, attach evidence or redirect the learner to the earlier course.

Can instructors take the register on their phone?

Yes. The register opens on a phone or tablet for the session in front of them, with present, late and absent-with-reason options. Hours update per learner as soon as it is saved, and a late save is recorded as such.

How do instalments and employer invoices work together?

Each enrolment carries a funding type. Self-funded learners get an instalment plan collected through the payment provider; employer-funded learners are grouped onto their employer's invoice at the interval you set; programme-funded learners carry no charge but still appear in attendance and completion reports.

Can certificates be verified by a third party?

Each certificate carries a unique number and a verification link. Anyone with the link sees the learner's name, the course and the date, and nothing else. The centre decides whether verification is public or requires the certificate number.

What if an instructor is off sick?

The administrator reassigns the session to another instructor qualified for the course and free at that time; the learners on the cohort receive the change notice automatically. With the availability add-on, only eligible instructors are offered.

Does it produce our funding-body returns?

Not as a ready feature. The data the returns need is recorded, and shaping it into a given format is custom work scoped through the training centre development service once the format has been seen.

Is this a finished product I can see running?

Not yet. The readiness badge on this page shows the real state: the package is currently a custom build assembled from our enrolment, capacity, orders and documents modules for each centre, and the example on this page is a labelled concept demo rather than a live client system.

Get a quote for Training centre management package

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