Getting Started Guide for Certification Bodies

Getting Started Guide for Certification Bodies

You have just got access to your account in Workshop Butler and want to get everything set up and running. This guide is here to help you to get acquainted with the key functions in the shortest time possible.

Each training business is unique and has its own rules for working with trainers and students. Luckily, Workshop Butler is flexible enough to satisfy the most complex needs. Here we explain step-by-step how to configure your account for a smooth and efficient start so that you will be ready to serve your clients on a whole new level!

Let's start with adding event types.

Adding Event Types

Event Types allow you and your trainers to group events, such as workshops, webinars, meet-ups, etc. in a logical way. One brand can have multiple event types, e.g. has trainers around the globe that offer courses (or workshops) such as Professional Scrum Foundations, Professional Scrum Master, Professional Scrum Master II, and so on. Those workshops are each an Event Type on Workshop Butler.

To add an Event Type:

1. Go to Account Settings      

2. Click on Event Types on the left side menu

3. Click on +Add Event Type

You will be presented with a form like the one below.

4. Fill in the Name of the Event Type, the Default Title, and the Min/Max amount chargeable hours per event. See the brief explanation of each below the screenshot.

Name is the name of an event type. A brand must have at least one. A coordinator from, for example, can list Professional Scrum Foundations as an Event Type.

Default Title parameter helps you to add events faster. When you choose an event type on a form (more about this later), the system automatically sets the title of new event to the default value. For example, the Event Type used as an example above can have more than one event associated with it, e.g. 2-day course and 4-day live webinar. The 2-day course might be the default event associated with this Event Type.

Max hours parameter defines a maximum number of chargeable hours per event. For example, max hours = 16 and a facilitator creates an event for 25 hours of this type. The facilitator will be charged for only 16 hours. Additional 9 hours are free.

Min hours parameter is relevant if trainers are be able to create workshops of a total amount of hours less than the chargeable amount that you set.

If you do not charge per hour, you can simply type in 0 here.

Next, we will see how royalty fees are tracked on Workshop Butler. You can refer to the article Understanding workshop fees in Workshop Butler for a better perspective.

Adding Workshop/Event Fees

Workshop Butler calculates royalty fees and tells you how much to charge your trainers per unit. This module alone could save you hours of work and hundreds of Euros that you might forget to collect. To enjoy its advantages, you need to configure it first.

1. Go to Account Settings > Click on Price Groups on the left-side menu  on Price groups on the left side menu.

You will be presented with a page like the one below.

Price group is a set of parameters identifying what workshops to charge. It also includes data on how the workshop fee is calculated. 

2. Now, click on the Activate button > Click on the Add Group button

You will now be presented with a form like the one below.

1. Fill in the name of the workshop in question

2. Select how you would like workshop fees to be calculated: per hour, per attendee, or per whole event (Fee per). Subject to your business model, you select a unit type and the platform calculates a fee for each workshop.

If you select Fee per Hour, then two additional fields appear on the event form, namely Total hours and Hours per day. The number of total hours is used to calculate a final fee for the workshop.

If you select Fee per Attendee, remember that only attendees who marked as Participated are counted.

3. Select the preferred currency > Fill in the fee per unit (hour, event or attendees)

4. Define the group as Catch All or select the countries that this rate per unit applies to.

Use Catch All group when:

  • No other group suits a workshop. This way you ensure that you charge every workshop, regardless of its location.
  • If you have the same price for almost all countries, except for a selected few.

It is important to notice that you can create only one price group with identical parameters (like event types, number of learning modules, etc) for one country.

5. Set the number of learning modules for this group, as confirmed by the trainer. This option is available only when Support for learning modules is activated (see Account page)

6. Select Event types for this group. If you want to use the same rates for all types of workshops, select No type.

7. Click Save Changes. The platform recalculates the fees for future or running workshops as you update the settings. The platform does NOT update the fees for past events.

You may read also the article on Configuring Fees For Workshops.

Adding Badges

It is essential to recognize the achievements of your trainers. And badges are a great way of doing it. Badges are also eye-catching and boost trainers' credibility for potential students. You define the rules on what badges to have and how to distribute them. Workshop Butler helps you to assign them to trainers and show them on their profiles. Let's add a few.

1. Go to Account Settings > Click on Badges on the left side menu > Click on the +Add Badge button

You will be presented with a form like the one below.

2. Fill in the Name of the applicable Badge, e.g. SuperStar

3. Select a Picture that you use as the Badge’s image.

4. Press the Save button. 

You will now be directed to the previous page and will see the new Badge added.

Defining Brand Rules

We're almost done with the settings. It's time to decide how much freedom you give trainers for generating certificates and how their ratings should be calculated. A trainer can collect testimonials and ratings from attendees and save it to their profile, but certain restrictions apply when it comes to how trainer evaluations and feedback is collected and used in the system. Let's see how this is implemented.

Go to Account Settings > Profile.

You will be presented with your profile page with a few concepts explained and listed, each with an Activate/Deactivate button next to it. 

The two concepts of relevance here are Obligatory Evaluation and Exclude Free Events.

Workshop Butler enables Certification bodies to make evaluations compulsory as well as to exclude ratings of free events.

So, what purpose do they serve?

Obligatory Evaluation: If the renewal of licenses or issuing of badges are subject to trainer performance and the quality of their workshops, certification bodies may choose to activate the function so that trainers cannot issue certificates to attendees that do not hand in an evaluation. By default, trainers can send certificates to attendees even if they have not filled in evaluations via an evaluation form.

Exclude Free Events: Because people tend to rate free events higher than paid ones that they evaluate more critically, it would be unfair for a trainer that offers a series of free 2-hour workshops to get higher rates than a trainer that offered that same amount of 2-day courses at a payable rate. By default, ratings of free events are included in the trainer statistics.

This about concluded the brand rules from this user’s perspective. It may leave you wondering how I can upload my certificates to Workshop Butler. I decided to skip this step as it requires more time than you may be ready to invest right now. I recommend continuing with the guide. In the end, you'll find links to articles explaining how to add a new certificate template to your account.

Adding a Trainer

Congratulations! The initial configuration of your account had been set. There are still several steps left that are less relevant for the starting phase, e.g. integration with MailChimp. Use our documentation to find out about these modules. Now it's time to add your first trainer. 

1. Click on the icon on the right side of the tabs

2. Enter the email of the facilitator in the field. If the person is already using Workshop Butler, his name and picture will appear below. If not, you can create a new person.

Person already in the system

Person not in the system: Create new

3. Add the new person’s data > Click on the Next step button 

4. Add a billing address > Click on the Next step button

Now, you will see that the field of the Brand that you represent has already being filled in.

5. Select the License Type > Select the License Version (if there is more than one license version per brand) > Select the term for which the license is valid – from start to expiry > Select the currency and fill in the payable amount per term > Select Next step

You now have the new trainer added. She can update the profile information, according to her preference.

Last but not the least, is the integration of Workshop Butler with your website. Follow our detailed instructions on how to do that here: Getting Started with Website Integration.

That’s it! And remember: if you need any help, you can always contact us via a built-in support tool ;).