Overview
The Booking Portal allows Coordinators to book training on behalf of learners. This supports distributed booking across teams, for example where department leads manage training for their own teams, while also allowing a central training coordinator to book across multiple teams.
The Booking Portal is part of the broader portal experience in Administrate. For shared portal concepts and branding setup, see Portal Branding and Student Portal - Creating Your Portal.
Set up a Booking Portal
Contact Support or your Customer Success team to discuss enabling the Booking Portal and any associated charges.
Before you roll out the Booking Portal, make sure you have confirmed:
- which Accounts should be managed by which Coordinators
- which learners those Coordinators should be able to manage
- which payment methods should be available during booking
- whether your learners and Coordinators already have credentials for the relevant portal brand
Log in to the Booking Portal
To access a Booking Portal, a contact must be assigned Coordinator permissions on that portal.
Assign a Coordinator
- Open the relevant Account for the contact you want to assign.
- Confirm the Account is not an individual Account.
- Open the Booking Portal tab.
- Add the contact and assign them as a Coordinator.
Set up credentials
Logging in to a Booking Portal is similar to logging in to WebLink or the LMS.
- Open the Contact record.
- Select the Credentials tab.
- If credentials do not exist for the portal brand, create them.
If you manage multiple portal experiences, make sure the credentials are created for the correct portal brand. This helps avoid login confusion where a contact has access to one portal experience but not another.
Access the portal
Go to your Booking Portal URL to reach the login page, then follow the on-screen steps to sign in.
Once signed in, Coordinators can browse training, manage learner records, and make bookings on behalf of the Accounts they are assigned to manage.
Portal navigation
The left pane contains the navigation menu, which is collapsed by default and used to switch between portal areas. The top bar shows your profile options, including updating your details, changing your password, and logging out. The main panel is where you complete day-to-day tasks.
- My Courses – View assigned courses and begin learning.
- My Achievements – View achievements you have earned.
- Learner Management (Coordinators only) – Manage learners, bookings, and coordinator assignments.
- Catalog – Browse available training, including Courses and Learning Paths, and book learners.
For a broader overview of learner-facing portal areas, see Managing Your Student Portal.
Learner Management
Learner Management lets Coordinators manage learners and contacts for Accounts they are assigned to.
From this screen, Coordinators can:
- search and filter learners and Accounts
- manage learners and bookings
- transfer or cancel learners on bookings
- assign new Coordinators
Add a new learner
Coordinators can create a new learner directly from Learner Management.
- Open Learner Management.
- Select Add Learner.
- Enter the learner’s details.
- Save the learner.
Once created, the learner can be booked onto training from the Catalog or managed from their learner record.
Edit learner information
To update an existing learner:
- Open Learner Management.
- Search for the learner.
- Open the learner record.
- Edit the required fields and save your changes.
Use this when learner details change, such as email address, name, or other key profile information needed for communications and portal access.
Transfer or cancel learners
Coordinators can manage existing bookings from the Learner Management area.
- Open the learner record.
- Locate the relevant booking.
- Choose the appropriate action to transfer or cancel the learner.
For detailed booking-side procedures, see Editing or Cancelling a Booking.
Catalog
The Catalog allows Coordinators to browse available training and place bookings on behalf of learners.
Depending on your configuration, the Catalog can include both Courses and Learning Paths. Coordinators can search, filter, and then open the item they want to book.
Private Events
If your organization uses Private Events, Coordinators may also see and book those where appropriate based on access and configuration.
Whether a private training option appears depends on how the event is configured and who the Coordinator is allowed to manage.
Book training
Coordinators can use the Catalog to create bookings for the learners they manage.
This is useful when a manager, team lead, or training coordinator handles registration centrally rather than asking each learner to self-register.
Book a course
- Open the Catalog.
- Find the Course you want to book.
- Open the Course and select the appropriate Event or option.
- Choose the learner or learners you want to register.
- Continue through the booking flow and confirm the booking.
For the TMS-side version of this process, see Creating a Booking.
Book a learning path
- Open the Catalog.
- Find the Learning Path you want to use.
- Open the Learning Path.
- Select the learner or learners to assign.
- Complete the booking or assignment flow.
The exact options available depend on how the Learning Path and its related training have been configured.
View bookings
Coordinators can review bookings they have made or manage bookings tied to the learners they oversee.
This helps Coordinators confirm whether learners are registered, check what training is upcoming, and take action where changes are needed.
Supported payment methods
The payment methods available in the Booking Portal depend on how your environment is configured.
Common options may include invoice-based workflows, stored commercial arrangements, or other payment methods exposed in the portal experience. Before going live, test the booking journey to confirm the intended payment methods appear for Coordinators.
For more on how booking payments are handled in Administrate, see Booking Payments and Invoices.
FAQ
Why can’t a contact log in?
Check that the contact has credentials for the correct portal brand and that they have been assigned Coordinator access on the relevant Account.
Why can’t a Coordinator see a learner?
The Coordinator can only manage learners tied to Accounts they are assigned to oversee. Confirm the learner is associated with the correct Account and that the Coordinator assignment is correct.
Why can’t a training option be booked?
Confirm the training is available in the Catalog, that the learner is eligible, and that the relevant event or path is configured correctly for portal display and booking.
Where should booking actions be documented?
Use the Booking Portal article for Coordinator-facing portal actions. Use the core booking articles for TMS-side operational procedures such as Creating a Booking and Editing or Cancelling a Booking.