Education & training providers
One system from first enquiry to certificate issued.
Most training providers run a CRM for enquiries, a separate LMS for delivery, a spreadsheet for payments and another for commission. SmartCo runs the whole learner lifecycle in one platform, with portals for teachers and learners built in.
Running in a live UK training operation.
The problem
The learner journey is one process. Most providers run it as four.
CRM and LMS do not talk
A learner enrols in one system and appears in the other by hand, so the two disagree within a week.
Documents chased by email
ID, qualifications and funding paperwork tracked in an inbox rather than against the learner.
Payment plans in a spreadsheet
Instalments, arrears and refunds reconciled manually, usually at month end, usually late.
Commission worked out afterwards
Recruiter and closer splits calculated from exports once the month has closed, rather than as deals progress.
What the system does
Recruitment, delivery and money on one record.
The enquiry becomes the learner becomes the certificate, without anyone retyping anything.
Recruitment & enrolment
The commercial end of the process, tracked like a pipeline rather than an inbox.
- Lead capture from web and phone
- Pipeline stages you define
- Document collection and checks
- Funding and eligibility
- Enrolment against a programme
- Source and campaign tracking
Programmes & delivery
What is being taught, to whom, when, and how far along they are.
- Programmes, cohorts and intakes
- Scheduling and timetables
- Course content and materials
- Attendance and registers
- Assessment and marking
- Certification and expiry
Teacher portal
Tutors work in the system rather than emailing spreadsheets to the office.
- Class registers and attendance
- Mark assessments and record outcomes
- Learner progress at a glance
- Upload materials to a programme
- Flag learners at risk
- Notes against the learner record
Learner portal
Learners self-serve, which removes most of the phone calls to the office.
- Own login and dashboard
- Course materials and submissions
- Progress, results and certificates
- Upload documents
- View and pay fees
- Timetable and attendance
Payments & commission
Money handled in the same system as delivery, so the two cannot drift apart.
- Payment plans and instalments
- Deposits and balances
- Arrears visibility
- Refunds against the record
- Commission matrix for recruiters
- Automatic splits as deals progress
Reporting
Answers without an export and a pivot table.
- Conversion by source and stage
- Cohort and completion rates
- Revenue and outstanding balances
- Attendance and at-risk learners
- Tutor and recruiter performance
- Funding and audit reporting
The workflow
From enquiry to certificate.
Enquiry
Captured from the website, phone or campaign, into a pipeline you define.
Qualify
Eligibility, funding and documents checked and recorded against the person.
Enrol
Placed on a programme and cohort, with a payment plan attached.
Deliver
Teachers take registers, upload materials and record outcomes in the portal.
Assess
Assessment recorded, progress visible to learner, tutor and office.
Certify
Certification issued and tracked, with expiry where it applies.
Built to order
Commission that calculates itself
Generator and closer splits worked out automatically as a learner moves through the pipeline, rather than reconstructed from exports at month end. Built for a provider running a recruiter network, and applicable anywhere two people share credit for the same deal.
- Splits defined once in a commission matrix, then applied automatically
- Calculated as the deal progresses, not after the month closes
- Visible to the recruiter, so the monthly query disappears
- Historical performance retained even when staff move on
- Reconciles against payments actually received, not just enrolments
Why it matters
Commission disputes are almost always a data problem rather than a disagreement. If the system calculates it as it happens, there is nothing to dispute.
Pricing for training providers
£399 a month, LMS included.
Ten users included, £20 a month for each additional user. Teacher and learner portals, assessment, certification, payment plans and commission are part of the plan rather than modules to buy. Supported integrations are configured and maintained as part of the licence.
Common questions
What training providers ask us.
Do learners and teachers get separate logins?
Yes. Each has their own portal with its own permissions. Teachers see their classes and learners; learners see only their own record, materials and fees.
Can it handle funded and self-funded learners together?
Yes. Funding status is held against the learner, and reporting can be filtered by it, so mixed cohorts are handled without a parallel spreadsheet.
Do we have to move off our current LMS on day one?
No. Migration is planned around your intakes so it does not land mid-cohort. Data migration from your current system is included.
Can we brand it as our own?
Yes. White-label puts it on your domain with your branding, which matters when learners are logging in.
What if we need something that does not exist yet?
We build it. Bespoke development is scoped and priced before work begins, and it becomes part of your system rather than a workaround.
Next step
Tell us how your provision runs.
Walk us through the learner journey as it works today and we will map what a single system would look like.
Book a Consultation