Intertrain
Client
Intertrain
Services
APIs & IntegrationsAWS ManagementSoftware DevelopmentLaravel DevelopmentPHP Development
Discipline
Railway Training Provider
Location
UK
Intertrain are the largest commercial Railway training provider in the UK, part of the City & Guilds group. Our partnership started over 12 years ago, when we were asked to build a bespoke training management system. Since then, we have managed, maintained and expanded the system's functionality as needed to help the business grow.
Intertrain are the largest commercial Railway training provider in the UK, part of the City & Guilds group. Our partnership started over 12 years ago, when we were asked to build a bespoke training management system. Since then, we have managed, maintained and expanded the system's functionality as needed to help the business grow.
The System
Due to Intertrain's unique requirements, using an off-the-shelf solution simply wasn’t suitable. They needed a system built around their offering, processes and business logic. What we delivered was a bespoke training management system - one that would manage their entire business.
Here is a summary of the what the system provides:
Course Bookings
The system facilitates the booking process, allowing delegates to book onto available courses via the Intertrain website or by contacting the booking team.
The system provides the following:
- Flexible Payment Methods: Different payment terms are available, allowing users to pay at the time of booking or for those pre-approved, a credit account is available.
- Prerequisites: Due to the nature of the training, some courses require prerequisite competencies that must be held prior to taking a course. At the time of booking, any prerequisites that are needed are highlighted.
- Invoice creation: On completion of the booking, an invoice is generated and sent to the sponsor along with the booking confirmation.
Course Management
Course management is a fundamental part of the system, managing a 16-week schedule of 100s of courses being delivered by over 30 trainers from 16 different training locations.
The system handles the following:
- Trainer and Venue Management: The platform allows administrators to create and manage courses with ease. Each course entry includes key details such as date, duration, location, assigned trainer(s), and capacity. The system ensures that trainers are only scheduled for courses they are qualified to deliver and checks for conflicts with their existing commitments. Venue management is also integrated to prevent double-bookings.
- Trainer Packs and Delegate Lists: In preparation for each course, the system automatically generates a trainer pack. This includes course-specific training materials, delegate lists with key information. These packs are emailed to trainers ahead of their sessions, ensuring they are fully equipped to deliver the session.
- Joining Instructions: Prior to the day of the training, a set of joining instructions is shared with the delegate. Confirming the course details, location, arrival time, end time, etc
- Attendance Tracking: Trainers use the system to log attendance, who was present or absent.
- Result Processing: Following the course, results are uploaded into the system. For courses with tests or evaluations, the system captures scores and identifies pass/fail outcomes, creating a central, auditable record for each delegate’s performance. The system automatically notifies the sponsor associated with each delegate.
- Promotional codes: The system manages the creation and management of promotional codes for discounts and offers against a course.
Trainer Management
The system manages a training staff of over 30 members, most of whom are certified to train different courses and are located throughout the UK.
The system handles the following:
- Trainer Competencies: Against each trainer, we log which courses they are qualified to deliver. The system then uses this information when creating a training schedule, to ensure no one is assigned a course they're not able to deliver.
- Course Delivery: All trainers must hold valid Sentinel qualifications. As part of this, they must deliver a minimum number of courses within a defined timeframe to maintain them. The system generates a report that highlights if someone isn't meeting the minimum or is approaching that point. This allows Intertrain to take action to ensure they remain compliant.
Delegate Management
Intertrain have trained nearly 200,000 delegates, and delivers training to over 4,000 delegates each year. Keeping track of all their details is essential.
The system handles the following:
- Delegate Profiles: For each delegate, we have a profile containing:
- Basic information such as Name, Contact details, Sponsor and Sentinel number
- Details of existing certifications and when they're due to expire
- Competency Expiration: Ahead of a competency expiry, the system will notify the sponsor and prompt them to book onto an upcoming course.
Sponsor Management
Individuals aren’t able to book onto available courses directly; they need to be linked to a ‘sponsor’. A sponsor is often an employer or organisation who are responsible for the safety of the individuals they sponsor.
The system handles the following:
Sponsor Applications: Manages the sponsor application process.
Credit Accounts: Sponsors can apply for a credit account.
“No job is too complex and we are very pleased with the service we receive and wouldn’t hesitate to recommend Castus.”
Alex Pond
Executive Director of Training Solutions (City & Guilds)
Fatigue Management
The system evaluates whether a trainer's schedule complies with rail industry-specific guidelines. These guidelines typically include factors such as total travel time, overall working hours, and the minimum required rest period between shifts. The system continuously monitors diaries to ensure that all planned trainer schedules fall within these parameters.
Reports are then generated to highlight trainers who are nearing the limits of compliance, as well as those with remaining capacity. This enables efficient resource planning, risk mitigation, and operational compliance with industry regulations.
Reporting
The system generated a comprehensive set of reports:
Booking Reports
Booking Detail Report: A comprehensive report containing the details the client needs to filter down for a range of purposes - includes booking financials, funding, CITB, candidates, sponsors/training coordinator details, etc.
Course feedback: Data taken from the customer feedback form. The results can be easily filtered by trainer, location or course type.
Trainer Management reports
RTAS - IV Capability Matrix: This reports on each Sentinel capability a trainer can either train or assess, which calculates a risk score for:
- The time since they were awarded the capability
- The frequency with which the trainer delivers events with the capability set on them
- Risk score given by an assessor, manually set against the trainer
- Total risk score of all of the above
Fatigue Management Planning Report
Fatigue Management: Checks trainer schedules and flags any trainers who are, or are close to exceeding, the allowed parameters for work and travel times.
Event Reporting
Learner Attendance: Documents who attended/didn't attend a course.
Course Results: Reports whether candidates passed or failed the course. These then get passed back to sponsors.
Wrong Answer Reports: tracks how many questions are answered incorrectly, helps evaluate the difficulty of tests being set, and the ability of the trainers to teach the materials.
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