Manual: Provider portal & network

Provider Profile

Providers are partners within your tenant – e.g. a cooperating school or a freelance trainer – who maintain their own courses, sessions, instructors and locations. Users with the “Provider” role see only what is assigned to their provider.

Setup by the administration: create the provider here (name, address, contact, associated user) → create the assignments under Administration → Providers → Courses/Locations/Instructors → the provider user logs in and sees “My Courses”, “My Locations”, “My Instructors”.

The function only appears if the PROVIDER variable is switched on.

Create New Provider

Creates a provider profile: name, company, address, contact details and the user who works as the provider. Then assign courses, instructors and locations.

The user needs the “Provider” role (Administration → Users).

Edit Provider

Name, company, address, contact details and user of a provider. The details appear in lists (yellow badges “Provider: …”) and can be named in the portal at the course.

Changes apply immediately to all courses and sessions of the provider.

Name

Required field. Name of the provider as it appears as a badge in course and instructor lists – e.g. “Music School North”.

Short and unambiguous.

Company

Legal company name of the partner, optional – for contracts and billing.

Can remain empty.

Street

Street of the provider address.

Part of the address.

House number

House number of the provider address.

Part of the address.

Postcode

Postcode of the provider address.

Part of the address.

City

City of the provider address.

Part of the address.

Email

Contact address of the provider for queries from the administration.

Not the login address – that belongs to the user.

Phone

Phone number of the provider for queries.

With area code.

Website

Internet address of the provider, optional.

With https://.

Save

Creates the provider or applies changes. The name is required.

Then maintain the assignments.

Back to overview

Back to the provider list without saving.

Input is lost.

Provider

The master data of a provider. Use “edit” to change it; you maintain the assignments to courses, locations and instructors under Administration → Providers.

Display only.

back to overview

Back to the provider list. Nothing was changed here.

Display only.

edit

Opens the form for address, contact and user.

Changes take effect immediately.

ID

Internal number of the provider.

Only relevant internally.

Name

Name of the provider as maintained in the form.

Appears as a badge in lists.

My Courses

The courses assigned to your provider, with the number of past, current and future sessions. Clicking a course opens its sessions – there, as a provider, you create and edit your own sessions.

If a course is missing, the administration must assign it to your provider. The administration maintains the course data itself (title, price, description).

Course sessions

The sessions your provider offers for this course. “Add session” creates a new one; the pencil opens an existing one.

For each session you see period, place, places and publication. Only published sessions can be booked in the portal.

Add session

Creates a new session of your provider for this course: period, time, location, instructors, places, price and the course days.

Only your assigned locations and instructors are available to choose from.

Edit a date (provider)

Edit Session

A session of your provider: course days, location and room, instructors, places, publication and prices. After filling it in, “save”; only with the “published” tick is the session bookable.

For a new session: in the course day planner choose repetition, first course day, time and end → location, instructor, places → save. The start and end of the session result from the first and last course day.

Event location

Where the session takes place. Only the locations assigned to your provider are available; if one is missing, create it under “My Locations”.

Appears in the portal and in the confirmation.

Event room

A room of the chosen location, if rooms have been created there. The room overview then shows overlaps.

Optional.

Instructors

Who leads the session – only your assigned instructors, multiple selection possible.

If someone is missing, create them under “My Instructors”.

Places

How many participants can book at most. When the number is reached, the session counts as fully booked; with “Reservation allowed” further people go onto the waiting list.

Increasing it afterwards is possible.

published

Only with the tick is the session visible and bookable in the portal. Without the tick it remains a draft.

Check price and course days before publishing.

Reservation allowed

With the tick, customers can join the waiting list when the session is fully booked. Without the tick, the session simply can no longer be booked when full.

The administration manages the waiting list.

Course number

Own number for this session, prefilled with the course number. Appears in lists and on invoices. Only visible if switched on for the tenant.

Leave empty to use the course number.

Suffix / code

Free additional identifier, e.g. “A” or “Morning”, to distinguish several sessions of the same course. Only visible if switched on.

Optional.

Price (incl. VAT)

The gross price per place, prefilled with the course price – only change it if this session should differ. Only visible if session prices are switched on.

Bookings take over the price of the session.

incl. VAT

The tax rate of the session – normal or reduced rate from the application data, prefilled from the course.

Only change after consulting the administration.

plus material costs (incl. VAT)

Additional costs per participant, gross – charged as a separate invoice line. Prefilled from the course.

Empty = no material costs.

Course days

The individual course days of the session. The start and end of the session follow the first and last course day when saving.

As long as a session has no course days yet, you create them above in the course day planner; afterwards you change them here in the list.

My Instructors

The instructors assigned to your provider – only these are available for selection in your sessions. Clicking an instructor opens their data.

If an instructor is missing, create them via “Create New Instructor”; they are assigned to your provider automatically.

Create New Instructor

Creates an instructor with master data, bank details and profile and assigns them to your provider.

The instructor receives a login with instructor rights.

Edit an instructor (provider)

Edit Instructor

Master data, bank details and additional info (profile picture, images, descriptions) of an instructor of your provider. Locked fields may only be changed by the administration.

Whether instructors may edit their profile themselves is controlled by the SPEAKER_PROFILE_EDIT variable.

Master Data tab

Name, address, contact and login address of the instructor. First and last name are required.

The administration uses the contact email for participant lists and session changes.

Bank Details tab

IBAN, BIC and bank for fee payments – internal only, not visible in the portal.

Optional.

Additional Info tab

Profile picture, further images and description texts that course participants see in the portal.

A photo and two short paragraphs on qualifications are enough.

My Locations

The locations assigned to your provider – only these are available for selection in your sessions. Clicking opens the location.

If a place is missing, create it via “Create New Location”; it is assigned to your provider automatically.

Create New Location

Creates a location with name, address and optionally rooms and assigns it to your provider.

Name and address are required.

Edit a venue (provider)

Edit Location

Name, address and rooms of a location of your provider. Changes affect all sessions at this place.

The map coordinates are determined from the address when saving.

save

Applies the details. Name and address are required.

Then back to the overview.

back to overview

Back to the provider overview without saving.

Input is lost.

Create new course/provider assignment

Links a course with a provider: choose course, choose provider, save.

Takes effect immediately on the provider’s view.

Course/Provider Assignment

Which course is assigned to which provider – both details are required.

After saving, the provider sees the course under “My Courses”.

Course

The course the provider is to look after – from all courses of the tenant.

Typing narrows the list.

Provider

The provider who may offer the course – from all providers of the tenant.

You maintain providers under “Provider Profile”.

Save

Creates or changes the assignment – takes effect immediately on the provider’s view.

Then back to the list.

Locations for Providers

Administrators only: which locations of your tenant are assigned to which provider. A provider can only choose locations in their sessions that are assigned to them here.

Locations that a provider creates themselves appear here automatically. You do not see assignments of other tenants here.

Create new location/provider assignment

Links a location with a provider: choose location, choose provider, save. Only locations and providers of your tenant are available.

Takes effect immediately: the provider sees the location under “My Locations” and can edit it.

Location/Provider Assignment

Which location is assigned to which provider – both details are required.

After saving, the location is available to the provider for sessions.

save

Creates or changes the assignment – takes effect immediately.

Then back to the list.

Create new instructor/provider assignment

Links an instructor with a provider: choose instructor, choose provider, save.

Takes effect immediately.

Instructor/Provider Assignment

Which instructor is assigned to which provider – both details are required.

After saving, the instructor is available to the provider for sessions.

save

Creates or changes the assignment – takes effect immediately.

Then back to the list.

Course

The course the session belongs to.

From the assignment.

Session

Start of the session.

From the assignment.

Provider

The provider who offers the session.

From the assignment.

Actions

“edit” opens the provider’s session form.

There you change period, place, instructors and places.

Course/Provider Assignment

The details of an assignment. Use “edit” to change it.

Display only.

ID

Internal number of the assignment.

Only relevant internally.

Role

Technical detail on the provider’s role for this course.

For information only.

Session/Provider Assignment

The details of an assignment. Use “edit” to change it.

Display only.

ID

Internal number of the assignment.

Only relevant internally.

Role

Technical detail on the provider’s role for this session.

For information only.

Instructor/Provider Assignment

The details of an assignment. Use “edit” to change it.

Display only.

ID

Internal number of the assignment.

Only relevant internally.

Location/Provider Assignment

The details of an assignment. Use “edit” to change it.

Display only.

ID

Internal number of the assignment.

Only relevant internally.

Session/Provider Assignment

Which course session is assigned to which provider: choose session and provider, save. Sessions that a provider creates themselves are assigned automatically.

After saving, the provider sees the session under “My Courses” → Sessions.

Courses of all course leaders

All sessions of the course leaders in your network with location, number of course days and occupancy – for planning the rooms. You do not see participants, orders or invoices here; each course leader manages them themselves.

At the top you choose a course leader or “all”; “expired sessions” shows past sessions, newest first. “own location” means: the course does not take place in one of your central rooms. You can see the occupancy of your rooms under Locations → Calendar or Room overview.