Training Providers Overview

Learn about Training Providers

1 About Training Providers
2 Benefits
3 Things to consider when choosing to have multiple Training Providers
4 Things that must be consistent across Training Providers.
5 Where to find Training Providers
6 FAQ’s

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About Training Providers

Training Providers are a type of Account, Training Provider Accounts are able to offer and run Courses, whereas Customer Accounts can only book onto Courses.

Benefits

Here are the reasons why you would choose to have more than one Training Provider in your platform:

Finance Settings	You can define the finance and invoicing settings per Training Provider. For example: One Training Provider could offer Invoice and PayPal as payment methods, and another Training Provider may not One Training Provider may have a 0% tax on Courses, while another applies 20% tax One Training Provider may have default invoice terms of 30 days, another may have 60 days One Training Provider may have their BACS details included in the footer of their Invoice, while another does not
Currencies	If you need different currencies across your platform, you can set up Providers per currency.
Time zones	While each Course in your platform can be assigned a specific Time Zone, you can set up the default Time Zone against each Training Provider, this is very helpful if you have training teams based out of different areas of the globe. Configuring a Training Provider per Time Zone means that you can access the Course Calendar and the Resource Calendar per Time Zone, to see an accurate representation of the start date/time of your Courses.
Shopping Basket & Checkout Branding	Shopping Basket & Checkout Basket branding is completed per Training Provider, this means you can have different logos and coloured themes in your checkout that are unique to your respective Training Provider show for your customer bookings.
Registration Forms	If you are using the Checkout basket, you can define a different Registration Form per Training Provider, to capture different information about your customers.
A provisional booking only setting	You can set one or multiple Training Providers to only create provisional bookings only, while other Training Providers have Delegates register onto Courses as ‘Booked’.
Courses Offered	You can provide different Courses per Training Provider, and each Provider has its own Course Calendar to view and manage the Courses they are offering.
Resources	You can create Resources that are only available to your selected Training Provider, e.g Trainers and Venues. Please note that you can share Resources across Training Providers, this means that a Trainer can be owned by one Training Provider, but be made available to train another Provider’s Courses
Evaluation forms	You can tailor your evaluation forms to be different for each of your Providers.
Certificates/ Sign in sheets	You can have different Document Templates (e.g. Certificates, Sign in Sheets, Name Badges) set up per Training Provider, this means that you choose what information to include and can brand each one relevant to the Provider.
Google Analytics Integration	If you require integrations with multiple Google Analytics accounts, each Training Provider can be connected with one GA Account.
Google Calendar and Exchange Calendar Integration	If you require integrations with multiple Google Calendar or Exchange Calendar accounts (not one per Trainer), each Training Provider can be connected with one central account.

Things to consider when choosing to have multiple Training Providers

Here are a list of considerations to keep in mind if you decide to have multiple Training Providers in your platform.

The Modules activated in your platform will be available for every Training Provider, for example if one Training Provider wants the finance/invoicing tools, and another requires the Products & Services module, then both of these modules will have to be activated for all Providers
Should Admin Users in various Training Providers have access to the Report Writer tool, then they will be able to run reports across data from other Training Providers
You will need to consider what customer data the Administrators in each Training Provider is able to see, by default every Admin can access every customer User/Account, there are ways of restricting access to data, but this will have to be carefully defined
Invoice References are generated per Training Provider, this means that you can have two Invoices with the reference INV00001 - each of these owned by a different Training Provider, this can affect finance processes
Each Training Provider requires their own Account Finance Options and Transactions Methods configuring, this means that if (for example) two Training Providers offer payments via Stripe, they will both need the Stripe integration settings completing
Each Training Provider has its own list of Course Templates, it is not possible for Training Providers to share Course Templates
Surveys are configured per Training Provider
Document templates such as Certificates and Registers/Sign In Sheets will also need to be set up per Training Provider and applied to Course Templates per provider.
Most website integration methods only support displaying Courses from one Training Provider at a time, this means that you cannot have one webpage that displays available Courses from multiple Training Providers.

Things that must be consistent across Training Providers.

Certain key settings have to be consistent across all Training Providers, these settings are assigned to your entire platform so your selection for these settings will apply to Courses, Bookings, Invoicing etc. for every Training Provider.

This includes but is not limited to:

Delegates being able to cancel themselves from Courses
Placeholders
Course prerequisites and how they affect your booking processes
Available course Categories and Industries
Available User Job Roles
SMTP Relay details (i.e. if emails are relayed through another server)
Registration Form (if you are using the Shopping basket)
Platform / Learner Portal branding
Customers being able to access all Courses
Waiting List auto-promotion
Any custom fields added will be applied across all Training Providers
Any changes to hidden and mandatory fields in forms
Default Course statuses

Where to find Training Providers

Open the ‘Accounts’ DataGrid from your main navigation menu on the left
This will open the Accounts DataGrid
Apply a filter to the DataGrid using the filter criteria ‘Industry ID’ - ‘Is In’ - ‘Training Provider’
Click ‘Preview’ to apply your filter and view only Training Provider Accounts in your DataGrid

FAQ’s

Is there a limit on the number of Training Providers we can have?

There isn’t a limit, you can configure as many Training Providers as necessary for your team.

How do I set up a new training provider?

To set up a new Training Provider, you need to update an existing Account to have the "Training Provider" industry. Follow the guidance below for how to do this:

Open the Accounts DataGrid from your main navigation menu on the left
Find the Account you want to make a Training Provider by applying filters and/or searching
Right-click on the Account and select the Industries context menu option
Click the Add button beside the "Industries" option
Select and add the Training Provider industry
Click Save to apply your changes

Once saved, the Account will be available as a Training Provider when creating Course Templates. Add a new Training Provider Account

If the Account doesn't exist yet, you'll need to create it first before following these steps.

It's also worth noting that each Training Provider gets its own set of Course Templates, Resources (trainers, venues), finance/invoicing settings, evaluation forms, and checkout branding. There's some additional configuration to consider once the provider is created. The Training Providers Overview page covers the full picture of what you can configure per provider.

Should I have multiple Training Providers & how do permissions fit into this?

Training Providers are designed to separate different areas of your business. This can be useful if you manage multiple brands, departments, business units, franchises, or independent training organisations that each need to manage their own courses, resources and administrators.

Using multiple Training Providers allows you to:

Keep courses, resources and administration separate between different parts of your organisation.
Give individual teams responsibility for managing only their own training.
Maintain separate branding, ownership and operational processes where required.
Improve security by ensuring administrators only access the information they need.

If your organisation delivers training under a single brand with one administration team, a single Training Provider is usually the simplest approach.

How do permissions work with Training Providers?

Permissions are controlled by an Administrator's or Super Administrator’s role.

Super Administrators

A Super Administrator has access across the entire platform. They can:

View and manage all Training Providers.
Create new Training Providers.
Access all courses, users and configuration settings.
Manage other Administrators and their permissions.

This role is typically reserved for system owners or central platform administrators.

Training Administrators

A Training Administrator is linked to one or more specific Training Providers.

They can only access the data and settings for the Training Providers they have been assigned to, making this role ideal for teams who only need to manage their own training provision.

For example, if your organisation has separate Internal Training and Commercial Training providers, each team can have its own Training Administrators who only see the courses, delegates and resources relevant to their area.

Can an Administrator manage more than one Training Provider?

Yes.

A Training Administrator can be assigned to multiple Training Providers if they need responsibility across more than one area of the business, while still restricting access to the rest of the platform.

Best Practice

Consider creating multiple Training Providers when:

Different teams manage their own training independently.
Separate brands or business units need isolated administration.
Different administrators should only access their own data.
You want clearer ownership and improved security.

If your administrators all manage the same courses and learners, keeping everything under a single Training Provider is often the most straightforward option.

Why do multiple Training Providers require duplicated configuration?

Training Providers allow you to separate different areas of your organisation while managing everything from a single platform. Each Training Provider has its own operational configuration, allowing you to create and manage its own Course Templates, Courses, financial settings, branding, checkout experience and other provider specific configuration.

This gives organisations the flexibility to manage multiple brands, departments or training businesses in one place, whilst keeping each Training Provider's operational setup separate. As a result, configurations that are unique to a Training Provider such as invoice references, finance settings, checkout branding and certain templates need to be configured individually for each one.

Depending on how your platform is used, you may need to configure items such as:

Invoice numbering and reference prefixes.
Administrator access and permissions.
Courses and Course Templates.
Resources.
Finance settings and payment configuration.
Email templates and communications.
Workflows and automation.
Checkout settings and branding.

This ensures each Training Provider can operate independently without affecting the others.

Each Training Provider should have its own invoice reference or numbering sequence.

Using separate invoice references helps to:

Prevent duplicate invoice numbers.
Clearly identify which Training Provider issued an invoice.
Support finance teams when reconciling income.
Maintain clear audit trails for reporting and accounting.

For example:

Training Provider A: TPA-000001
Training Provider B: TPB-000001

This makes it immediately clear which part of the organisation generated the invoice.

Training Providers are designed to keep operational data separate.

While some records, such as organisations or individual users, may be accessible where appropriate, many operational settings and training related records are maintained independently for each Training Provider. This allows each provider to operate with its own processes, branding and administration.

Multiple Training Providers are most beneficial when different areas of your organisation genuinely operate independently. If your teams share the same courses, resources, finance processes and administrators, maintaining multiple Training Providers can introduce additional administration because many settings must be configured and maintained separately.

Before creating additional Training Providers, consider whether your requirements could instead be met through Administrator permissions, User Roles or other platform features. A simpler Training Provider structure is often easier to maintain while still providing the access control your teams need.

Only create multiple Training Providers when there is a clear business need for separation, such as distinct brands, departments or independent training operations.

If you do use multiple Training Providers:

Use a unique invoice reference or prefix for each provider.
Review which settings need configuring during implementation.
Ensure Administrators are assigned to the correct Training Providers.
Consider the ongoing maintenance required when updating templates, workflows or communications across multiple providers.

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