Accept Bookings on an In-house (Private) Course

Wednesday, Jul 25, 2018


In-house or private courses are usually when an organisation has a number of students that warrants a customised or special on premises delivery. Booking people on to public courses is perhaps more expensive, or inconvient for travel reasons or needing special consideration for the working environment that an organisation wishes to be reflected in the examples of content of the course.

Administering this type of course requires considerations because a) usually these courses are paid for by the organisation, not the individual and b) the students are known or selected by the organisation.

When the course date is expected to change

If the actual date that the student will attend is uncertain you can take enrolments on a future course and then easily transfer students as necessary. However this might mean that a welcome email is sent with erroneous details, ideally when enroling students on a course that is yet to be confirmed you might wish not send a welcome email. You have the following options:

  • Create a ‘Holding’ course date that has a different workflow, which does not send emails to the students, this would require a course master, course category, customised process path, steps etc. (be sure to include the transfer in and transfer out steps)

  • Set up a step ‘Invite without followup’ that sends an ‘Invitation to Register’ email below with a link to another step that does not include a rule to send a welcome email.

  • Reconfigure your existing steps so that the welcome email is sent at the Paid step, not at registration. As these steps below do not have a payment method the Paid step should not be applied, until payment is actually manually confirmed.

Configure: Invitation for register setup for In-house, private courses

The following suggests configurations that enables the improved management of these on-premises in-house courses:

Skills required


  • Create a role ‘Customer Contact’

  • Unless a suitable form exists create a new form that gathers all necessary information

    • We recommend that you use the ‘add based on’ edit link beside an existing form

    • You may wish to make payment details hidden from the form - as usually private courses don’t require students to make payment

    • You may wish to leave the terms on the form public - as often these include procedures and agreements about resits and appeals to exam results etc.

  • Create an email ‘Invitation to register’ to be sent to the customer contact that invites the student to the training

Dear Scott
Would you please forward the following to the participants. Thank you.

— Email to potential students is as follows below –

Please follow this link:


To book on the 2017 HLTAID003 Provide First Aid course which will be starting on 8 August 2018

Jane Spence
Reference: 56116

  • Create a step ‘Invitation to register’. Create a Process rule on that step that sends the email ‘Invitation to register’ and add the Role ‘Customer Contact’ as a Link. Add the step to the Course Date path.

  • When adding to the path be sure that this step is unchecked for “Visible on public pages”


Once you have this working using the public pages from try this using the Wordpress plugin pages - that can give you a consistent look and feel for your enrolment forms.

Instructions for use: To send the invitation to register on an in-house, private course

Once the above configuration is completed this is what course administrators will do to invite students to your training (where they will enter their student details on the correct course)

  1. Create a login for the customer contact (this is the person who co-ordinates the training), giving them the role ‘Customer Contact’. This login does not need a username nor password.

  2. Link that login to the course date

  3. Apply the process step ‘Invitation to register’