ITC

Your journey from joining us to going live.

Onboarding, training, readiness and ongoing development in one secure Academy.

ITC Training Academy
Secure access

Sign in

Consultants use their ITC login email (the address ending in s). Head-office users use their existing Jamie Wake Travel admin login.

Password login only. Magic links are not used for sign-in.

First sign-in

Choose your Academy password

Replace the temporary password before continuing.

Use at least 12 characters.

Academy Home
Build 34d83a9● Secure Academy
Loading your Academy…
Finding your next step…
Loading your Academy progress…
Checking what your training unlocks…
Checking compliance…
Checking commission status…
Loading your journey…
Learning

My Learning

Claiming your course certificates
When you have completed or passed a module, select Certificate beside that course below. Your personalised PDF downloads to your device without leaving My Learning. Open the downloaded PDF to save or print it. Incomplete modules do not have a certificate yet.

Your current Coassemble catalogue and Academy progress. Slack activity updates your Training Record automatically; this page refreshes whenever you open it.

Loading your learning…
Permanent evidence

Training Record

A permanent record of consultant learning and completion evidence.

Recruitment

Applicants

Website applications and direct email enquiries waiting for review. Repeat contacts from the same email are grouped as one applicant while every original message remains preserved.

Admin workspace

Consultant Onboarding

From application and discovery call through agreement, digital setup, training, go-live and leaver visibility.

Active onboarding0Applicants and trainees
Ready for go-live0Awaiting activation
Live consultants0Currently live
Leavers0Leaver / offboarded
Withdrawn0Withdrawn / declined
Did not proceed0Discovery held · no further response
Waiting on access0Consultants with access outstanding
Needs attention0Blocking actions
Recruitment mailbox

New applications

Website applications and direct email enquiries received through recruitment@independenttravelconsultants.co.uk. Review each contact before creating or linking an Academy person.
Checking for new applications…
Historical agreements

Zoho Sign backfill

Read-only scan of historical ITC agreements in Zoho Sign. Safe matches can be imported into Academy without sending, recreating or changing anything in Zoho.
Nothing scanned yet.
Onboarding automation

Welcome email setup

The automatic welcome pack is sent only after a Zoho Sign agreement is completed and the signed agreement has been archived safely. The email template and its static attachments are managed here; the signed agreement is attached automatically from the Zoho archive and is not part of the editable list.

Available personalisation: {{first_name}}, {{full_name}}, {{membership_number}}, {{itc_email}}, {{login_email}}, {{first_payment_amount}}, {{target_go_live_date}}, {{academy_path}}.
Static attachments

These files are sent in the order shown below. Add, replace, remove or reorder them at any time. The signed Zoho agreement is always added separately after these files.

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Common document and image formats are supported. Uploading a file with the same name replaces that stored file. Automation stays off when there are no static attachments, and adding or editing attachments never switches sending on automatically.
Data quality

Duplicate consultants

Review likely returning consultants or repeated enquiries. Nothing is merged automatically; choose the keeper only after comparing both records.
Checking for likely duplicates…

Onboarding records

NameITC No.StatusAppliedAgreementTarget go-live
No onboarding records found.
Onboarding record

Consultant

ApplicantAgreement not sent

Application & discovery

This is the only onboarding stage shown when an application is first added. Keep the original application email here alongside discovery notes so the decision trail stays together.
Used for agreement emails and applicant communications. The Academy will block an email already linked to another person.
At application
Checking for the original recruitment application…
Saved as application evidence against this onboarding record.
Consultant management

Live Consultants

Day-to-day management for consultants who are live. Onboarding remains available as history, while compliance actions and significant support notes are recorded here.

Live consultant list
Search by consultant name or ITC membership number.
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Finance & commission

Commission Statements

Create, calculate, email and track consultant commission statements. Issued statement emails are frozen as the formal statement and retained in the consultant history.

Statement history
Search by consultant, membership number or month and filter by lifecycle status.
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Your commission

My Commission

Your issued commission statements, claims, holds and payment history are kept here.

My commission claims
Track each received claim from compliance checks through statement, invoice, approval and payment.
Checking your claims…
Open My Commission to load your claims.
Claim submitted does not mean approved. We check the Booking Notification, file compliance, customer payments, supplier payments and supporting documents. Send an invoice only after we issue a statement.
Loading your commission history…
Finance & offboarding

Historical Leaver Review

Reconcile historical leavers against Xero before any automated offboarding is considered. Confirming a match links the existing Academy person to the reviewed Xero contact; this page never stops a repeating invoice.

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Historical Resolution & Financial Cleanup
A consolidated work queue from reviewed historical evidence, current Xero billing state and commission still due. Saving a resolution records management evidence only; it does not carry out the financial action.
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Needs attention
Active repeating memberships are shown first, followed by ambiguous Xero matches, outstanding membership balances and commission still due.
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Admin operations

Needs Attention

One central triage queue for work that needs an admin decision or follow-up. The action itself stays in the workflow that owns it: finance, commission, offboarding, compliance, development, training or access.

Attention queue
Read-only triage. Opening this page does not issue access, release commission, stop Xero repeating invoices or perform other financial actions.
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Consultant lifecycle

Offboarding

A complete operational checklist from resignation through booking handover, financial review, access removal, data retention and final confirmation. Xero billing remains in the existing guarded Billing & Offboarding controls.

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Record written notice

Reporting only: recording notice does not disable trading, automatically reduce commission or stop invoices.

Choose a live consultant and enter the written-notice date to view agreement, payment and contractual date assessment before recording notice.

For an existing leaver, select them above and choose Prepare / Send Acknowledgement. You do not need to record notice again.

Resignation acknowledgement

Review the email before sending. Recording notice does not automatically send it.

Offboarding & leavers
Monitor notice periods, departures and completed exits.
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Finance operations

Debt Recovery

Controlled membership-debt case management. No automatic collection activity, emails, Xero write-offs or payment chasing are performed from this page.

Agreement breach

Agreement breached – debt recovery

Use this when an active consultant has breached their agreement and should be prioritised for debt recovery. This changes their Academy lifecycle status and creates or elevates their Debt Recovery case.

Financial control
No Xero invoice or repeating invoice is stopped by this action. Billing continues until a separate contractual end or termination decision is made.
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Recovery cases
The financial balance remains sourced from Academy Xero evidence; this queue stores the management workflow and audit history.
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Your recognition

My Badges

Your current ITC membership and Specialist recognition badges. Badges are generated as PNG files from your live Academy record.

Claiming your badges
When a badge becomes eligible, select Generate badge, then Open PNG to save the image. Membership badges are for eligible Live consultants; Specialist badges require a current recorded Specialist Award. Ineligible badges cannot be self-awarded.
Loading your badges…
Training governance

Content Review

Keep the Academy current with an annual review cycle and earlier reviews when regulation, suppliers, systems, destinations or products change.

Curriculum review register
Stable Academy module IDs are the governance key. Review history is preserved rather than overwritten.
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Your Academy journey

Academy Roadmap

See where you are in the Academy, what is mandatory, what each stage unlocks and which advanced routes become available as your experience grows.

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Admin statistics

Academy Stats

Live Academy statistics using the same current consultant-status source as the Onboarding page, so headline numbers stay consistent.

This Week & Forward Look

Rolling seven days from today. Training and go-live forecasts reuse the same Readiness calculation shown on each onboarding record; 1:1 bookings come from Mano's synced calendar.

Training Feedback & Evaluations

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Learning & Business Analytics

Learning Performance and Business Outcomes are shown together only where the Academy has a durable person link. Commercial attribution currently uses Academy commission records; comparisons are descriptive, not causal.

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Consultant status

Pipeline

Membership income at £50 per month

1:1 & readiness planner

Who needs attention next?
Active onboarding only. Forecasts support planning and never replace the go-live checklist.
LearnerStageLaunch training progressForecast completeLast activity1:1Target go-liveAttention
No active onboarding records.
The separate Sheet1 / Overheads / Sales business-planning model is not mixed into Academy Stats. This page replaces the Training-driven operational section of the old Stats tab.
Admin data import

Coassemble Import

Automatic course completions are reconciled from the Coassemble Slack feed via Zapier. Use Direct tracking sync only where Coassemble Tracking API access is enabled (Scale+). The three Insights CSV exports below remain the manual audit/backfill for Onboarding, Pre-Live and Post-Live, with the same duplicate and downgrade protection.

Live training feed

Automatic Coassemble Sync

Course completions are received automatically. CSV import remains the recovery and audit fallback.
Automatic feedChecking…Reading live sync health
Last completion received—— reconciled in 24h
Last training record updated—Latest Academy training evidence sync
Open unmatched—— new in 24h

1. Choose the weekly snapshot

Select all three Coassemble CSV exports
Exactly one Onboarding, one Pre-Live and one Post-Live Insights export. Filenames do not have to follow the old naming convention.

Safety rules

The importer never blindly appends rows.
✓ Exact file and three-file snapshot fingerprints are checked.
✓ Repeated learner/course rows are consolidated before the live Training Record is compared.
✓ Higher progress, time and completions can enrich a record; lower values cannot overwrite better history.
✓ Unmatched learners and ambiguous courses are retained in staging rather than guessed.
A structurally unrecognised export or an exact already-imported snapshot is blocked before import.
Identity reconciliation

Resolve unmatched learners

Unmatched Coassemble activity is retained safely. Link a genuine consultant once, or classify a shared/admin/test login so it does not keep appearing as an actionable warning.
Linking a consultant permanently teaches the Academy that alias and immediately reconciles all retained historic Coassemble activity. Shared / Admin / Test keeps the activity for audit but never adds it to a consultant Training Record.
Checking retained Coassemble identities…

Recent Coassemble imports

Private source exports are retained with each committed snapshot for audit.
SnapshotImportedFilesLearnersCoursesChangesStatus
No Coassemble imports yet.
Access lifecycle

Supplier & System Access

One row per consultant. Open a consultant to manage their full 22-system checklist. Passwords are never stored.

Consultant access register

ConsultantStatusITC login emailDay-to-day emailFirstNameSurnameAccess workingOutstanding
No consultant access records found.
Administration

Settings

System administration and integrations live here so the Onboarding workspace stays focused on consultants.

Consultant compliance

Compliance email templates

Edit the four consultant-facing compliance emails here. Sender and Reply-To are locked to admin@independenttravelconsultants.co.uk.

Available placeholders
{{consultant_name}}, {{booking_reference}}, {{customer_name}}, {{issues}}, {{impacts}}, {{impact_note}}, {{action_required}}, {{deadline}}, {{admin_email}}
Initial Notification
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First Reminder
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Second Reminder
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Escalation
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Badge masters
Super Admin only. Upload the approved 1024 × 1024 PNG master artwork used for personalised Membership and Specialist badges.
Checking badge masters…
Blank Membership badge PNG, exactly 1024 × 1024.
Blank Specialist badge PNG, exactly 1024 × 1024.
Generated membership numbers use Chewy in ITC blue #00C3D6. Replacing a master creates a new template version; previously retained badge records are not overwritten.