Backoffice Bookings - InHouse / Private company training / day rate bookings

This guide explains how to create and manage an in-company (private) booking where you charge a fixed fee for the schedule, regardless of the number of delegates.

When to Use This

Use this when:

• You are delivering private training to one organisation

• You charge a day rate / fixed price

• Delegate numbers may change without affecting price

Important to Know

• The schedule must have Charge per Delegate = OFF

• Price remains the same even if delegates are added or removed

• This is typically used for in-company / private training

Creating an In-Company Booking (Back Office)

1. Log in as an admin

2. Navigate to Bookings

3. Click Add Booking

Enter Booking Details

1. Set Booking Type to:
   Organisation Booking for Multiple Delegates

2. Enter:

   • Organisation Name

   • Lead Booker

3. Add delegates:

   • Enter Delegate Name

   • Click Add Delegate

   • Repeat as needed

   • If unknown, you can proceed with just the lead booker

Select Schedule & Review Payment

4. Search and select the schedule
   Important - ensure your schedule is ‘Charge Per Delegate = OFF’
   

   

5. In Payment Details, review the total price

   • This should reflect a fixed fee (not per delegate)

6. Add PO / Invoice Number (optional, can be added later)
   Tip - will not trigger emails if no PO added.

Complete Booking

7. Click Book Now

What Happens Next

• The booking is created for the organisation

• Any number of delegates can be added or removed

• Price will not change

• A confirmation email is triggered when a PO number is added/updated

Adding Delegates to a In-Company Booking

1. Navigate to Bookings

2. Search and open the relevant booking

3. Select add new contact if they do not exist

4. Existing contact - enter their name into the delegate box and select add delegate
   Note: The delegate search, search's all contacts, not just contacts linked to the bookings organisation

Removing Delegates from an In-Company Booking

1. Navigate to Bookings

2. Search and open the relevant booking

3. Locate the delegate list

4. Click Remove beside the delegate

5. Confirm the removal

6. Click Save

Note: this is not a cancellation. It is a removal only, it will not trigger cancellation emails

Important (Emails & Delegates)

• Adding or removing delegates does not trigger any emails

• To send or resend a booking confirmation to a delegate:

  • Use Run Automation on the booking

    • On the Run Automation popup, select your template eg Student backoffice booking confirmation
      

      

    • Select the delegate name or leave blank if you want to send to all delegates on the booking

    • Select schedule (if multi-buy booking - leave blank if only 1)

    • Run

  • 

    
    

Note: you will receive FAIL if you attempted to trigger an email not applicable to the booking

Outcome

• Delegate is removed from the booking

• Booking is updated successfully

• No change to total price (fixed fee remains)

• No emails triggered

Important Notes

• If pricing changes when adding/removing delegates, check:

  • Charge per Delegate is OFF on the schedule

• Always confirm pricing before completing the booking

• Delegate names can be updated later if not known at time of booking

Recommended Tips

• Use this booking type for all private/company training

• Add a PO number to trigger confirmation emails where required

• Keep delegate lists updated before the course start date