You can use Ontrack Staff Hub to book multiple places for your employees on courses offered by an institution.
The employer booking process consists of the following tasks:
-
Search for a course.
-
Add the course to your basket.
-
Specify the number of places you require.
-
Pay online or request an invoice, if invoicing is available to your organisation.
-
Allocate learners to the booked places.
You do not need to identify the learners when you make the booking. You can allocate them after completing the booking.
Allocated and unallocated places
A booking can contain allocated and unallocated places:
-
An unallocated place has been booked but has not yet been assigned to a learner.
-
An allocated place has been assigned to a learner.
You can view these places in the Manage My Bookings section on the homepage:
-
Unallocated Bookings lists bookings that contain places you have not assigned to learners. Each row represents a booking.
-
Allocated Bookings lists learners who have been assigned to booked places. Each row represents an allocated learner.
You must allocate all required places before the allocation deadline. The Days Remaining field shows how many days you have left to allocate learners.
If a learner is already linked to your organisation, you can select them from the available learners. If the learner does not have a record, you can create one before allocating the place.
Booking information
The Manage My Bookings section contains the fields as detailed in the table My bookings.
| Field | Description |
|---|---|
| Course Code | The code that identifies the course. |
| Course Name | The name of the course. |
| Start Date | The date on which the course starts. |
| Start Time | The time at which the course starts. |
| Days Remaining | The number of days before you must allocate the remaining places. |
| Places Remaining | The number of places that you have not yet allocated. This field appears only in Unallocated Bookings. |
| Delegate | The learner who has been allocated to the course. This field appears only in Allocated Bookings. |
To assign learners to unallocated places, select Allocate for the relevant booking. The Manage Delegates page appears.
Payment and invoicing
When you check out, the available payment method depends on whether the institution has approved your organisation for invoicing.
If your organisation is approved for invoicing, you can select Is this for an invoice? during checkout. You must then provide:
-
A purchase order number.
-
An invoice contact.
After you complete checkout, Ontrack Staff Hub displays a confirmation message. If you do not request an invoice, or your organisation is not approved for invoicing, Ontrack Staff Hub displays a payment screen where you can enter your payment details.