# Organising training courses and events Build a catalogue, schedule dates, set capacities and prices, then prepare registrations and communications. Language : en Updated : 2026-09-07 Source : https://app.bookelio.app/docs/en/trainings ## Training, event and date: three distinct concepts In Bookelio, a training record describes an offering: title, description, base price, duration, categories and communication settings. The same module lets you choose the **Event** type when the offering is not a training course. A **date** is a specific edition of that offering, with its own times, location and capacity. Participants register for a date, not just the general course title. An offering can therefore have several dates without you duplicating its entire presentation. Example: create a record called 'Welcoming new employees', then one date in October and another in November. Each date has its own registration list, capacity and, where appropriate, a specific price. Access: **Dashboard → Trainings**. Prepare an appropriate VAT policy and check that your role allows you to create or edit training courses. ## Creating an offering 1. Open **Trainings**, then **Create Training**. 2. Select the offering type: training or event. 3. Enter a clear title and a description explaining the content, intended audience and practical information. 4. If needed, complete the public presentation details: image, subtitle, URL identifier and featured status. 5. Enter the base price and VAT policy. 6. Specify the duration in days and/or hours where relevant. 7. Optionally choose categories and a pricing group. 8. Configure instalment payments if you want to offer a first instalment. 9. Save, then open the offering's details to create its first date. Public information may be used by a website connected to Bookelio. Its presence in the record alone does not guarantee that every integration displays it in the same way. Also check the website your customers actually use. The **Protected service (admin approval before payment)** option is for offerings that require the application to be reviewed before payment. It indicates that registration requests are created without immediately redirecting to payment. Before enabling it, check that your team and the connected website support following up those requests; do not present a request awaiting approval as a payment confirmation. ### Categories and pricing groups **Categories**, labelled **Activity types** in the interface, organise the catalogue by topic. They can be structured into categories and subcategories using the category management tool. **Pricing groups** apply discount rules. They must not be confused with content categories. Two courses in the same category do not automatically receive the same discounts if they are not linked to the expected pricing group. Read [Pricing and discounts](/docs/en/pricing-and-discounts) before setting up a loyalty or early-registration policy. ### Teaching duration and calendar period The duration entered in days or hours is information used for certificates and certain discounts in particular. The end date describes the session's actual calendar period. These details serve different purposes: a course spanning two calendar dates does not automatically count as two teaching days for a discount. Enter the relevant duration explicitly and check it before producing certificates. A missing duration contributes zero to a rule based on days or hours. ## Adding a date 1. Open the training course's details. 2. Under **Dates**, choose **Add Date**. 3. Enter the start and, if needed, the end. 4. Set the maximum number of participants. 5. Enter the location or useful practical directions. 6. Optionally enable the waiting list. 7. Leave override fields empty to retain the general values, or enter values specific to this date. 8. Optionally select a published form linked to this session. 9. Save and check the date summary. A date can override the course's price, VAT policy, duration and first instalment. For example, an intensive edition may have a different price and duration while remaining in the same catalogue. The summary shows the specific values and those inherited by default. Do not replace a price with zero to mean 'use the usual price'. An empty override field means inheritance; zero is a specific amount. ## Capacity and waiting list The dates table shows places and, where applicable, the number of people waiting. The maximum number applies to confirmed registrations. A person on the waiting list must not be treated as having a confirmed place. Capacity is checked again at registration. Two managers may see the same number of available places, but a booking created in the meantime may change the situation when they confirm. To register several participants together, there must be room for the whole group; Bookelio may place the group on the waiting list if capacity is insufficient and that option is enabled. Promoting a waiting group also requires enough places for everyone concerned. See the process in [Registrations and certificates](/docs/en/registrations-and-certificates). ## Preparing instalments Instalment payments are configured at training level, with a first instalment excluding VAT. A date can override that amount. When several participants register, the amount configured per participant is taken into account for the group. The date also offers a **Full-payment request date** for requesting the balance. This setting allows a request to be sent for unpaid balances, provided the course has not started. It does not mean that a payment will be collected automatically on that date. Check the dates and email configuration before relying on these messages. Use [payment tracking](/docs/en/payments) for amounts already collected and requests already created. ## Preparing messages for participants Email customisation tools let you prepare the course's messages and, if necessary, adapt them for a specific date. A date-specific customisation may override the corresponding general template. Before sending, check the title, times, location, recipient and any message variables. Changing a location in the record should not be treated as an automatic notification already received by participants: use the provided sending tool when you need to inform them. Certificate emails are part of a separate process: attendance must first be recorded. Generating and sending a certificate are explained in the registrations guide. ## Finding, editing and deleting The catalogue can be sorted by title, next date or price. Sort by next date to prepare upcoming sessions, and open each offering's details to view its dates. After an edit, pay particular attention to date-level overrides: changing the general price does not replace a specific price already entered for an edition. Deleting a date is a destructive action; the confirmation explains that its registrations will also be deleted. Do not use this action merely to indicate a cancellation or as a refund. Before deleting an existing date, review the registrations, payments and communications required. Financial operations and informing participants still need to be handled explicitly. ## Checks before opening registrations - The title and offering type are correct. - The date, times, location and capacity match the planned edition. - Date-level amount overrides are intentional. - Durations are completed if used for certificates or discounts. - The linked form is published and not archived. - Instalment terms and messages have been reviewed. If an offering seems absent from the public website even though it exists in Bookelio, distinguish the dashboard catalogue from the connected website's presentation rules. Check the date and public information, then have the integration checked if necessary.