Courses and scheduling
Set up a course type once with its duration, capacity, price and how long the certificate lasts. Schedule it, clone it onto new dates, or split a long one across several days.
Training operations platform
Everything a training business runs on, in one place.
Courses, the diary, instructors, delegates, companies, locations, purchase orders and invoices, all on one system and all linked to each other. Scheduling a course, staffing it, filling it and billing for it stop being four separate jobs.
UK-hosted · ISO 27001 aligned · Backed up nightly
Course
Thu 12 Mar
Confined Spaces — Medium Risk
- Instructor
- M. Farrell 4 / 4 · READY
- Location
- Avonmouth Training Centre
- Delegates
- 8 of 12 · four companies
- Purchase order
- PO‑4471 · Wexcom Ltd
Confirmed · instructor notified
Try it
A real install, already full of a training business.
The demo is the whole product, not a video of it. It comes loaded with course types, instructors and their qualifications, customers, venues and a diary of courses running either side of today, so there's something to click on the moment you're in. Schedule a course, staff it, fill it, invoice it.
Everything in it is deleted on the 1st of each month and rebuilt from scratch. You're also sharing it with everyone else who's trying it, so expect to find other people's changes. Don't put anything in there you need to keep, and don't reuse a password you use anywhere else.
Open the demoSign in
No signup
demo.aptaops.co.uk
- Administrator
demo- Coordinator
demo.staff- Instructor
dave.hollins- Password
AptaOpsDemo1!
Three roles, three different systems
What's in it
The things a training operation actually runs on
Nine areas, one database. A delegate, the company that sent them, the course they sat, the instructor who taught it and the order that paid for it are the same set of records seen from different sides.
The diary
Every course date on one calendar, next to instructor holidays, bank holidays and anything else booked out. Filter it by instructor, company or location.
Instructors
Who's free, who's booked and who's on leave, with their qualifications and certificates on the same record. Assignments store who made them.
Delegates and companies
People grouped by the company that sent them. Attendance, results, certificates and expiry dates sit on the person, so their history follows them between courses.
Locations
Your own centres and customer sites, with addresses and contacts. The diary and the revenue report both slice by them.
Purchase orders
POs linked to the courses they pay for, so the reference is on the record from enquiry through to invoice and nobody reconciles from memory.
Invoicing and revenue
Invoices raised against what was delivered, with revenue broken down by location. Your bank details go on the paperwork automatically.
Reporting
Completed courses, courses by instructor, invoices and revenue by location. Seven more cover instructor qualifications: who holds what, what's expiring, which paperwork is missing and which courses are at risk. Read any of them on screen or take the same figures out to Excel.
Dashboard
Bookings, completions, delegate numbers and revenue for the week, month or year. Top course types, courses by location and status, who's available this week and whose qualifications run out soon.
How a course goes through
From setting it up to getting paid for it
Six steps, and the record carries everything forward. Nothing gets retyped into a second system at any point along the way.
01
Set the course type up once
Duration, capacity, price, how long the certificate stays valid, and which qualifications an instructor needs to teach it. Every future booking of that type inherits the lot.
02
Schedule it and staff it
Put it on the diary, pick a venue, assign an instructor. Holidays, bank holidays and everything else already booked are on the same grid, so a clash shows up while the date can still be moved.
03
Fill it
Delegates arrive three ways: booked on your own website, posted in by a partner's system, or added by your staff. Companies and purchase orders attach as they go on.
04
Deliver it
The instructor gets the course on their phone, marks attendance on the day and adds anyone who turns up unannounced. Everyone involved has already had the joining details by email.
05
Close it out
Results and certificates land on each delegate's record with the date their certificate runs out, so the renewal is visible long before it lapses.
06
Bill it
The PO reference has been on the course since the enquiry. The invoice and the revenue figures come off the record rather than out of somebody's inbox.
Qualifications
The check that runs before you commit to a date
Say what each course type demands, record what each instructor holds, and AptaOps compares the two the moment you assign somebody. It is judged on the day the course ends, not on today, so a certificate that lapses halfway through still counts as a gap.
Requirement
Capability
Confined Spaces MR
CSTS card
First aid current
M. Farrell · held
Valid to 2028
Valid to 2027
It warns, it never blocks
Operations have exceptions and the software does not get a vote. Going ahead anyway records what was outstanding, who approved it and when, against the assignment. That trail is what an auditor asks for. It writes itself, and the Overrides report lists every one.
The reports an auditor asks for
A register of every qualification and when it runs out, a matrix of instructors against qualifications, and a list of whatever's still missing its paperwork. Courses at Risk shows upcoming courses with a gap while there's still time to swap the instructor.
Instructors keep their own records current
An instructor who has just renewed something adds it from the app with the certificate attached. It queues for an administrator to approve, so nobody grants themselves a qualification.
Expiry is flagged early
Certificates coming up to their end date are surfaced before they lapse, with a default window of 90 days you can change. Renewals get booked while there's still time to book them.
The state is a word, not a colour
Ready, review, blocked, or not assessed. The word carries the same meaning as the colour, so reading it never depends on telling green from amber.
Beyond the office
Three ways in that aren't somebody at a desk
The instructor app
Android and iOS. Instructors see the courses they're booked on, mark attendance on the day, add a walk-in delegate, and submit their own qualifications. An instructor who works for more than one provider switches between them without signing out.
Public course booking
Put your open courses on your own website and let people book a place there. The delegate, their company and the payment come straight into AptaOps rather than into somebody's inbox.
The partner API
A REST API third parties use to book candidates onto your courses directly. It checks capacity and duplicates inside a transaction, so two partners going for the last place at the same time cannot both get it.
The messages send themselves, in your words
AptaOps sends from your own address through your own Google Workspace or Microsoft 365 account, so replies land where you expect and nothing goes out from a system nobody recognises. Every template is yours to edit.
Joining instructions
Course details to the delegate and to the instructor as soon as it's confirmed, with your documents attached.
Changes and cancellations
Moved a date or pulled a course? Everybody booked on it is told, without a mail merge.
Booking confirmations
Confirmations to the person who booked and a copy to your office, for website and group bookings alike.
Payment requests
Requests and receipts where you take payment online, with your bank details on the ones you don't.
Qualification notices
Submitted, approved, declined, and a warning when an instructor's certificate is running out.
Account mail
Welcome messages, password resets and sign-in codes, in the same templates as the rest.
Running it
The parts you only think about once
Roles and permissions
Administrators, office staff, instructors and report-only accounts, each seeing only what their job needs.
Two-factor sign-in
Optional, per account. A six-digit code by email, and a device can be trusted for thirty days.
Your branding
Your logo, your colours and your company name on the portal and on every email that leaves it.
Your own domain
Run AptaOps at your own web address. It needs a DNS change your end and a certificate ours, so it's a short setup call rather than a switch.
Nightly backups
The database is backed up automatically every night and kept off the server it came from.
Duplicate clean-up
The same company or venue entered twice gets found and merged, rather than quietly splitting your reporting in half.
Bank holidays and events
Bank holidays load in for the year. Travel, meetings and anything else that takes an instructor out go on the same diary as courses.
Categories and course cloning
Group course types how your business talks about them, and roll a repeating course forward onto next year's dates in one go.
Nothing to install
It runs in a browser, hosted in the UK. You get updates as they ship, without a maintenance window of your own.
Pricing
One plan. Everything's in it.
No per-seat charge, no tiers to compare, and no feature held back to sell you later. Two things are optional only because each needs setting up with you.
All-in-One
Everything needed to run a training business, on one monthly price.
£50
per month
- Course management and scheduling
- Main calendar
- Instructor management
- Location management
- Attendee management
- Company and organisation management
- Purchase order management
- Reporting
- Dashboard insights
- Custom branding
- Your company name on emails
- Sending from your own email address
- Duplicate management
- Customisable email templates
- Automated backups
- Public course booking
- Course cloning
- Host on your own domainOptional
- PayPal paymentsOptional
Why two of those say "optional"
Not because they cost extra. Both need a short setup with you before they can work at all, so we turn them on when you're ready rather than leaving them half-wired from day one. Everything else in the list is on the moment your system is.
Host on your own domain
By default you're at your own address on ours, ready immediately. Running AptaOps at your web address instead needs a DNS change on your side and a certificate on ours, so it's a fifteen-minute conversation with whoever looks after your domain. Once it's done there's nothing to maintain.
PayPal payments
Only useful if you're taking payment at the point of booking, which not every provider does. It runs through your PayPal account, not ours, so the money goes straight to you and we never hold your credentials. You connect it on the settings page once.
See it against your own courses
A demo runs about forty minutes. Bring a week of your real scheduling and one course type. We'll set it up the way you run it and walk the whole thing through, from the diary to the invoice.
Book a demodemo@aptaops.co.uk