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Solutions to Increase Your Internship Program ROI
Our best-in-class software and nationally recognized best practices help companies deliver meaningful internship experiences that improve overall satisfaction and productivity. We partner with companies of all shapes and sizes to simplify management of their internship program, automate processes, and develop the next generation of the workforce.
More than Software. Industry-Leading Support and Best Practice Advice.
Developing and deploying successful internship programs can be challenging – especially today. GradLeaders – the industry leader in internship management software – recently partnered with Dr. Robert Shindell – a national leader in the field of experiential education research & consulting and author of “Total Internship Management: An Employers Guide to Building & Sustaining the Ultimate Internship Program” – to create the Intern Management System. Together, our best-in-class software and nationally recognized best practices are designed to help companies build, develop, and enhance their internship programs to attract and retain the next generation of leaders in the workforce.
Proven Methods & Software to Meet Your Unique Needs
- Internship Syllabus
Give interns a tool to manage daily task lists, projects, automate follow-ups, and track progress.
- Reporting + Metrics
Flexible canned reports and ROI metrics dashboards for intern/mentor activity, data exports, and more.
- Virtual Meetings + Live Chat
Allow mentors/supervisors and interns to manage team calendars, schedule virtual 1-on-1 appointments, and use virtual chat channels.
- Supervisor + Mentor Portal
Company-branded portal for supervisors/mentors that allows for unique types/access levels.
- Surveys + Evaluations
Create pulse surveys and collect satisfaction data using embedded forms or SurveyMonkey integration.
- Job Board + Applicant Tracking
Manage the internship application, review, and follow-up communication process with integrated CRM tools.
- Intern + Alumni Portal
Company-branded, mobile-ready portal for your current interns to utilize and tools to stay engaged with alumni.
- Notes, Email Campaigns + SMS
Searchable intern/applicant database with customizable profiles, notes, email/SMS tools, and activity tracking.
- Online Resource + Document Library
Provide specific user groups easy access to important links and manage their own documents.
In this guide…
Eight Key Training Management System Features
- Website integration
- Online registration (aka checkout)
- Customer relationship management (CRM)
- Course management
- Marketing tools
- Reporting
- Certification
- Elearning
Checklist: Purchasing a Training Management System
- Features
- Integrations
- The Buying Process
Course management
- Course scheduler: Create new courses in a matter of clicks and schedule them for the year ahead.
- Course templates to reduce repetitive tasks and speed up course scheduling.
- Resource availability for creating courses without any double bookings or clashes.
- Course & resource calendar so you can easily view, manage and check everything from one system.
- Trainer matrix: A database of trainer information so you can assign qualified trainers to every course.
- Real-time booking & registration that automatically updates availability as places are booked.
- Document templates for quickly creating and sending documents to customers and personnel.
Delegate management
- Certificate generation: Create certificates for delegates upon course completion.
- Degalate profiles for quickly capturing and storing delegate information, such as IDs, licence numbers and signatures.
- Group bookings: Add group bookings to a course date and make changes to individual delegate assignments at any time.
- Cancellations & transfers: Easily manage course cancellations and transfer delegates to alternative courses.
- Evaluation & feedback: Automatically capture meaningful feedback from delegates and improve your courses.
- Training expiry notifications: Automatically send refresher training reminders ahead of expiry dates.
Course booking system
- Website integration so you can take bookings on your course pages.
- Customer account portal: An interface for customers to manage their bookings.
- Payment processing: Integration with payment processors so you can accept payments on your website.
- Checkout pages: Customisable checkout pages to match the design of your website.
- Live course availability that always shows the number of available seats in real-time.
Training CRM & email marketing
- Customer database for keeping track of statuses and information throughout the customer cycle.
- Delegate database: Store and manage delegate data, including availability statuses, qualifications and more.
- Training database: Access all information related to training, such as bookings, invoices and instructors.
- Email logging: Automatically record email interactions to keep track of communications.
- Email tracking: View the exact date and time when recipients receive and open emails.
- Email automation: Automatically send emails, such as course refresher notifications, to maximise repeat business without getting lost in email exchanges.
Accounting & finance
- Invoices: Send invoices using customisable templates.
- Price agreements: Create price agreements with customers to apply discounts on specific courses or globally across their account.
- Payment tracking: Track payments and revenue to ensure payments are made on time and follow-up any delays.
- Automatic payment reminders: Send automatic payment reminders to inform customers a payment is due.
- Manage customer credit: Apply customer credit to accounts, allowing them to book courses freely and settle accounts later.
- Manage cancellations: Manage course cancellations, transfers and fees.
- Integration: Integrate seamlessly with major accounting platforms, including Sage and Zero.
We’ve picked the 7 main features we think are essential in a training management platform to ensure it will take care of all the main tasks you need tackled.
1. Online Course Booking
Having the ability to sell your courses online is great because it not only makes your life a lot easier, but it also makes your customer happier! While some customers may still wish to make bookings over the phone, the ease and convenience of booking online means that in this day and age you really have to offer online booking to ensure you don’t lose out to a competitor who is only one click away on Google.
2. Excellent Reporting
One thing that is massively important to training companies is reporting. Your training management platform is going to hold lots of lovely data, and you want to make sure you’re able to report on any of that data at any given time.
3. Financial Integrations
Chances are you already have financial integrations that you work with and are happy with. Whether this is accounting packages or payment providers, you’ll probably want to continue working with what you’re comfortable with, as you make the move to be more organised in other areas.
4. Sales System
As we mentioned above, it’s really important for your Sales team to make sure they never lose a lead during the sales process, but keeping track of all that information can prove difficult sometimes, and it can be hard to find a system that works exactly the way you need it to.
5. Automated Communications
You probably don’t think about how much time per day you and your team spend sending emails, but it can really add up quite quickly!
6. Learning Management System
If you offer eLearning, or you’re looking to make the move to eLearning in the near future, why try and find two separate system to do what you need? Find a training management platform which also has a Learning Management System (LMS), and not only does it mean you only need to spend time looking for one system, it’s also likely to be cheaper than purchasing two separate systems.
7. Quick And Easy Course Scheduling
Much like emails, you probably don’t realize how much time you spend setting up all your courses in a training management platform or on your website. As we’ve said, integrating these two means no more duplicate data entry, but you can’t get around the fact that you will still have to enter all the information at least once.
Online registration system
It may be appropriate to have a registration solution integrated into the course administration solution. A digital registration solution integrated and customized to your website will make it easy for potential participants to register for your courses. This will generate revenue in the form of increased bookings, as a result of a user-friendly booking experience.
In the worst case, having a complicated enrollment form can cause you to scare off potential participants to enroll in your courses. This weakens the potential to make income for the course and training business.
Through many web-integrated sign-up systems, you can easily customize the design and layout of the solution to create a unity with your brand and website. This builds the brand, and thus also trust. In addition, the registration systems can often be customized for both PC, tablet and mobile. Having an integrated sign-up system creates a positive customer experience and increases the recruitment of participants.
Possibility of multiple payment options
The possibility of multiple payment options is also an advantage. Unfinished orders are a growing problem in digital commerce. A common reason for this is that customers are not offered the “correct” payment method. According to Statista, 75.6 per cent of all online payments were abandoned in the first quarter of 2018. In 2017, Postnord asked Nordic consumers how important it was to them that they were offered various payment options in e-commerce. In the survey, 72 percent responded that it was a little or very important.
It will therefore obviously be advantageous to choose a system that gives you a certain amount of choice when it comes to the type of payment option. Providing the customer with more payment options to choose from increases the conversion of participants. For millions of people, electronic payments are the most important option, as many consumers increasingly use mobile to make payments, as a result of technological advances.
Choose to acquire an administration system that offers both card payment and invoice as payment options, making everyday life easier for both yourself and the customer. The benefit of the card payment is that the payment for the course comes in before the course takes place, and there will be no additional administrative work for you. Should the customer prefer to pay by invoice, the invoice information can be sent automatically to your invoice. This will make it easier for you to keep track of the payment status of your participants. By choosing a system that includes payment solution and invoice function, this will reduce the administration time in the form of less invoicing and payment collection. As well as reducing wastage in the case of unpaid cancellations just before the course starts. Avoid moving orders from reservation system to billing system. An automatic payment system sends orders directly to the customers payment system on incoming bookings. Showing a clear overview of invoiced, outstanding and received amounts.
Automatic sending of course and competency certificates
Do you currently have a separate system for booking, an inefficient diploma system, or no system at all? Avoid ineffective processes by sending out certificates, as well as gathering personal information, photos, necessary documentation and/or scanning signatures. Get a system that does this through e-onboarding. This solution will ensure easy access to all information on each participant. Strengthen your company’s brand by creating customized course certificates digitally.This will save time through efficient production and distribution.
Create a system for your routines
Communication is an important factor in running a business with multiple people involved. A routine feature as part of your course management solution, makes it easier for you to communicate with participants, roles, users and instructors. When setting up messages in advance, you can send out the necessary information about your courses through text messages and email.
By acquiring a solution where you can coordinate, automate, and map communications around your routines, you increase productivity and thus, improve customer service in the long run.
If you automate the management of routines that come with running courses, time is freed up in the organization and you can prioritize it on more value-adding tasks. This creates benefits for participants in several points of the customer journey.
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