Group bookings for training coursesOne buyer, several learners, names to follow.
A company booking tends to arrive as a number before it has names. The training coordinator knows six people need Emergency First Aid at Work this quarter and decides who once the shift rota is done. With group bookings in Cademy, they buy the six places on one order and fill in the names from their own account later.
If someone drops out, the coordinator swaps them for a colleague. After the course they can open each person’s progress and certificates. You see one order filed under the company, plus a registration for every person once they are named.
What the booker does, and what you see.
The booker uses your checkout first and My Account on your booking site after that. Anything they change there shows up on the order in your admin, so the names on the date stay current without anyone emailing you a spreadsheet.
| What the booker does | What you see | |
|---|---|---|
| 1. Buying the places | Picks the date and sets the number of places, one for each person going. If they aren’t attending themselves, they answer “No, I’m registering others”. | A single order for the places they bought on that date, with the booker as its Order Contact. |
| 2. Paying | Books as a business when your form asks: company name, billing email and address, and a VAT or PO number if they have one. Then pays by card, or picks invoice and presses Confirm Booking. | The order filed under the company’s organization. On an invoice order, the invoice goes to the booker by email, once you approve it if you’ve asked to. |
| 3. Naming people | Opens the order in My Account, where empty places show as “seat unassigned”. Invites colleagues by email, or types in their details with Add Participant. | A registration on the date for each name. When a client sends you the names instead, use Assign… beside each empty place on the order. |
| 4. Swaps before the day | Replaces someone who can’t make it, or removes them and keeps the place free for whoever goes instead. | The leaver’s registration canceled and a new one for their replacement. The price and the invoice don’t move, so nothing needs reissuing. |
| 5. After the course | Checks View Progress lesson by lesson and sees who was marked Attended or Absent. Each certificate opens as a PDF, and a copy reaches their inbox when it is issued. | The register you marked, and certificates issued on attendance, on finishing the online lessons, or on both for a blended course. |
After attendance or lesson progress is recorded for someone, their place on that date is locked for the booker. From then on, a System Admin on your side makes any change.
| Name | Registration Code | Status | Role | Course | Completion | |
|---|---|---|---|---|---|---|
| ARAnna Reid | REG-2211 | Active | Direct | Emergency First Aid at Work | Completed | |
| TRTom Reid | REG-2210 | Active | Booker | IOSH Managing Safely | In Progress | |
| LALena Adeyemi | REG-2209 | Active | Direct | Fire Marshal | Not Started | |
| RWRuth Walsh | REG-2208 | Active | Guest | Fire Marshal | Not Started | |
| DPDan Price | REG-2207 | Active | Direct | Manual Handling | Completed | |
| MOMark Okafor | REG-2206 | Active | Booker | Mental Health First Aid | In Progress |
The client is one organization, however many people it sends.
Turn on automatic linking by domain in Settings, and anyone whose email address ends in the client’s domain joins its organization: the coordinator who books and every learner they name. Shared providers such as Gmail go on the Ignored Domains list, so a personal address stays with its owner.
- Tabs for Contacts, Orders, Registrations, Private Courses, Tasks and Notes
- Key Contact and Billing Contact roles for the person who books and the person who pays
- Billing email, address and VAT number kept on the organization and filled in at checkout when the booker picks it
- A parent organization over its branches or subsidiaries, with each branch keeping its own orders and registrations
- Tags on the organization, which an automatic discount can check
Contacts, tasks and saved views for the people behind each client are covered in the training CRM.
| Full Name | Tags | ||
|---|---|---|---|
| ARAnna Reid | anna.reid@oakfieldcare.co.uk | First aid | |
| LALena Adeyemi | lena.adeyemi@oakfieldcare.co.uk | Fire marshal | |
| RWRuth Walsh | ruth.walsh@oakfieldcare.co.uk | Fire marshal | |
| DPDan Price | dan.price@oakfieldcare.co.uk | - | |
| PSPriya Shah | priya.shah@oakfieldcare.co.uk | - | |
| MOMark Okafor | mark.okafor@oakfieldcare.co.uk | Manual handling |
Card for a few places, an invoice for the accounts team.
A group order pays the way any order does. Card, PayPal or Klarna at checkout, or from Pro an invoice with the company’s PO number saved on the billing details. On Teams the PO number travels to Xero as the invoice reference. Terms, approvals and splitting one order into several invoices are on payments and invoicing.
A team price on the date
- Add a price option such as “Team booking · 4 or more” next to the standard place
- Bookers pick it on the Spaces step and set how many places they want
Discounts that apply themselves
- Take 10% off once the basket holds four or more places, with no code to type
- Or give a client its own rate by tagging its organization
- Discounts are on every plan
A date run for one client’s staff.
Some clients want the course to themselves, at their premises or at your venue, on a day that fits their rota. Set up that run as a private date. It stays off your course page, your embeds and the checkout date picker, and the public dates of the same course keep selling as before. In-house runs of finance, project and leadership courses are set up the same way: see professional and business training.
Hide the date
Open the date and set its Visibility to Private under Booking. Give it the client’s address if you are training on their site.
Tie it to the client
Choose the client as the date’s linked organization. It then shows on that organization’s Private Courses tab, with its upcoming and past runs.
Send the link
Copy Checkout Link opens checkout with this date already chosen. Send it to the client’s coordinator. They book, become the Order Contact, and name their people from My Account.
If you add the client’s people to the date yourself, without an order, set a Key Contact on the date and that person receives the certificate copies. Private dates come with Pro, £99 ($129) a month billed yearly, and Teams. More on selling to employers is on training for businesses.
Does the person booking have to attend?
No. When checkout asks “Do you wish to register yourself into this course?”, they choose “No, I’m registering others” and stay on the order as its Order Contact. An office manager or HR coordinator can book a whole team without taking a place.
Can checkout collect every attendee’s details up front?
Yes, course by course. Under Forms & Participants, choose Capture Details of All Participants and checkout asks for each person’s details before it finishes, using your form for guest participants. Choose Only Capture Primary Contact Details and the booker gives their own details, with the names added later.
What happens when the booker replaces someone?
The person leaving has their registration on that date canceled, and their replacement gets a new one. The price and the invoice stay as they were. Attendance, lesson progress and certificates don’t move across, so the new registration starts without them.
How does a booking end up under the right company?
Turn on automatic linking by email domain in Settings, and a booker with a company address joins that organization. A checkout form with an organization section can also let bookers search your existing organizations, or create a new one, and fills in the company’s saved billing details when they pick it.
Can a company pay less per place for a bigger group?
Yes. Add a team price option to the date, or set an automatic discount that applies once the basket reaches a number of places, such as 10% off four or more. A discount can also check a tag on the booker’s organization, which suits a client with an agreed rate. Discounts are on every plan.
Who can book a private date?
Anyone who has its checkout link. A private date is left off your course page, your embeds and the checkout date picker, and you send the link to the client yourself with Copy Checkout Link. Private dates are on Pro and Teams.
Put a team price on your next public date.
Add a team booking option to one course and send the link to a client who books for their staff. To talk it over first, book a call about the way your corporate clients book with you now.
Start on Free with no card. Invoices and private dates come with Pro.