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Training course booking & certificate software

Training providers: courses booked, certificates issued. Teach more, chase less.

Bookings come in by email, corporate groups arrive as a spreadsheet that changes three times, the trainer gets a paper sign-in sheet and someone spends Friday typing certificates in Word. We build course booking, group management, attendance and certificate systems for training providers that all talk to each other. Then we host them and look after them.

Tell us what's slowing you down →Try the live demo →Or call0423 011 252

Looking for training course booking software that handles public courses and corporate groups?

A training provider runs two businesses at once. One sells seats on public courses to individuals who want to book and pay tonight. The other sells whole sessions to companies who want an invoice with a PO number, a list of names that keeps changing and a certificate for every staff member on file. Most providers juggle both with an inbox, a calendar, a few spreadsheets and a Word template with the name field highlighted in yellow.

Wollopit builds custom training software around how you actually run courses. People book and pay online. Companies book seats and name their staff later. Joining instructions, pre-course forms and reminders go out on their own. Trainers mark attendance on a tablet and certificates are issued the moment the course is signed off. When a ticket is about to expire the refresher reminder goes out. We connect the tools you already use, replace the ones holding you back and look after the lot on our own servers.

01The problems

What we hear from training providers

Does your training provider have these problems? Here's how we'd fix them.

Most training providers we talk to are great in the room and buried in admin outside it. The course takes a day. The paperwork around it takes a week.

  • The problemEvery booking is an email threadSomeone asks about dates, you reply, they ask about price, you reply again, then you type an invoice in Xero and hope they pay before the day.
    How we fix itA live course calendar on your website with real seat counts. People book and pay by card or request an invoice in one go.
  • The problemCorporate groups arrive as a spreadsheetHR sends twelve names, then swaps four of them the week before. Half the emails are wrong and nobody knows who's actually coming.
    How we fix itCompany accounts book a block of seats now and name staff later. They swap attendees themselves and you see the final list live.
  • The problemCourses that might not runThree people booked, minimum is six and the decision gets made two days out with a frantic ring-around to cancel or move everyone.
    How we fix itMinimum numbers tracked on every date, early warnings, waitlists and a one-click move to the next date that emails everyone.
  • The problemJoining instructions sent by handVenue address, parking, what to wear, what to bring and the pre-reading, copied into an email for every single booking.
    How we fix itJoining instructions go out automatically on booking with a reminder by email and SMS the day before. Different for every venue and course.
  • The problemPre-course paperwork chased on the dayMissing USIs, no photo ID, pre-requisites not checked and medical forms filled in on a clipboard while the trainer waits.
    How we fix itOnline enrolment forms before the course with ID uploads and pre-requisite checks. Anyone incomplete is flagged days ahead, not at 8am.
  • The problemPaper sign-in sheetsA sheet goes round the room, comes back with coffee on it and gets scanned into a folder nobody will ever find again.
    How we fix itDigital attendance on the trainer's tablet or a QR sign-in at the door, saved against each learner's record.
  • The problemCertificates typed in WordCopy the template, change the name, change the date, save as PDF, email it and then do it again forty times. One typo and it's a reissue.
    How we fix itCertificates generated the moment a learner is signed off, numbered, emailed and checkable on a public verification page.
  • The problemRefreshers nobody remembersTickets expire, learners forget and the repeat booking goes to whoever pops up on Google first.
    How we fix itExpiry dates tracked for every learner and company, with refresher reminders sent before the ticket lapses and a link to book.
  • The problemTrainers and rooms double-bookedTwo courses land on the same trainer, the training room is booked twice and the manikins are in the other ute.
    How we fix itTrainer, venue and equipment calendars that block clashes, show availability and send each trainer their run sheet.
  • The problemInvoices and POs going nowhereCorporate clients want POs on the invoice, some pay on 30 days, some never pay and nobody's matched it to who attended.
    How we fix itInvoices created in Xero or MYOB with PO numbers attached, payment reminders sent and unpaid accounts flagged before the next booking.
  • The problemZoom links pasted by handOnline sessions need a link, a password and the slides sent to every learner, usually five minutes before it starts.
    How we fix itZoom or Teams meetings created with the course date and links sent with the joining instructions, plus recordings shared afterwards.
  • The problemFeedback forms in a drawerEvaluation sheets get handed out, collected and never read, so you can't tell which trainer or course is landing.
    How we fix itFeedback surveys sent automatically after each course, scored by trainer and course and Google review requests for the happy ones.
02What we build

Solutions

What we build for training providers. Usually all talking to each other.

Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.

01

Course calendar & online booking

Public course dates with live seat counts, card payments or invoice requests, promo codes and group discounts.

02

Corporate client portal

Companies book seat blocks, name staff later, swap attendees and download every certificate their team holds.

03

Waitlists & minimum numbers

Watch which dates are at risk, fill seats from the waitlist and move everyone to a new date in one click.

04

Joining instructions & reminders

Venue details, parking, what to bring and pre-reading sent on booking, with email and SMS reminders before the day.

05

Enrolment forms & pre-course checks

USI, photo ID, pre-requisites and medical info collected online, with incomplete learners flagged early.

06

Trainer app & digital attendance

Today's class list on a tablet, tick-off or QR sign-in, assessment sign-offs and notes against each learner.

07

Certificate generator

Branded certificates numbered and issued on sign-off, emailed to learners and copied to their employer.

08

Certificate verification page

Employers and site managers check a certificate number online and see if it's real and current.

09

Refresher & expiry reminders

Every ticket's expiry tracked, reminders sent ahead and a booking link straight to the next refresher date.

10

Trainer, venue & equipment scheduling

Clash-free calendars for trainers, rooms and kit, with run sheets sent to trainers' phones.

11

Invoicing & purchase orders

Invoices into Xero or MYOB with PO numbers, payment reminders and account holds for slow payers.

12

Online & virtual classes

Zoom or Teams links created per session, sent with joining instructions and recordings shared after.

13

Feedback & evaluations

Post-course surveys scored by course and trainer, plus Google review requests for happy learners.

14

Reporting dashboard

Seats filled, revenue by course, corporate accounts, trainer hours and upcoming expiries in one view.

15

A website that fills courses

Hand-built, quick on mobile, with live course dates and booking, built to rank for your courses and your area.

03The systems

The big ones

Your whole training business, on one system.

These are the systems training providers ask us about most. Each one works on its own and they get properly clever when they're joined up.

Course booking

Live course dates that book and pay themselves.

Every course date sits on your website with real seat counts. People pick a date, fill in their details and pay by card or ask for an invoice. Joining instructions and reminders go out on their own so the inbox stays quiet.

  • Course calendar on your website
  • Live seat counts per date
  • Card payments through Stripe
  • Pay by invoice option
  • Promo codes and group discounts
  • Minimum numbers warnings
  • Waitlists that fill cancellations
  • Move learners to a new date in one click
  • Automatic joining instructions
  • Email and SMS reminders

Corporate groups

Companies book the seats. They sort out the names.

Corporate clients get their own login to book seat blocks or a private session, then add and swap staff whenever they like. They see who's booked, who attended and every certificate their team holds without emailing you.

  • Company accounts with their own pricing
  • Book seats now, name staff later
  • Swap attendees up to a cutoff
  • Private in-house session requests
  • PO numbers on every booking
  • Invoices on account terms
  • Team training register
  • Download all staff certificates
  • Expiry report for their whole team
  • Multiple managers per company

Trainer app & attendance

The trainer walks in with everything on a tablet.

Trainers see today's class list, who's completed their pre-course forms and who's missing ID. Attendance is ticked off or scanned at the door and assessments are signed off in the room, so nothing gets typed up later.

  • Today's class list on any tablet
  • QR sign-in at the door
  • Pre-course forms and ID status
  • USI and pre-requisite checks
  • Assessment sign-offs per learner
  • Trainer notes and incidents
  • Photo uploads for practical tasks
  • Works with patchy reception
  • Run sheet and venue details
  • Attendance saved to learner records

Certificates & refreshers

Signed off at 4pm. Certificate in their inbox at 4:01.

Certificates generate themselves from the learner's record the moment they're signed off, with a unique number anyone can check online. Expiry dates are tracked so learners and their employers get a nudge before it's time for a refresher.

  • Branded certificate templates
  • Unique certificate numbers
  • Issued automatically on sign-off
  • Emailed to learner and employer
  • Public verification page
  • Reissues without retyping
  • Expiry dates per course
  • Refresher reminders ahead of expiry
  • Book the refresher from the email
  • Bulk certificates for corporate groups

Scheduling & invoicing

Trainers, rooms and invoices that never clash.

One calendar for trainers, venues and equipment so nothing double-books. Bookings turn into invoices in Xero or MYOB with the PO number attached and unpaid accounts get chased without you lifting the phone.

  • Trainer availability and leave
  • Venue and room bookings
  • Equipment and kit tracking
  • Clash warnings before you save
  • Trainer run sheets by SMS
  • Trainer hours and pay reports
  • Invoices into Xero or MYOB
  • PO numbers matched to bookings
  • Automatic payment reminders
  • Account holds for overdue clients
04How it changes

Before and after

A corporate course, wolloped.

Here's how a twelve-person corporate booking could change. Every training provider is different, so we map yours first.

Before

  1. HR emails a spreadsheet of twelve names
  2. You type an invoice and chase the PO number
  3. Joining instructions copied into twelve emails
  4. Four names change the week before
  5. Paper sign-in sheet passed round the room
  6. Certificates typed one by one on Friday

After

  1. HR books twelve seats in their portal
  2. The invoice lands in Xero with the PO attached
  3. Joining instructions go out as each name is added
  4. HR swaps the four staff themselves
  5. The trainer ticks attendance on a tablet
  6. Certificates are emailed to staff and HR by 4pm
05Services

Everything under one roof

Software, websites and systems for training providers.

Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.

Custom software for training providers

Built around how your training provider actually runs: course calendar & online booking, corporate client portal and the admin in between, in one system you own.

Websites for training providers

Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.

Training provider system upgrades

Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.

Apps and portals for training providers

Waitlists & minimum numbers and joining instructions & reminders: customer and staff portals that work on any phone without an app store.

Integrations and automation

We connect Google Workspace, Microsoft 365 and Stripe so information moves on its own and nobody retypes it.

Hosting, support and care

Managed hosting, updates, backups and security for your training provider, looked after by the people who built it.

06Integrations

Connections

Plays nicely with what you already use.

We connect to the tools you rely on, work alongside training platforms you're happy with or replace the ones holding you back.

  • Google Workspace
  • Microsoft 365
  • Stripe
  • Xero
  • MYOB
  • Zoom
  • Microsoft Teams
  • Google Calendar
  • Mailchimp
  • Twilio SMS
  • Canva
  • YouTube
  • Moodle
  • aXcelerate
  • VETtrak
  • Arlo
  • Eventbrite
  • HubSpot
  • Google Business Profile
07How we work

The process

Some people dip their toe in. We turn up in a rebreather.

We get properly below the surface of your training provider: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.

  1. 01

    Think

    We sit in on a course, watch the office on a busy Monday and work out where bookings, groups and certificates are eating your time.

  2. 02

    Archi-tech

    We plan it before writing code: your courses, dates, corporate accounts, trainers, venues, certificates, hosting and cost.

  3. 03

    Build

    Real engineering, shown to you early and often. Usually the most painful bit first, like online booking or certificates, so you get a win before your next intake.

  4. 04

    Look after

    We host it, maintain it and keep improving it. When something breaks you call the people who built it.

08Questions

FAQ

Things training providers ask us.

Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.

Can companies book seats for staff?

Yes. Companies can book a block of seats and assign staff later. They can swap attendees up to a cutoff you set and see every certificate their team holds.

Can certificates be checked by employers?

Yes. Each certificate gets a unique number and a verification page, so an employer or site manager can confirm it's real and see when it expires.

Can it collect USIs and pre-course info?

Yes. Learners fill in enrolment forms online before the course, including USI, photo ID and pre-requisites. Anyone incomplete is flagged to you and the trainer early.

Does it work for online courses?

Yes. We can create Zoom or Teams sessions for each course date, send the links with the joining instructions and share recordings afterwards.

We already use aXcelerate or an LMS. Do we have to switch?

No. If aXcelerate, VETtrak, Moodle or another platform is doing its job, we build around it: the booking website, corporate portal, reminders or certificates on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.

How much does a training booking system cost?

It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.

How long does it take?

Smaller jobs like online course booking or a certificate generator can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.

Who looks after it once it's built?

We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.

We already have systems. Can you upgrade them instead of starting again?

Usually, yes. Most training providers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.

Contact

Got a training provider problem? Consider it wolloped.

Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.

Call0423 011 252 Emailprojects@wollopit.com.au
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