Arlo is set up to allow you to efficiently manage your recurring training and courses. Rather than having to enter or copy all the same information (e.g. name, description, prerequisites) each time a course is scheduled, common information about the course is stored within a course template.
When you schedule a new course, if you have not run the course previously, Arlo will also create a course template. The template can then be used to schedule future instances of the same course quickly and easily. Your Arlo platform can store multiple course templates for you to use for all of the courses you offer.
Information stored in the course template includes the name, website content (e.g. what displays on the course website page), and default course settings.
A course represents a scheduled instance of a template and includes the start date, end date, presenter, venue, and other logistical information (e.g. catering, room setup).
The key elements of the Arlo course code system are:
- Each course has a unique code
- It is possible to identify the course template by looking at the course code
Course codes are made up of two parts. The first part relates to the course template and the second is a unique number (relating to the specific instance of the course).
Example course codes
Example A: French Level 1
The course template is named French Level 1 and has the assigned template code FR1.
- The first course created on the French Level 1 template will have the course code FR1-001.
- The second created on the template will have the course code FR1-002.
Example B: French Level 2
The course template is named French Level 2 and this the assigned template code FR2.
- The first course created on the French Level 2 template will have the course code FR2-001.
- The second created on the template will have the course code FR2-002.
Advanced course code format
Arlo offers an advanced format for course codes that shows more information about each course than the standard format of {TemplateCode}-{Sequence}.
By default, the advanced code format is {TemplateCode(8 Digits)}-{CityCode(10 Digits)}-{Year(2 Digit)}-{Month (2Digit)}-{Sequence}, e.g. FREN-LONDON-21-08-001.
This format can be modified to remove parts of the sequence or change the number of characters shown for the template code and city code.
If you would like the advanced code format to be applied, please contact Arlo Support. If you require any alterations to the default format, you should specify what changes you want and include an example of what the course code should look like.
Shared Settings are course settings and details that are shared across all courses that use the same course template. As noted in the section above, courses on the same template will include the same template code as part of their course codes.
Changes made to the shared settings of a course will apply to all courses using the same course template.
As a precaution, when editing an course, before you can make changes to the shared settings, you need to click Edit shared settings.
The following table lists which information is stored on the course template and which is stored on the course instance.
| Course Template (Shared Settings) | Course |
| Course name | Course code |
| Website content section information (Summary, Description, etc) | Price |
| Advertised duration |
Accounting (G/L) details |
| Course template website visibility settings |
Course website visibility settings (Template must be displayed for the course to be displayed) |
| Leads settings (Register interest, Private courses) |
Start date and time |
| End date and time | |
| Venue and room | |
| Presenter |
|
| Logistics information (Room setup, catering) | |
| Registration method |
|
| Registration limits | |
| Reminder emails | |
| Advanced email settings |
As shown in the table above, the general website information, such as the course name, description, prerequisites etc, is stored on the course template. This is because all course instances on the same template are displayed on the same page on the website, and consequently share the same general information. Therefore, it is important to note that when you change the website information on an course template, you are updating the website content for all courses that share the same template.
Example: Course template website page
Course templates and courses are at the heart of what Arlo does and, as such, there are many different course settings that are able to be changed to suit your business, such as waiting lists, presenter requests, course custom fields and more.
Learn more about the available course settings.
Arlo has many different course schedule types available, such as basic, multi-session, private, online and more.
Learn more about creating courses and course templates.
Arlo allows you to copy a course, including any sessions and options, when scheduling a new one, so that you do not have to manually load sessions and/or options each time. Arlo will copy across the session names, presenter, running times, descriptions, and other session-related information to the new course, as well as any options and allow you to confirm the new date(s) for the course.
Learn how to copy another course by using the schedule another feature.
In Arlo, you can view courses, make changes, cancel and more.
Learn more about managing your courses.
Similarly, you can change course template details, hide templates from your website, archive templates and more.
Learn more about managing your course templates.
Arlo allows you to assign contacts in Arlo as course managers and additional support staff on your courses. Course managers and support staff members receive automated notifications for:
- Course creations (if they are added when the course is being created)
- Course changes (date/time, venue, room, presenters)
- Course cancellations
- Outstanding task reminders where tentative presenters need to be confirmed for a course.
Course managers can also be assigned to complete tasks sets on a course, and filter courses they manage on the Arlo dashboard.
Learn more about assigning course managers and support staff to your courses.
Arlo helps you to search for course template, course, or session by using filters, views, tags, and search suggestions in your lists.
Learn more about finding courses and templates in Arlo.
Arlo's course confirmation process allows you to accept registrations on a course while you wait to gather enough revenue from the course before confirming it. This is useful if you have to routinely cancel courses due to there not being enough interest.
Learn more about Arlo's course confirmation workflow.
Arlo allows you to sell optional extras, which your registrants can choose from when registering for your courses. You can apply a price to the items, add a description which will be displayed on your registration form, and set a maximum number of available units (in case of having limited stock).
Some potential use cases for optional extras are:
- To sell products as an add-on to a course registration, for example, textbooks relevant to the course.
- To sell tickets to a course, e.g an awards night, where you may or may not need to capture attendee details
You can arrange the order of the options available on your registration form by price, or have them in alphabetical order (both either ascending or descending).
Learn more about selling optional extras on your courses.
Have a question about courses or course templates that you can't find the answer to?
Try our courses and course templates FAQ article.