Multi-location organisations
Head office sees the business. Each location sees its next step.
TrainingOS suits organisations that need an overall business view while each location manages its staff, classes and learners. Daily work can be organised by location, department and role. Shared passes, inter-location settlement, multiple brands and existing system connections require a specific fit check.
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Daily operations
Give locations a shared basis for checking the work.
Local operations, an overall view
Each location reports in a different spreadsheet. Head office discovers incompatible definitions only at month end.
Review enquiry, attendance, class-credit and payment records from daily work. Agree on fields and definitions before confirming head-office and location views.
Give each role appropriate access
Managers, teachers and finance staff share the same account, leaving sensitive information and responsibilities unclear.
Define visibility and actions by location, department and role, so teachers handle classes, operations staff arrange service and owners review the business.
Connect schedules to work on site
A timetable changes centrally, but the front desk and teachers have not checked the new arrangement.
Keep groups, instructors, spaces and times in the class schedule, with relevant roles reviewing bookings, attendance and service records.
Keep a basis for checking changes
After a class-card adjustment or refund, the location and finance team give different explanations.
Compare orders, payments, class-card changes and refund records. Check important actions and change history with the relevant permissions, then agree on handover and reconciliation.
Map the organisation and responsibilities
List head office, locations, departments and roles. Specify who sees each location and who handles scheduling, class cards and refunds.
Choose two different locations
Use their actual classes, spaces and staff to identify shared rules and differences that need to remain.
Test each staff role
Review the owner, manager, teacher and finance views. Check visible records and allowed actions, including a staff handover.
Reconcile a sample period
Compare enquiries, attendance, used credits, payments and refunds for the same dates. Align branch details and head-office definitions before expanding.
Confirm the fit
Document the rules specific to your organisation.
- Multi-location support does not automatically imply shared class cards, inter-location settlement or any particular franchise operating model.
- Multiple legal entities, payment splitting, tax accounting, payroll calculations and external system connections require a separate scope and implementation review.
- Location count, staff accounts, import volume and rollout stages are assessed against actual needs. Unverified capacity, launch dates and business gains are not promised.
FAQ
Questions from organisations like yours.
Can head office and locations have different visibility?
Existing access settings use locations, departments and roles. Validate the actual owner, manager, office, teacher and finance accounts against your organisation’s division of work.
Can head office review the whole business?
The multi-location approach includes an overall business view. Confirm locations, metrics and reporting dates, then reconcile location details with the combined view before comparing results.
Can learners use one pass at several locations?
First define eligible locations and courses, any credit conversions, and transfer or refund treatment. Give these rules to an advisor and validate the actual workflow before confirming fit.
Do all locations have to switch at once?
A smaller initial rollout can be discussed. The practical approach depends on the old system, shared data, settlement rules and staff readiness. Confirm the plan before choosing a cutover schedule.
Plan your next step.
Bring your organisation chart and two location workflows.
Identify shared rules, differences that must remain, and the requirements for shared passes and settlement.