Partner Management

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Partners are organisations that can provide training on behalf of your company. Partners can be assigned to deliver particular classes and workshops in the system and then be charged a fee per certificate issued. A Partner is linked to a Domain and Organisation and can have Users, Trainers and Courses assigned to them.

Each User assigned to a Partner will be assigned to the Organisation and Domain linked to the Partner. The information that Partner Users can access in the system will be restricted to the data that relates to the Partner they have been assigned to.

The Courses that a Partner is able to deliver are restricted to the Courses that have been assigned to them. A Certificate Fee is also able to be assigned to each Course to vary the amount owed by the Partner for each certificate that is issued.

Trainers that have been assigned to a Partner will be able to be selected by Partner Users when creating courses Trainers are able to be linked to multiple Partners in the system. The same rules apply to clashes detected in the system and the requirements needed to train and assess certain units.

Contacts

 

Partners

The following permissions are needed to use the Partner System

  • Partners - View, Add, Update

Create a Default Partner User Role

Partner Users are administrative Users that have been assigned to a Partner Profile. When you create a User from a Partner Profile, the contact will be given the default Partner User Role and be allocated the associated permissions.

Settings

 

System Settings

 

Additional Options

  1. Select an administrator User Role to be the Default Partner Role
  2. Click Save Additional Options
 

Note: If a Partner User has permission to create Users, the new Users will be assigned the default Partner User Role and be linked to the same Partner Profile.

Create a New Partner Profile

A Partner Profile is linked to a Domain and Organisation and can have Users, Trainers and Courses assigned to them. 
 

  1. Click Add New Partner
  2. Select an Organisation
  3. Select a Domain
  4. Click Submit
 

Tip: You should create the Partner Organisation and Domain before creating a new Partner. Please refer to our Organisations and RTO/VET Settings help article for further information.

View a Partner Profile

When viewing a Partner Profile, you will be able to view and manage the Users, Courses and Instructors that have been assigned to the Partner. The certificate fees assigned to each Course can also be managed for this particular Partner. Partners will be able to view their own profile but not have access to update any details or view other Partner Profiles.

 

Tip: A snapshot of the certificate fees owed and the number of certificates owed for the month will also be viewable from this page. To view more detailed reports and issue invoices for certificate fees owed, click 'View Partner Fees'.

Deactivate and Reactivate Partner Profile

  1. Click the Deactivate Icon next to an active Partner
  2. View deactivated Partners by selecting the Inactive tab above the list of Partners
  3. Select the Activate icon next to the deactivated Partner you wish to reactivate
 

Note: Deactivating a Partner will also deactivate any Users linked to the Partner.

Add Courses to a Partner Profile

Adding a Course to a Partner will enable them to create and deliver courses of that type. When the course is added you will also be able to set the Certificate Fee associated with the Course. The default fee set at the Workshop Type or Qualification will be automatically set, but this can be changed for each Partner and each workshop or class that is delivered.

  1. View a Partner Profile
  2. Click New Partner Course
  3. Select the type of Course
  4. Select the Workshop Type or Qualification
  5. Set the applicable Certificate Fee if it differs from the default
  6. Click Submit
 

Tip: Course Certificate Fees are able to be edited from the Courses tab by adjusting the value and clicking Update Fees.

Deactivate and reactivate Partner Courses

  1. Click the Courses tab when viewing a Partner Profile
  2. Click the Deactivate Icon next to an active Partner Course
  3. View deactivated Partner Courses by selecting the Inactive tab above the list of Partner Courses
  4. Select the Activate icon next to the deactivated Partner Course you wish to reactivate
 

Tip: Deactivating the course will keep the Partner linked to any existing instances of that course, but they will be unable to create and deliver new instances of that course.

Remove Partner Courses

  1. Click the Courses tab when viewing a Partner Profile
  2. Click the Remove Icon next to an a Partner Course
  3. Click Remove Course
 

Note: Removing a Partner Course will prevent them from creating and delivering Courses of that type. The Partner will be removed from any existing Courses of this type where they are assigned as the Partner. If you would like to prevent the Partner from delivering future courses but keep the existing courses, deactivate the course instead.

Add Users to a Partner Profile

Each User assigned to this Partner will be linked to the associated Organisation and Domain. The User must be

  1. View a Partner Profile
  2. Click New Partner User
  3. Search for a Contact
  4. Click Submit
 

Tip: If the contact is not a User, they will be created as a new User and assigned the default Partner User Role.

 

Note: Non-administrator users cannot be assigned as a Partner User. The contact must either not have a user record, or be linked to an administrator user.

Deactivate and reactivate Partner Users

  1. Click the Users tab when viewing a Partner Profile
  2. Click the Deactivate Icon next to an active Partner User
  3. View deactivated Partner Users by selecting the Inactive tab above the list of Partner Users
  4. Select the Activate icon next to the deactivated Partner User you wish to reactivate
 

Tip: Deactivating the Partner User will also deactivate the linked User Record.

Remove Partner Users

  1. Click the Users tab when viewing a Partner Profile
  2. Click the Remove Icon next to an a Partner User
  3. Check Delete User if you would like to remove the User from the system
  4. Click Remove User
 

Note: Removing a Partner User without deleting the user will remove them from viewing the Partner's information but they will keep the Organisation and Domain that they have been assigned.

Add Trainers to a Partner Profile

Trainers that have been assigned to a Partner will be able to be selected by Partner Users when creating courses.

  1. View a Partner Profile
  2. Click New Partner Trainer
  3. Select an Existing Trainer in the system
  4. Click Submit
 

Tip: Trainers are able to be linked to multiple Partners in the system. The same rules apply to clashes detected in the system and the requirements needed to train and assess certain units.

Deactivate and reactivate Partner Trainers

  1. Click the Trainers tab when viewing a Partner Profile
  2. Click the Deactivate Icon next to an active Partner Trainer
  3. View deactivated Partner Trainers by selecting the Inactive tab above the list of Partner Trainers
  4. Select the Activate icon next to the deactivated Partner Trainer you wish to reactivate
 

Tip: Deactivating a Partner Trainer will prevent the Trainer from being selected by the Partner for future instances of training.

Remove Partner Trainers

  1. Click the Trainers tab when viewing a Partner Profile
  2. Click the Remove Icon next to an a Partner Trainer
  3. Click Remove User
 

Note: Removing the Trainer will not affect the contact or User record of the Trainer.

Assign a Partner to a Workshop

  1. Create or Update a Workshop
  2. Select a Partner
  3. Click Submit
 

Tip: You are only able to assign partners to workshops that they have been approved to deliver. Partners are approved to deliver Courses that have been assigned to the profile.

 

Note: Partners will be automatically assigned to workshops created by their Partner Users.

Assign a Partner to a Class

  1. Create or Update a Class
  2. Select a Partner
  3. Click Submit
 

Tip: You are only able to assign partners to classes that they have been approved to deliver. Partners are approved to deliver Qualifications that have been assigned to the profile.

 

Note: Partners will be automatically assigned to classes created by their Partner Users.

Set up Partner Workshop Booking Confirmations

Booking confirmations can be set up to automatically send using the Workflow Engine. This will send the selected template to the student upon the creation of a workshop booking.

  1. Go to Courses, Templates and Click Add New Template
  2. Create a new template with the appropriate content, logo and template fields
  3. Go to Settings, Workflow and click New Automated Task
  4. Set the Action to Send Workshop Booking Template
  5. Select the Partner Booking Confirmation Template that you created
  6. Add a Condition for Domain Includes the domain of the Partner
  7. Click Save Automated Task
 

Tip: Please refer to our Template Management and Workflow Actions help articles for further information.

 

Note: You can include additional Conditions to change the booking confirmation template that is sent according to the Workshop Type. If you have a general template that is sent for all Workshop bookings as well as course-specific templates, make sure to exclude the Type that uses a specific template in the general workflow task so that multiple confirmations are not sent.

Send Reports to Partners

Partner Reports will provide information relating to certificate fees owed and amounts invoiced previously. To send reports to Partners for other information, you can build reports and send them to Partners using the Workflow Engine.

  1. Create a Report using the Report Builder
  2. Save the Report
  3. Go to Settings, Workflow and click New Automated Task
  4. Set the action to Queue Saved Report
  5. Select the Report you would like to send
  6. Click Run Wizard under Auto Create Email Step
  7. Set the secondary Action to Send Contact Template
  8. Select a Template
  9. Select the Contact(s) to send the report to
  10. Select the Schedule for when the task runs
  11. Click Save Automated Task
 

Tip: This can be useful to send information to partners about Students who need to provide further information or have accreditation that will soon expire. Please refer to our Report Builder, Saved Reports and Workflow Actions help articles for further information.

 

Note: Filter by Domain in the report builder to limit the results of the report to data that is relevant to the Partner.

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