Run a calendar seminar from registration to certificates
12 min
Register delegates, confirm them, invoice only the confirmed ones, and issue certificates.
1
Calendar
2
Register
3
Documents sent
4
Confirm
5
Invoice
6
Attend
7
Certificates
1
Set up courses and the calendar
Open Resources → People & Places → Courses and add the courses and their planned sessions. The year’s list appears under Engagements → Programmes → Calendar.
2
Register the event
Open Event Management → New. Answer how the engagement starts, then choose the event name from the Courses catalogue: the date, venue, fee and CPD hours fill in. Choose the client and add the delegates, or send the client a nomination link.
3
Documents go to the client’s HR contact
The invitation letter and proforma invoice are emailed to the email on the client’s customer record, not to the delegates.
4
Confirm delegates
About three days later tick who confirmed. A confirmation email goes out. Delegates who never confirm can be sent to CRM as leads.
5
Invoice the confirmed delegates
Open Finance → Money → Invoices. The invoice is for the confirmed delegates only.
6
Record attendance
Delegates can sign in on their own phones using the event’s QR code. Staff approve walk-ins. Download the PAX registration sheet if you need the stamped register.
7
Issue certificates
Open Resources → People & Places → Certificates (or the event’s Certificates tab) to issue them, or download all of an event’s certificates as one PDF.
Run a calendar seminar from registration to certificates in Xetuu CPD Training
Tip: Make sure the client’s customer record has the HR contact’s email. Without it, documents are not sent and the engagement reports that the client has no email.
Request and post an event budget
8 min
Ask finance for the money an event needs, get it approved and post it to the ledger.
1
Submit budget
2
Finance decides
3
Mark paid
4
Post
5
Profitability
1
Check expense categories
Open Finance → Money → Expense Categories and make sure every category has an account. Use Auto-map accounts to fill the empty ones.
2
Submit the budget
On the event, use Submit Budget. It is available once every attendee has confirmed.
3
Finance decides
Open Finance → Money → Budget Requests. Approve, partly approve or reject each line, and add a comment.
4
Mark lines paid and post
Mark paid lines, then post. A paid line becomes an expense and an unpaid line becomes a bill to a supplier. Each line shows the document and ledger entry it created.
5
Read the profit
Open Reports → Event Finance → Event Profitability Report to see the event’s result with these costs included.
Request and post an event budget in Xetuu CPD Training
Run one event for several organisations
8 min
Invite several clients, let each nominate delegates and invoice each separately.
1
Attach invitation
2
Send invites
3
Nominate
4
Confirm
5
Invoice each
1
Add the clients
On the engagement, add every client organisation. The first is the main client.
2
Attach the invitation and send invites
Attach the invitation document and use Send invite to clients. Each client with an email gets the document and a private Nominate delegates link.
3
Clients nominate
The client’s HR opens the link, adds delegates (pasting from Excel works) and submits.
4
Charge costs where they belong
On the Costs tab, use “Charged to” to charge a cost to one organisation. Costs left shared are split by confirmed delegates.
5
Invoice each organisation
On the Finance tab open By Organisation to invoice each organisation for its own confirmed delegates.
Run one event for several organisations in Xetuu CPD Training
