Guide for Certification Brands. Managing Invoices, Licenses, and Trainers

Congratulations! If you are reading this guide, most probably, you have already made the first steps in Workshop Butler. Now trainers you have added can create events. 

However, WSB’s usefulness does not end here. It will help you manage invoices for licensed events, keep an eye on the licenses you issue, and allow you to promote trainers' accounts.

Below we’ll look into all available options.

Manage invoices

Soon after adding trainers to the system, you will start receiving your first invoices for licensed events. It’s important to learn how to manage them.

You can do it from the Invoices tab in the top menu. Here you will also find detailed information about invoices, like dates, amounts, or states:

To learn more about managing invoices, read this article.

An invoice is added every time a trainer creates a new licensed event. At that moment, it’s in a Draft state. Once the trainer confirms, cancels, or reschedules an event, an invoice is moved to the Review state. And from this point on, it will require input from you. You should move it to Paid, Final, or Cancelled states. 

You can find more detailed information on invoice states in this article. 

Manage licenses

When you have finished configuring the most pressing aspects allowing trainers to run events, it’s time to think a little bit ahead. 

After the licenses you have issued expire, trainers will need to renew them. WSB is able to track licenses that are about to expire and ask trainers about renewal, thus saving you plenty of time. 

You can customise this process to your convenience by adding renewal notifications, license agreement, and renewal periods for each license type.

Renewal notifications remind trainers that their license is about to expire or has expired recently and offer to renew it. You can enable up to 5 renewal notifications which will be sent on the dates predefined by you.

License agreement is necessary for the license renewal. A trainer will need to accept the agreement to renew their license in the system. You can edit the text of the agreement and of the consent option.

License renewal period allows to limit the the time when trainers can prolong a license by themseves. After this period is over, they need to contact their brand coordinator for renewal.

Manage and promote trainers

Although trainers have full control over their accounts, you have some options available to you too. 

• Subscription periods

  Sometimes a trainer takes a break in their licensed activity and you want it to be reflected in their total experience. It’s possible with the Subscription Periods option. It allows you to calculate only the time when the trainer’s license was actually active, without pauses between its prolongation.

  See this article to learn more about subscription periods - how and when to add them and how they work.

• Card payments

  Trainers will be able to pay invoices for licensed events right from WSB if you activate this option for them. All unpaid invoices are added to the relevant widget on the licensed trainer's account and can be paid with a couple of clicks. Without this option, trainers will still see notifications about due invoices on the widget, but they will have to pay them outside of WSB.
  
  Read more about two ways for trainers to pay licensed event fees here.

• Access limit

  In some cases, you might need to limit access to WSB for a certain trainer. The most frequent reason is that a trainer has licensed event invoices they haven't paid yet.
  
  You can restrict them access to managing their profile either manually or automatically by setting a period during which a trainer should pay an invoice. If an invoice has not been paid within this period, the access will be restricted by the system.
  
  You will be able to restore it any time.
  
  Read more about limiting access in this article.

• Certificate templates

  Certificates are the proof of an attendee’s participation in your licensed events they receive from trainers. You might want to issue different certificates for different types of events or add one certificate but with your own design. Both options are possible with WSB.

  In this article, we describe how to create certificate templates. And in this one, how to add them for different event types.

• Badges

  Recognising the attendee’s efforts is great, however, recognising your trainers’ achievements is no less important. And you can do it by assigning badges to their profiles. Not only trainers themselves can feel encouraged by receiving them, but they are also eye-catching and boost trainers' credibility for potential attendees.

  Read this article to learn how to add and assign badges.

• Website integration

  You can promote trainers and their events by showing information about them on your website. You can show information about trainers themselves or the list of upcoming events. 

  See instructions and use cases in our Website Integration section. 

• Mailchimp integration

  It’s important to stay in touch with your trainers and keep them informed about changes in their licenses. For this, you can subscribe trainers to Mailchimp.

  We describe how to integrate Mailchimp and subscribe trainers to it in this article.

• Zapier integration

  It’s also possible to integrate Zapier, which will give you access to apps and services it offers. 

Learn more with Help Center

Help Center contains a lot of useful information on different topics divided by categories. At the beginning of each article, there is a disclaimer indicating the target audience of this article - training company, trainer, or certification brand. Each of these three types has differences in functionality available to them hence the article will be useful only to the audience it was intended for. It also helps you understand if you can delegate a certain action to someone else (for example, trainers) who have access to the corresponding functionality.

If you have not found the answer to your question in the Help Center, you can always contact our support team. You can find the Contact button in the lower right corner of the screen when you are in Account Settings, Login Settings, or on Events Dashboard: