Arlo allows you to create and manage private courses (custom courses) for clients.
It automatically sends booking confirmations, including calendar appointments, to the key contact, venue contact, and presenters. You can import course registrants' details from a spreadsheet and course instructions can be automatically sent as part of the process. Alternatively, staff can register themselves for the course directly. Everyone receives course change notifications, including updates to their calendar appointments, if course details such as the date, venue, or room change.
If the course is charged, you can generate an order and send a tax invoice for the course automatically.
Finally, all information about the course is stored for future reference, so that you know who you trained, when they were trained, the price you charged for the course, and all the course schedule information.
You cannot import private courses.
Creating a private course
To create a private course, there are a number of steps to complete in the course wizard in Arlo. Click on the links below to go straight to the instructions for a particular step.
- Type - Choose the type of course.
- General - Enter the general details of the course, e.g. the name, code, and price, etc.
- Website - Enter information about the course to be displayed on your website.
- Schedule - Enter the dates, presenter(s), and other logistics of your course.
- Registrations - Choose the registration method, period of registration, and set registration limits.
- Communication - Choose and edit automated emails sent to registrants.
- Private course orders - Create and bill the key contact (organisation) for the private course.
Private events cannot be edited to become public events once they are saved (either as approved or as draft).
The Type tab gets you to confirm the type if course you are running and whether it is a new course (which requires a new template) or you have run the courses before.
- Open the Courses menu item.
- Press New course.
- From the Create a new... section, select New private course.
- If you have not run this course in Arlo and have no template for it, select I have not run this course before.
This will also create a new course template to be used in the future.
- If you have run this course in Arlo or there is a template for it, choose I have run this course previously and would like to schedule another, and then select the template from the list.
- Press Next.
If you are using an existing template, you can skip to the Schedule step if you do not need to change any of the courses website information or pricing since you last run it.
The General tab of the course wizard asks for the general information for the course, such as the name, code, and price.
- From the General details section, enter (or confirm) the course name, and codes of your course.
Arlo recommends using the default codes which it will populate.
- If you have a specific administrator responsible for the course, assign them as the course manager. Course managers can be assigned tasks created using task sets, run reports for their courses, filter them on the courses list and dashboards in Arlo, and will receive automated change notifications about them.
- From the What is the schedule? section, choose the schedule for your course.
Learn about different schedule types in Arlo.
- From the Where will it be delivered? section, select At a venue.
- From the Price section, enter the price per course. If the course is free, enter 0.
- Select whether the price is including tax, excluding tax, or tax free from the drop-down.
- If required, add your accounting codes and Xero tracking codes.
- If required, add professional development points or hours.
- Press Next.
The Website tab of the course wizard holds all of the information about the course that will be displayed on your website and is also the place where you can activate the lead generation links.
- From the Website page section, ensure your visibility settings are correct.
Private courses will never be displayed on your public website. If you are using the Arlo WordPress plugin, please refer to display private courses while using WordPress plugin for the correct private course Website step settings.
- If you are hosting the web content externally, edit the Page hosting settings and add the URL of the page with your course content.
- From the Website course content section, select the category/s the course should be displayed in on your website.
- Enter the information about your template that will be displayed on the course's website page in the website content sections.
- Press Next.
The Schedule tab of the course wizard holds all of the specific information relative to the schedule of the course instance, such as the dates, presenter(s), and other logistical settings for your course.
- From the Schedule details section, enter the date and time your course starts and ends.
Arlo will use these details to generate the calendar appointment sent to registrants.
- Type in the Venue, and Room if necessary.
If the venue does not exist click + New to create a new venue.
You can use the venues and rooms scheduler to look for available venues.
- Add your presenter(s).
If the presenter does not exist click + New to create a new presenter.
You can use the Search... or the presenters scheduler to look for available presenters. If your presenters need to be confirmed, you can add provisional presenters.
- If required, assign support staff to the course.
- From the Options section, click +Add option to add any optional extras you would registrants to be able to purchase with their registrations.
- Add the Organisation and Key contact you are running the course for. The key contact will receive an course confirmation email and will be the person the invoice for the course is directed to (if sent).
- Press Next.
The Registrations tab of the course wizard holds all of the registration settings for the course, such as the registration method, period, and limits.
- From the General section, select Accept website registrations.
- As the course is a private course, you will be unable to change the Registration method from Quick registration process. This is because private courses are charged per event, not per registration.
- Select the period that registrations will be open and closed for the course.
- Select the Registration policy for your course.
Learn more about registration policies.
- From the Website registration form section, select the registration form for this course.
Unless you need a specific field just for this course, you should use the default registration forms.
- From the Registration limits section, enter the registration limits and alerts for the course, if required.
- Press Next.
The Communication tab of the course is where you can choose and, where available, edit the automated course emails that are sent to registrants. You will need to ensure that all appropriate emails you want to be sent are enabled.
- To activate an email click, Activate. To disable an email, click Deactivate.
Active emails will appear as a white line, deactivated emails will appear as a shaded grey line.
- Click Edit to add special instructions to the Presenter confirmation.
- Click Edit to add special instructions to the Venue booking confirmation.
- Click Edit to add special instructions and attachments to the Course confirmation sent to key contact.
- Click Edit to add special instructions and attachments to your Registration confirmation (course instructions) email sent to registrants.
- Click Activate to send Registration reminder emails to registrants.
- Click Activate to schedule any automated reports to be sent to presenters.
This feature is only available on the Enterprise plan.
- Click Activate to schedule any Follow-up emails sent to registrants.
We recommend only sending follow up emails either to all registrants, or attended and not attended registrants. View a preview of a follow-up email.
- Click Edit to customize the follow-up emails sent.
- From the Sender details section, check that the sender details are correct for your course.
- If you have finalised the course details and wish for the course to be published immediately, press Create and approve.
- If you want to save the course, but do not want to publish it or have any communication sent out, press Create as draft. You will be able to approve the course when you are ready. Learn how to approve draft courses.
Once approved, if you have the course confirmation workflow turned on you will also need to confirm the course is running. Learn more about the course confirmations workflow.
The following process describes how to create an order and send a tax invoice for a private course. When setting up your private course, you need to ensure it has a key contact, as this is the person the order will be billed to.
Create an order for a private course
- Open the private course that you would like to create an order for.
- From the toolbar, press New Order.
- You will be directed to the New Order page with all billing and course information automatically added to the new order. The key contact will be set as the order contact.
- To add extra information to the invoice, press Add Custom Line.
Do not edit the existing description line under the name and date, else the invoice produced will not include the main course details.
- When you have finished completing the order, press Save.
- When you open the course, Arlo will display a message with the order details.
Registration details on orders for private courses
Registrants are not listed on orders for private courses because the price charged isn't necessarily directly linked to the number of registrants on the course. If you want to add the registrants' names or any other details to the order, you can add custom lines to the order.
As there are no registrants on the order, registration level discounts will not work. You should either create and add an order level discount or add a custom line with a negative amount to the order.
Do not edit the existing description line under the name and date or the invoice produced will not include the main course details.