Affiliates lets an outside organization — a school, an employer, a training partner — register its own students onto your scheduled sessions, without giving anyone access to your admin. Each organization is an affiliate institute. You create the institute, add the people who may book on its behalf, and email them an invitation. They then sign in on your public website and book from a portal that shows only their own registrations.
Everything they book is recorded at $0 with the payment type set to offline, and is tagged with the institute that made it — so partner volume never mixes into your paid registration totals and you can invoice each partner however your agreement works.
The flow at a glance
- Create the institute (name, description, status).
- Add one or more users to it.
- Tick Send Login Link so each user gets an invitation email with a password-setup link and the partner guide.
- They set a password, sign in on your website, and book students.
- You review and confirm their bookings under Registrations → Partner Registrations.
Step 1 — Create the institute
Open Affiliates from the Educatify menu and click into the create form (if you have no institutes yet, you land on it directly). The Details tab holds:
- Institute Name (required)
- The partner organization’s name. This is what their users see as the heading of their portal, and what shows in the Partner company name column on your registrations list — use the name you would put on an invoice.
- Description (optional)
- Internal note: the agreement, the contact, the region. Partner users never see it.
- Status
- Active — their users can sign in and book. Suspended or Cancelled — access stops immediately; existing registrations are untouched and stay visible to you. Suspending is the fastest way to stop a partner booking while an account issue is sorted out; nothing is deleted and you can set it back to Active at any time.
Save. The page reloads as an edit form and a second tab, Users, appears — you cannot add users until the institute exists.
Step 2 — Add the institute’s users
On the Users tab, click Add User:
- First Name (required) / Last Name
- Used to address the invitation email and to identify who submitted a booking.
- Email (required)
- Their login name and where the invitation goes. It must be unique across your whole account — if the address is already in use (for example the person has registered as a customer before), you will get an error and should use another address for their partner login.
- Phone (optional)
- Contact only.
- Password (optional)
- Leave blank in normal use and let them set their own via the invitation. Fill it in only when you are setting up an account by hand, for example while testing; it must satisfy the same strength rules as any other login.
- Enabled
- Unticking it blocks that one person from signing in while leaving the institute and everyone else on it working.
- Send Login Link
- Ticked by default for a new user. Sends the invitation email described below. Leave it ticked unless you set a password by hand and will pass it on yourself.
Everyone on an institute sees the same registrations, so add as many coordinators as the partner needs.
Edit reopens the same panel for an existing user. To resend an invitation — a link expired, or someone never received it — open the user, leave the password blank, tick Send Login Link and save.
Remove takes the person off this institute. It does not delete their login record, and it does not touch registrations they already made. Use it when a coordinator leaves the partner organization.
Step 3 — What the invitation email contains
The invitation goes out from your account and carries three things: a one-time link to create a password, the sign-in address on your public website, and a link to the partner guide (below) so they can read how the portal works before they book.
The password link expires 15 minutes after the email is sent and can only be used once. That is short by design, and it is the single most common support question — when someone says the link does not work, just resend it.
The links in the invitation point at your public website. If the site address held on your account is wrong or missing, invitations will point somewhere unhelpful; check with us before inviting your first partner if you are unsure.
The guide to send them
There is a ready-made guide written for partner users — setting a password, booking students, correcting a name, cancelling — already linked from the invitation email:
www.net3000.ca/docs/sc/partner-portal-guide-for-affiliate-institutes
It is public, so you can paste the address into any email or share it with a partner before their logins are created.
Step 4 — What they can do, and what stays yours
From the portal a partner user can look up your sessions by course code or title (only sessions still open for registration and not yet started), add students by name and email, book several students onto one session, book several sessions in one visit, correct a student name on a single-student registration, and cancel a booking.
They cannot see other institutes’ bookings or your public customers’, change a date or a price, move a student between sessions, confirm a registration, or archive anything. Confirming stays with you.
Step 5 — Reviewing partner bookings
Partner bookings are kept out of the Pending, Confirmed and Archive tabs so they never pad your paid-registration counts. They live on their own tab:
Registrations → Partner Registrations, which lists every partner-attributed booking regardless of status, with the institute shown in the Partner company name column. Two filters sit above the list:
- Institute
- Narrow to one partner — the view to use when preparing an invoice for them.
- View
- Partner-attributed only is the normal view. Unattributed only shows registrations with no institute on them, i.e. your ordinary direct registrations — useful when you are checking whether a booking was recorded against the right partner.
The edit icon on a row opens the registration in the usual detail screen, where you confirm it, adjust it, or download it exactly like any other registration. Partner rows carry a $0 total; that is expected, not a pricing error.
Emails sent when a partner books
One booking triggers three sends: a confirmation to each distinct student email address on the registration, a copy to the partner user who submitted it, and a notification to your own registration recipients. Replies to the student confirmation go back to the partner user who made the booking, so the partner — not you — fields their own students’ questions.
Troubleshooting
- “A user with this email already exists on this account”
- The address is already attached to another login on your account, often as a past customer. Use a different address for the partner login.
- The partner says their link is invalid
- It expired after 15 minutes or was already used. Reopen the user, tick Send Login Link, save.
- The partner signs in but is refused the portal
- The institute is not Active, the user was removed from it, or their user is not Enabled. Check all three on the institute’s Users tab.
- A booking I expected is not under Pending
- Partner bookings only ever appear under Partner Registrations. Filter that tab by institute.
- A registration is on the wrong partner
- Open Partner Registrations and check the Partner company name column; contact us if attribution needs to be corrected.