CRM for Training Centers

• The problem

  A course run starts next week and nobody can say who is confirmed, who has paid and who only asked.

  In Kompot.ai

  Each enrollment is an opportunity with the course and the run date as fields, moving through your stages: inquiry, application, paid, attended. The board for that run shows how the group is filling and which applicants to chase before the start date.

• The problem

  A company wants a dozen employees trained on site, and the quote takes days to put together.

  In Kompot.ai

  Build an estimate from your price list of courses — fee per learner, on-site delivery, exam fee — and send it to the company's training manager. You see when it was opened and approved, and the approved estimate turns into an invoice for their accounts department.

• The problem

  Certificates expire and graduates book their refresher course with another provider.

  In Kompot.ai

  Keep the certificate number and expiry date as custom fields on the learner. A scheduled workflow writes to the learner ahead of the expiry with the dates of the next refresher run and creates a task for your coordinator to call the employer.

• The problem

  Joining instructions go out by hand, and part of the group arrives without ID or safety boots.

  In Kompot.ai

  A workflow triggered when the enrollment reaches the paid stage sends the joining instructions — venue, start time, what to bring — by email or messenger. A scheduled reminder repeats them the day before the run begins.

• The problem

  Corporate clients pay late, and self-funded learners ask to split the course fee.

  In Kompot.ai

  A self-funded learner gets two invoices, each with its own payment link for card payment: the deposit now, the balance before the exam. Overdue invoices are flagged, which tells you which company to remind before certificates are handed out.

What you keep on record

Course runs and dates

Each run as a calendar event with trainer and venue; the run a learner is booked on is a field on their enrollment opportunity.

Learner's training history

Courses completed, exam results, certificate numbers and expiry dates as custom fields on the learner's contact.

Corporate accounts

The employer as a contact with its training manager, the signed training agreement, approved estimates and paid invoices.

Course price list

Open courses, on-site group rates, exam and re-sit fees in the product catalogue, ready for estimates and invoices.

Questions owners ask

Can I see how each course run is filling up?

Yes. Record each enrollment as an opportunity with the run as a field and stages such as applied, paid and attended. The board or the table for that run shows who is confirmed and who has paid. You decide when the group is complete and close enrollment.

How do we handle a company that sends several employees?

Keep the employer as a contact, send one estimate for the whole group from your price list and convert it to an invoice once approved. The training agreement goes out for e-signature, and each employee is a learner contact of their own with their certificate details.

Can it remind people before their certificate expires?

Yes. Store the expiry date as a date field on the learner. A scheduled workflow sends an email or a message ahead of that date and creates a task for your team, and an email campaign can invite everyone due for a refresher to the next run.

Can learners sign the enrollment form and pay online?

Yes. The enrollment form is a document template filled with the learner's details and signed electronically, by link or by QR code at reception. The course invoice has a payment link for card payment through Stripe or PayPal, and a deposit is billed as an invoice of its own.