Vocational training & certification CRM: from first application to certificate, every trainee in one panel
Vocational training software, program and CRM on one platform: Vocational training appointment software, customer management software and sales automation with WhatsApp.
Term and capacity questions, companies’ bulk training requests, installments and certificates all in the same panel. When a group fills up, the registration goes to the waiting list; before an underfilled group starts, a task opens; at the end of the course, the certificate is verified with a QR code.
Which CRM software should be used for Vocational training? ÖzgürKod is a CRM for Vocational training businesses: Term groups, capacity and waiting list, certification exam tracking, installments and QR-verified certificates in one panel. Setup takes minutes; try it free for 7 days.
Every term opening is the same mess
Applications in one place, capacity in another, quotes in email, certificates in a cabinet; the term is run from four separate lists.
Capacity in a spreadsheet
How many spots are left in each group is kept in a spreadsheet; when two people take registrations at once, capacity is exceeded and you have to go back to the extra person.
The underfilled group is noticed on the last day
A few days before the start, it turns out the group is half empty; there’s no time left to postpone or combine it.
Corporate quotes untracked
A quote for a company’s bulk training request is prepared in Word and sent; then silence. Who offered what to which company lives only in people’s memories.
Certificate validity is questioned
When an employer asks whether the trainee’s certificate was really issued by your institution, the answer is hunted down in the archive.
Installments in a notebook
The installment plan made at registration is written in a notebook; on certificate day, the question “is the payment complete?” turns into an archive search.
Exam dates scattered
The date and result of the trainee’s certification exam are written in a notebook; nobody knows how many exam attempts are left.
What does ÖzgürKod do for vocational training institutions?
With the Education Institution module, your entire term workflow — from application to certificate — runs on one panel.
Trainee journey: from application to certificate
- Collect leads from WhatsApp, Instagram and Meta ad forms with their source; online pre-registration applications are matched to phone numbers, and a lead becomes a registration with one click
- Open term groups with instructor, classroom, capacity and weekly hours; classes are written to the calendar while skipping holidays, and conflicts show before you save
- When capacity is full, registrations join the waiting list in order; when a spot opens, a task is created and the message to send to the trainee arrives as a ready draft
- Prepare itemized quotes for companies' bulk training requests; choose the corporate discount at registration, and record the payment plan and installments on the deal
- If a group has not reached the minimum student count 7 days before it starts, a task is created; a task is also created 3 days before the certificate exam for any trainee whose result has not been entered
- Issue certificates at the end of the course: once the registration is complete and the attendance requirement is met, the document carries a document number and a QR code for verification
Leads arriving by message or from a Meta ad form land in the CRM with their source; an online pre-registration application is matched to the phone number, and the same number does not open a second registration.
The program and group are selected; a conditional or corporate discount is applied, and the payment plan opens as a deal.
If the group is full, the registration goes on the waiting list; when a spot opens, a task and a message draft are prepared.
Classes are written to the calendar from the weekly hours; the instructor takes attendance from their phone, and the attendance percentage builds up on the registration.
The exam date, result and remaining attempts stay on the registration; if the exam approaches and no result is entered, a task is created.
Once the registration is complete and the attendance requirement is met, a numbered certificate with QR verification is issued.
Completed registrations gather on the renewal list; if the next program is defined for this program, it is suggested.
Not from a personal phone, but from the business line
Don't let Trainee messages get lost on employees' phones; the line belongs to the business, the history belongs to the CRM.
In minutes with a QR code, or with the official WhatsApp Cloud API. You can keep using the WhatsApp Business app on your phone and connect the same number to the CRM at the same time (coexistence).
The chatbot answers common questions and collects trainee information; a member of your team takes over the conversation whenever you want.
Send an announcement or reminder to the trainee group you choose with a Meta-approved template; see how many people it reached and how many read it.
Auto-reply to a “price?” comment on your post and send the details by DM; the person who commented also lands in the inbox.
Don't track everything yourself; let it tell you what matters
It reads messages, surfaces who is waiting for a reply and what's at risk, and starts your day with a summary.
Know who to get back to first
- Message analysis: urgency, satisfaction, buying intent and risk; complaints and urgent requests are separated.
- Awaiting reply: unanswered conversations and messages requesting an appointment in one list.
- Today's tasks: a short morning summary showing who you need to follow up with that day.
- Ask a question: type questions like “How many new trainee came in this month?” and get answers from your data.
AI features run on accounts with AI analysis turned on; when it's off, messages, appointments and follow-ups run on rules.
Your other operations run in the same panel
Vocational training runs on the shared core of the Education Institution module; the class schedule, attendance, instructor panel and documents are the same.
Class schedule, registration and installments, attendance, instructor panel, parent portal and reports.
Education institution program → Software and technology courses?Online room, project feedback, corporate discount and certificate.
Software courses → Do you also run a driving school?License class, vehicle conflicts, mandatory documents and exam attempts.
Driving schools →Messages, appointment, payment collection and your team — in one account
When a trainee writes, their history, open quote and balance are on the same card. You don't need to make your team install a second app.
Trainee cardMessages, appointments, quotes, payments and notes on one card; even if the team member changes, the history stays with the business.
Team and permissionsAssign records to team members; if you want, each person sees only their own trainees.
Track it from ad to customerLeads from Meta ad forms land in the record together with their source.
Full power on your phoneThe panel is mobile-friendly; reply to a message, reschedule an appointment, add a note from your phone.
The tools you need in one place
Click any one to explore it in detail.
Unified inbox
WhatsApp, Instagram DMs and comments, Messenger, Telegram, TikTok and web chat on one screen.
Appointments and reminders
An online booking page, WhatsApp reminders, and a calendar that updates with “Coming / Cancel / Another time” replies.
Lead Pool and sales process
Track leads by temperature and stage, so you never miss a record whose follow-up date has passed.
Quotes and deals
Prepare an itemized quote in minutes, send it as a PDF, and track its status.
Payments and payment collection
Deposit, partial payment and balance; see who owes how much on their card.
Team task tracking
Assign work to a person, slot it into their free time, and catch overdue work with a notification.
Chatbot
24/7 answers to common questions, information collection and handover to your team.
WhatsApp campaigns
Bulk messages to the group you choose with an approved template; delivered and read tracking.
Metrics and reports
New leads, response times, won and lost records on a single dashboard.
Product and service catalog
Enter your services and prices once; use them in quotes and in chat.
Wherever your Trainee write from
Messages from every channel land in the same inbox; the conversation is assigned to one of your team members and merges into the trainee card.
- WhatsAppCloud API or QR
- InstagramDMs and comments
- MessengerYour Facebook page
- TelegramYour Telegram bot
- TikTokDM
- Web chatThe widget on your site
- Meta ad formsWith the ad source
Connect Telegram with your own bot token, Instagram and Messenger with your Meta account, and WhatsApp with a QR code or via the Cloud API. Unified inbox →
What should you look for when choosing a CRM for Vocational training?
Before you decide, evaluate your candidates against these 5 criteria.
5 criteria
- Capacity & waiting list. A full group should not take extra registrations; the next person should stay on the waiting list and be notified when a spot opens.
- Underfilled group alert. If a group has not reached the minimum student count before it starts, you should get a timely alert to decide.
- Verifiable document. An issued certificate should be numbered and verifiable by QR code; a reissued document should make the old one appear invalid.
- Corporate quote & installments. You should be able to give companies itemized quotes; the payment plan and payment collection should stay on the same screen as the registration.
- Leads who arrive by message. Most leads come from WhatsApp, Instagram and ad forms; the source and the conversation should come together on the same person's card.
Vocational training program, software or CRM?
Most business owners search for the solution they need as “Vocational training program,” “Vocational training software,” “Vocational training appointment software” or “Vocational training customer management software.” “CRM” is the international name for this solution, and the need is the same: keep trainee information in one place, never miss a request, and bring order to your work.
As a Vocational training automation, ÖzgürKod gathers trainee messages from WhatsApp, Instagram and the web in one panel and handles appointment and payment collection tracking on the same screen. We also cover industry-independent selection criteria in our CRM software selection guide.
Method comparison for Vocational training
Notebook/Excel, a general-purpose CRM and ÖzgürKod side by side.
| Criteria | Notebook / Excel | General (foreign) CRM | ÖzgürKod |
|---|---|---|---|
| Kontenjan | Spreadsheet, manual counting | Needs a custom field | Waiting list for full groups; task when a spot opens |
| Underfilled group | Noticed on the last day | Usually missing | Minimum student check 7 days before start |
| Sertifika | Word template | Usually missing | Numbered document, QR verification, attendance requirement |
| Exam tracking | Defter | Usually missing | Date, result, remaining attempts; task 3 days before the exam |
| Corporate sales | Email and Word | Yes, disconnected from the training record | Itemized quote, corporate discount, installment plan |
| Mesajlar | Scattered across phones | Usually an add-on module | WhatsApp, Instagram, Messenger and web in one inbox |
Starts at 2.500 ₺ / month
7-day free trial · No setup fee · Upgrade your plan any time
A no-show appointment isn’t an empty hour — it’s an hour you’ve already paid for.
If you charge ₺1,000 per service: the monthly cost of your subscription equals 3 appointments.
Frequently asked questions
Have another question? Write to us and we’ll look at your workflow together.
What does the vocational training institution program track?
Leads' messages and ad form applications, online pre-registrations, trainee registrations, term groups and the class schedule, capacity and waiting list, registration fees, discounts and installments, attendance, certificate exams, attendance certificates and certificates. All of it comes together on the same trainee's card in the Education Institution module of ÖzgürKod CRM.
What happens when capacity is full?
A group's capacity is counted together with active, pre-registered and frozen registrations. A registration for a full group joins the waiting list in order and no deal is opened. When a spot opens in the group, a task is created; with "Take from waiting list" you move the trainee to pre-registration, and the "spot opened" message is prepared as a ready draft.
How will we know if a group doesn't fill up?
If you enter a minimum student count for a group, a task opens 7 days before the start date when enrollment is below that number, so you have time to postpone the group, merge it or run extra promotion. The occupancy report shows open groups' capacity, active enrollments and waiting list in a single table.
Can we offer corporate training quotes to companies?
Yes. You prepare the quote with line items in ÖzgürKod's quotes and deals module and send it as a PDF. The company becomes a customer record as the payer, and its employees are added to that record as trainees; you choose the corporate discount on the record. The payment plan goes on the deal, and payment collection goes on the deal's payments.
How are certificates issued, and can they be verified?
You mark the program as “issues a certificate” and set the attendance requirement (80% by default). Once enrollment is complete and the requirement is met, the certificate is issued; an admin can also issue one outside the requirement by writing a reason. The document gets a number and a QR code; anyone who scans the QR code sees which institution issued the document and on what date, and the QR code of a reissued or voided document says “not valid.” This document is your own institution's document; it does not replace a Ministry of National Education (MEB)-approved certificate or a Vocational Qualifications Authority (MYK) professional competency certificate.
Can we track certificate exams?
Yes. You enter the exam type and number of attempts for the program; each exam a trainee takes is recorded on their record with a date and result (pending, passed, failed, did not attend), and remaining attempts are calculated automatically. A task opens 3 days before the exam for any trainee whose result has not been entered. There is no connection to exam institutions' systems; you enter the results yourself.
Are automatic messages sent to trainees?
No, the Training Institution module does not send messages on its own. For an overdue installment, a seat opening up on the waiting list or repeated absences, a task opens and the WhatsApp message to send is prepared as a draft in the message center; you review and send it. You can send the term announcement as a bulk WhatsApp message to the group you select.
Vocational training software and CRM the same thing? Which one is ÖzgürKod?
In practice they describe the same need. Businesses usually search for "Vocational training software", "Vocational training software", "Vocational training appointment software“ or “customer management software”; “CRM” is this solution is the international name. ÖzgürKod delivers all of these names on one platform: trainee communication, appointments, quotes and orders, payment collection and reporting are all in one place. So whatever term you search with, the solution you reach is the same; you don’t need to set up separate software.
Solutions for similar businesses
Open the new term without the enrollment scramble
Try it free for 7 days. Enter your programs and term groups and see the flow from application to certificate with your own data.