--- title: "AI Agent for Training Companies in 14 Days | JustAutomate" description: "Enrolment, reminders, attendance, certificates and invoices run themselves. An AI agent answers participants from your own base. Workshop EUR 3,500 net." url: "https://justautomate.ai/en/industries/training-companies/" lang: en --- Training and education providers # AI agent for training companies and less work behind every course date Running one course date takes a dozen or so administrative jobs: enrolment, confirmation, materials, the attendance register, certificates, the invoice, the feedback form. None of them is hard and every one of them has to happen. We take them over one by one, and an AI agent answers the recurring participant questions from your own materials. Book a free consultation [See how the workshop works](https://justautomate.ai/en/services/process-workshop/) - 14 daysfrom the end of the workshop to the first automation running, tested on the next course date you have in the calendar - EUR 3,500net per week of workshop, a published price. We quote the rollout only after it, once it is clear how many systems are in scope - 5 to 10 secondsthat is how long the AI agent needs to answer a question about dates, price or paperwork from your own base The problem ## How many hours does one course date really cost you? One course date is a dozen or so jobs and none of them is difficult. Enrol the participant, confirm with an agenda, raise an invoice or a proforma for the company that booked the seat, send the materials, take the attendance register, produce the certificates, send the feedback form. At two dates a month a coordinator does this alongside everything else. At ten it is a full-time job that nobody has named as one. Then come the questions, and those eat the day in pieces. A participant asks about the start time, the parking, the invoice, the certificate and whether a colleague can take their seat. The company that booked asks for the attendance sheet and for the date of the certificates. The same questions come back with every date, and the answer **usually already exists somewhere in your files**, just not where the person replying happens to be looking. The third thing is formal and nobody enjoys it. Participant records are personal data, and [GDPR, Regulation 2016/679](https://eur-lex.europa.eu/eli/reg/2016/679/oj), gives you one month to answer a request for access to that data (Article 12(3)). That clock runs the same way when attendance sheets are scans on somebody's drive, consents sit in a coordinator's inbox and the participant register exists in three versions of a spreadsheet. - The same data retyped into a form, a spreadsheet, a certificate and an invoice - The enrolment confirmation goes out the next day, because somebody had to write it - Certificates for 20 people get made in the evening after the course, one by one - Feedback comes back in several formats and nobody compiles it, because there is no time - The trainer hunts across drives for the current version of the deck before the session Why now ## What changed, so this takes weeks instead of a quarter? Every system you already run has an interface today: the enrolment form, mail and calendar in Google Workspace or Microsoft 365, the webinar tool, the invoicing software, the spreadsheet with the participant register. Three years ago wiring those together was a quarter-long project. Now it is counted in working days. You are not buying a platform, you are connecting what is already there. The second change is about documents. A certificate, an attendance sheet and a confirmation of completion are a template plus data from the register, so they can exist in the same second the course date is closed. Assembling them by hand in an editor for 20 people is the last job that still needs a person and the first one worth giving away. The third change is the AI agent, and it solves a different problem from a rule. A rule will send a reminder, but it will not tell a participant how to get to the venue, and it will not tell a trainer where the current version of the GDPR module sits. That needs an ordered base of your own materials, and we wrote up how to build one step by step in the guide on [how to build a knowledge base for AI](https://justautomate.ai/en/guides/how-to-build-ai-knowledge-base/). What changes ## What do you see after the first course date? - ### Enrolment ends with the full set of information The participant fills in the form and in the same minute gets a confirmation with the agenda, the address or the joining link, the invoicing details and a calendar invite. The data lands in the register and in the CRM with nothing retyped. Confirmation one minute after enrolment instead of the next day - ### Reminders without anyone watching the calendar Reminders go out 7 days and 1 day before the start, from the participant list for that date. For classroom courses we add travel and parking, for remote ones the link and an equipment check. 2 reminders per course date, sent from the register rather than from memory - ### Materials shared on the day the course starts The full set of materials reaches every participant on the day, from one place and in one version. No more sending single files to whoever asks for them. 1 current version instead of five copies scattered across inboxes - ### Attendance and certificates on the same day Ticking off attendance feeds the register straight away, and certificates generate from a template with the name, the topic and the date. They go out by email before the participant gets home. Certificates for 20 people in a few minutes instead of 1 to 2 hours - ### The invoice and the feedback form close the date Data from the enrolment goes into your invoicing software, so the invoice for the booking company is not built by retyping an email. The feedback form goes out after the session and the results collect into one view per date and per trainer. Feedback in 1 combined view instead of several formats - ### Recurring questions answered in seconds An AI agent answers participants and booking companies on the organisational questions: next available dates, price, how to get there, what paperwork is needed, how the invoice is issued. It answers only from your base and it says where the answer came from. An answer in 5 to 10 seconds, with a link to the source in your own materials Proof ## Do you work this way yourselves? Yes. This is the only proof we can show without asking a client for permission to publish their numbers: an AI agent running in production at our founders' agency, built with the same method described above. Below is the scale of administrative work it took over, together with what that number does NOT prove. Built for ourselves. These are not client deployments but implementations inside the founders' own companies. We say so plainly, because proof you cannot verify is not proof. - ![JustIdea Agency](https://justautomate.ai/klienci/justidea.png)![JustBot](https://justautomate.ai/agenci/justbot-80.webp)JustBottheir agent JustIdea Agency, a performance marketing agency of around 30 people 23 people from the company work with the agent 38 systems wired in permanently 112 processes run without a human 475 thousand lines of the agent’s code An agent wired into the CRM, the task system, the forms on the website, Slack and the data warehouse. First commit 1 March 2026, today 23 people use it, including people outside the technical team. 8 of 38 systems it works in - Google Ads - Meta Ads - HubSpot - ActiveCollab - Ahrefs - GA4 - Search Console - BigQuery Before Repetitive administration went through people: checking who on the team was free, picking up submissions from forms, running account reviews, feeding reports. Each of those jobs is short and each one had to happen. After The same jobs now run in the background and a person steps in where something has to be decided. We give both numbers, because work with no supervision is not a virtue in itself. 29,854 operations with no human involved in 30 days, out of 64,903 operations in total And in your company ## What if we work differently? Four sentences come up most often in training companies. We answer them here the way we answer them on a call. - We run two course dates a month, our coordinator copes. Then we say so plainly and we do not propose a rollout. At two dates a month the gain is too small to cover the cost. It makes more sense to tidy up your materials and templates, because that work pays off anyway once there are ten dates a month. - We have no training platform, everything lives in a spreadsheet and in email. That is a good starting point, not an obstacle. The spreadsheet with the participant register stays where it is and becomes the source for confirmations, certificates and invoices. Buying a platform is a separate decision and usually not the first one. - Some of our courses are open, some are closed for one company. The rules differ. What differs is who pays and which documents are produced, not the process itself. On open courses you invoice the participant or their employer, on closed ones a single company for the whole group, and the attendance sheet is often an annex to the settlement. We run both variants as one process with a branch, agreed in the workshop. - We do not want AI replying to participants without our control. The agent answers only from your base and it gives the source of every answer. A question the base cannot answer goes to a person instead of being invented. You decide what the agent talks about at all, and the scope can be narrowed to organisational information only. Enrolment and forms a form on your website, Google Forms, Typeform, a booking page, online payments Mail, calendar and documents Google Workspace, Microsoft 365, the drive with your materials, calendar invites Online training Zoom, Microsoft Teams, Google Meet, webinar platforms Invoicing and accounting Xero, QuickBooks, sevDesk, Fakturownia, Stripe CRM and data HubSpot, Pipedrive, Google Sheets, Slack The automation layer Make, n8n, custom API integrations ## What happens around one course date and what the automation takes over The split of work behind a single course date, before the rollout and after it. | Job | Who does it today | After the rollout | | -------------------------------- | ------------------------------------------------------------- | ----------------------------------------------------------------------- | | Participant enrolment | the coordinator retypes data from an email into a spreadsheet | the form feeds the register and the CRM with nothing retyped | | Confirmation and joining details | written by hand, usually the next day | goes out a minute after enrolment, with the agenda and travel details | | Reminders before the course | sent when somebody remembers them | 7 days and 1 day before the start, from the participant list | | Materials | sent one by one, when a participant asks | shared with the whole group on the start day, in one version | | Attendance and certificates | paper, a scan, then certificates assembled by hand | ticking attendance feeds the register, certificates go out the same day | | Invoice for the booking company | raised from data retyped out of an email | data from the enrolment lands in your invoicing software | | Feedback form and results | collected in several formats, compiled rarely | one form, results per course date and per trainer | The scope of the first rollout is agreed in the workshop. We take the three items with the highest return, not all of them at once. How we work ## Five steps from a spreadsheet to a closed course date Process first, tools second. Every step ends with something you can judge before you decide on the next one. 1. ### Process workshop One week. We walk one course date from enrolment to the feedback form and count how many jobs a person actually performs. We look for where the same data is created a second time and where the materials sit that a trainer hunts for before a session. 2. ### Picking three automations From the map we take the three with the highest return and we cost them before anything starts. In training companies these are usually the enrolment confirmation, the certificates and the invoice for the booking company, but your split of work decides that, not our template. 3. ### Building the first one Fourteen days to a working solution, tested on the next course date in your calendar. The old way runs in parallel until the new one has been through a full cycle from enrolment to certificate. 4. ### Materials base and the AI agent An optional step and usually the second one. We order the materials, the agendas and the organisational answers into one base, and an AI agent answers from it to participants and trainers. Rolling out the company agent takes around 2 months. 5. ### Measurement and the next area At 30 and at 90 days we check the indicators agreed in the workshop: the number of manual jobs per course date and the time from the end of a session to the certificates going out. Only then do we decide on the next area. Before and after ## How the week changes for a course coordinator ### Before - Monday goes on retyping enrolments from email into a spreadsheet - Confirmations and reminders go out whenever somebody finds a moment - The evening after a course goes on assembling certificates, one by one - The same questions about travel and invoicing get answered again ### After - An enrolment lands in the register on its own and the participant has a confirmation in a minute - Reminders go out from the participant list, with nobody deciding to send them - Certificates are in the participants' inboxes the same day - The AI agent handles the recurring questions, the coordinator takes the exceptions The number of course dates does not change. What changes is how many jobs per date a person has to perform. For the owner of a training company ## What the person signing this off gets The first thing shows up immediately. One more date in the calendar stops meaning one more set of jobs to divide between people. The number of courses grows and the number of administration hours does not, and that is the only promise we make here. The second one is quieter and it appears during holidays and when somebody changes job. The process behind a course date stops living in the coordinator's head and starts being written into the system and the materials base. Bringing a new person up to speed takes days rather than months, because they do not have to learn everything somebody used to do from memory. - More course dates with the same administrative team - Certificates and invoices go out on the same rhythm every time - A process written down outside one person's head, resistant to holidays and turnover - The participant register and consents in one place, not across several inboxes What it costs ## The workshop has a published price, the rollout is quoted after it The workshop costs **EUR 3,500 net per week** and runs from 1 to 7 weeks. We publish that price before any call, because a company has a right to know what it is agreeing to. For course administration one or two weeks is usually enough. We quote the rollout after the workshop, once it is clear how many systems we connect to and what state the participant register is in. Tools and model usage you pay straight to the providers: Make, [n8n](https://docs.n8n.io/), your invoicing software, the model provider. A single query costs the provider roughly EUR 0.005 to 0.07\. We add no commission and no margin along the way. - ### Process workshop EUR 3,500 net per week, usually one to three A self-contained piece of work. It ends with a map of how a course date is run and a 30 day plan you could carry out without us. - A week of work on your process and inside your systems - A map of one course date from enrolment to the feedback form - The three automations with the highest return, costed - Indicators to measure at 30 and at 90 days Start with the workshop - Most popular ### Workshop and first rollout Quoted after the workshop scope follows from the number of systems and the state of the register The option most companies choose. The first automation runs 14 days after the workshop, tested on the next course date in your calendar. - Everything in the workshop - The first automation built in 14 days - Connections to the form, mail, calendar and your invoicing software - Training for the person who runs this on your side - Measurement at 30 and at 90 days Talk about a rollout - ### AI agent for a training company Quoted after the workshop for companies where the same questions come back every day Everything in the rollout plus BOND, the company AI agent that answers from your materials base and your calendar of dates. - Everything in the first rollout - Training materials ordered into a base the agent can answer from - Answers to organisational questions from participants and booking companies - An internal agent for trainers: the current version of a file without hunting across drives - Company agent rollout in around 2 months Ask about the agent The workshop ends with a document that stands up without us: a map of the process and a 30 day plan. If after the workshop we judge that at your number of course dates there is nothing worth automating, we say so plainly and we do not propose a rollout. It has happened and it will happen again. ## Frequently asked questions What does automation mean in a training company? It means a system taking over the jobs a person performs around every course date: the enrolment, the confirmation with an agenda, the reminders, sharing materials, the attendance register, the certificates, the invoice and the feedback form. The data those jobs need usually exists at your company already, it just sits in a form, a spreadsheet and an inbox at the same time. Automation is about pulling it into one register, not about buying a new platform. Do we have to buy a training platform or an LMS? No. We work with what you have: the enrolment form, the spreadsheet with the register, mail and calendar, the webinar tool and your invoicing software. A platform is a separate decision and usually not the first one, because migration takes months while the first automation is meant to exist in fourteen days. How long does a rollout take and where do you start? A week of workshop, then fourteen days to the first automation, counted from the end of the workshop. The full set around course administration usually takes 2 to 4 weeks. We start with the job that eats the most hours at your number of dates, most often the enrolment confirmations or the certificates. Can certificates really be generated automatically? Yes, because a certificate is a template plus data that already sits in the register: the name, the topic, the date, the number of hours, the reference number and the signature. Once attendance is ticked off, the documents are produced for the whole group at once and go out by email. You decide the template and the numbering, we wire them to the register. What happens when a participant cancels or sends a replacement? The change is made in one place, in the register, and everything else follows from it: the participant list for that date, the reminders, the attendance sheet, the certificate and the invoice. The person who drops out stops receiving messages about the course, the replacement gets the confirmation and the materials from the same rules. Whether a cancellation is chargeable is your policy, and the automation only applies what you have decided. How does this work for closed courses booked by one company? What differs is who pays and which documents are produced, not the process. On closed courses one company is invoiced for the whole group, the attendance sheet is often an annex to the settlement, and participants are registered by an HR team rather than one by one. We run both variants as one process with a branch that we agree in the workshop. What about participant data and consents? The scope of data and where it is stored are agreed in the workshop and written down. The participant register together with the consents lands in one place, so answering a request for access to that data stops being a search across inboxes. We work on your infrastructure or on a cloud you name. Why do trainers need a separate materials base? Because hunting across drives and inboxes for the current version of a deck is a daily cost that nobody counts. The base pulls materials, agendas and versions into one source, and an internal agent hands over the right file together with the date it was last updated. We described how to build such a base in the guide on knowledge bases for AI. ## Let us walk through one of your course dates The free consultation takes 30 minutes. We walk one course date from enrolment to the feedback form and tell you which jobs can be handed over straight away and which need the register tidied up first. You do not have to give us access to any system at this stage. We run at most two rollouts at a time, so that someone is genuinely sitting on each of them. [Book a free consultation](https://justautomate.ai/en/contact/) **PS.** If somebody at your company spent an evening this month assembling certificates after a course, that is exactly this problem. We are not promising you more course sales. We are promising fewer administrative jobs per course date and a faster answer for the participant. ## Related - [Onboarding automation](https://justautomate.ai/en/services/onboarding-automation/) - [Document automation](https://justautomate.ai/en/services/document-automation/) - [CRM automation](https://justautomate.ai/en/services/crm-automation/) - [BOND: the company AI agent](https://justautomate.ai/en/services/bond-business-ai-agent/) - [How to build a knowledge base for AI](https://justautomate.ai/en/guides/how-to-build-ai-knowledge-base/) - [All industries](https://justautomate.ai/en/industries/) --- **JustAutomate** · contact: contact@justautomate.ai · form: https://justautomate.ai/en/contact/