B2B training company automation

The client browses the catalogue and then emails to ask which course to choose. The reply comes the next day or a few days later.

An assistant on the website asks about the goal, group and level, suggests courses from the catalogue and collects data for the quote. The coordinator receives a structured enquiry ready for pricing.

The trainer receives a general description of the group from the client. A participant survey requires a separate form, reminders and a manual summary.

Participants receive a short survey before the course, the system reminds those who haven't filled it in, and AI summarises the answers for the trainer: group level, expectations and examples from work.

Registrations arrive by email and through a form, and payments have to be checked by hand. The decision on whether the course goes ahead is made at the last minute.

Registrations, payments and the waiting list are in one place. At a set time before the date, the system checks whether the minimum number has been reached and prepares a decision for the coordinator and messages for participants.

The coordinator writes to several trainers asking about a date and waits for replies. Freelance trainers' calendars are outside the company's system.

Trainers mark their availability in one calendar, and for each enquiry the system shows people with the right skills, a free date and good ratings from similar courses. The trainer confirms the booking with one click.

Booking a venue, catering, equipment and a meeting link means separate emails. Changing the date means repeating everything from scratch.

Once the date is accepted, the system books the venue and catering for the agreed number of people or creates a meeting on the platform. A change of date or number of participants updates all bookings and notifications.

Materials are sent to participants by hand, sometimes in an old version. Printing is ordered at the last minute.

Every programme has an up-to-date version of its materials. Participants receive them automatically before or after the course, and for in-person courses the system orders printing in good time.

The HR department sends the participant list in Excel, followed by changes in emails. Participants don't receive reminders and forget the date.

Participants register through a form or are imported from the client's list. They receive an invitation, reminders and practical information, and the client sees the current list and can change it until an agreed deadline.

Paper surveys are retyped into a spreadsheet, and the client report is produced weeks later, if at all.

Participants fill in the survey on their phones at the end of the course. The system calculates ratings, AI summarises the comments, and the client receives a report with the results and the trainer's recommendations.

Certificates are prepared in a word processor by copying names from the attendance list. Misspelt names require corrections and resending.

Certificates are generated automatically for participants who attended according to the attendance list, with a register number and course details. Participants receive them by email, and the client gets the full set in one file.

Invoices are issued at the end of the month, after attendance lists are collected. With several groups for one client, it is easy to get the number of people wrong.

After the course ends, the system issues an invoice based on the quote and attendance list, with the correct VAT rate or exemption, e.g. for publicly funded training. The invoice goes to KSeF and to the client together with the documents.

Subsidised courses require additional documents and deadlines. One missing signature on an attendance list or a missing survey can delay the client's settlement.

For subsidised courses, the system keeps a list of required documents and deadlines, reminds participants about surveys and checks attendance lists for completeness. The client receives a complete set of documents for settlement.

Trainer fees, venue and catering costs are calculated separately. It is unclear which courses and which clients bring the highest margin.

After the course, the trainer receives a settlement for invoicing, and costs are assigned to the course. Every month, management sees the margin of each course, programme and client.