TrainingTrax
TrainingTrax is a Lotus Notes® (4.x/5.x) based Training Management System designed specifically for commercial training companies, but can also be adapted to a corporate training environment. TrainingTrax focuses on managing all the operational aspects of a training business. Its unique design maintains all the essential relationships you've come to expect from a relational database management system, at the same time taking advantage of Lotus Notes' ability to manage business process automation for geographically dispersed locations. The system consists of an integrated set of databases that support Scheduling, Registration, and Contact Management.
Schedule Management and Registration
TrainingTrax utilizes the Calendaring & Scheduling features found in Lotus Notes R4.5. Total flexibility has been providing for scheduling events and managing resources. Automatic conflict checking can warn you when creating overlapping schedules and can optionally check an instructor's personal calendar for conflicts. The date generator tool makes it very easy to schedule multi-day events in different ways. Such as, every-other-day, once a week, or once a month. There is even a tool which can be used to repeat multiple events any number of times at user-defined intervals.
The concept of supporting the 'salesperson' in a training organization has been placed at the forefront of the TrainingTrax design. There are a number of built-in tools which can be used to easily find information about scheduled events, review customer attendance history, and register customers into events.
The sales order is the heart of the registration system and can be used to capture customer information, reserve seats in scheduled events, and register people into those events. The sales order is tightly integrated with the TrainingTrax Contacts database to provide a powerful interface to automatically build your 'customer base' during the registration process. The sales order also allows you to apply discounts, apply rates per person or per session, bill for courseware, and make adjustments. You can even register customers into multiple events from the sales order. Of course, all of the other necessary features, such as confirming attendees, managing cancellations, and creating completion certificates are included in TrainingTrax.
Contact Management
One of the most powerful features of TrainingTrax is its Contacts database, which was designed to support the daily activity of contact management. From this database you can manage customer accounts, track activity and correspondence, and initiate marketing campaigns. With the click of a button, you can get a history of all information for a given contact, or another click gets you all history for the entire company. This history includes a summary of activity, correspondence, notes, and sales order information and provides links to quickly display any of this information.
The Contacts database supports group scheduling and allows you to add activities to your personal calendar, which can be used to generate automatic alarms. There are a number of different types of activities and correspondence that can be created. Some of these include scheduling a Call, Meeting, or To-do, creating individual Letters or E-mail, and generating Form Letters for multiple contacts. All of this information is organized in a way that makes it very easy manage your customer relations.
The Contacts database automatically captures information about which customers have registered for which events. By using the full-text searching capabilities in Lotus Notes, you could easily find, for example, the people that have attended a 'Level 1' event but not the 'Level 2' event. Then you could generate a form letter for each of these people to send them marketing or promotional information.
Customizing TrainingTrax
The unique design of TrainingTrax enables you to customize the TrainingTrax databases without having to modify the actual design elements. The System Library database contains over 30 user-definable field definitions, which can be used to customize TrainingTrax to use your business terminology and to control how TrainingTrax will behave. Any number of templates can also be created in the System Library for Form Letters, Confirmation Letters, and Completion Certificates.
Because we recognize how one training business can differ from another, when you purchase TrainingTrax you will also receive the application source code. This will give you the ability to customize TrainingTrax to your exact needs. Although it is not recommended that you attempt to customize TrainingTrax yourself, unless you are a very experienced Lotus Notes programmer, PSR can assist you in developing and implementing any customization requirements you might have.
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