Dante Customer Story
Transforming Operations at Gold Tap Training
“Manual admin time has been significantly cut in half at Gold Tap, reducing the chance of human error whilst processing large volumes of data”
Dante Systems
May 29, 2024 ● 10 min read
From 17 Steps to 6
The Before & After Of
Gold Tap’s Booking Process
Gold Tap Training was drowning in manual processes—spreadsheets for every task, separate folders for each delegate, and hours spent on admin that could have been used growing their business. Here’s exactly what changed when they switched to Dante.
Contents
Before: Manual, Fragmented Training Administration
➡️ Result: 17+ manual steps, high admin overhead, duplicated effort, and risk of error
Planning & Scheduling
- Training dates planned in spreadsheets and manually published to the website
- Trainers notified individually and calendars updated manually
- Zoom meetings and feedback surveys created per course
Customer Booking & Payments
- Availability shared via email
- Dates reserved manually and quotes created by hand
- Invoices raised after acceptance and delegate lists exchanged via email
Delivery & Communication
- Joining instructions manually created and emailed to delegates
- Attendance confirmed after the course via trainer follow-up
- Results issued manually and post-training emails sent individually
Reporting
- Delegate and company reports compiled manually by searching spreadsheets
After: Streamlined, Automated Workflow with Dante TMS
➡️ Result: 6 streamlined steps, reduced admin time, improved accuracy, and full visibility
Centralised Scheduling & Resources
- Pre-built course templates schedule trainers, venues, and dates in bulk
- Automatic trainer calendar notifications and resource booking
- Zoom meetings created and assigned automatically via Zapier
Automated Customer Booking & Payments
- Customers book directly via the website with live availability
- Delegate details captured at checkout
- Payments processed instantly or invoiced via Xero integration
Smart Communications & Course Delivery
- Joining instructions auto-generated from templates and issued in a few clicks
- Feedback surveys created and synced automatically with Coursecheck
- Trainers update attendance and results in real time
Instant Reporting & Compliance
- Qualifications processed quickly with awarding bodies
- Attendance summaries and post-training emails sent via templates
- Delegate and company-level reports generated instantly
The Challenge: Manual Processes Holding Gold Tap Back
Before Dante, Gold Tap Training relied entirely on manual processes:
- Training schedules were created and updated in spreadsheets
- Delegate and course data was stored across multiple separate folders
- Every step of the booking process—from enquiry to certification—required manual input
This approach was time-consuming, prone to human error, and made scaling the business increasingly difficult.
The Solution: How Dante Was Configured for Gold Tap
We tailored Dante to Gold Tap’s specific needs, creating a streamlined system that automated their entire workflow:
Course Management
Multiple courses were set up with all the information Gold Tap needed, making future scheduling straightforward. Dateless courses were created for e-learning, allowing Gold Tap to track delegate training history without specific dates.
Resources & Scheduling
Trainers, venues, and equipment were added as bookable resources, preventing double-bookings and automatically sending calendar invitations when courses were scheduled.
Customer & Delegate Records
Company accounts were configured with payment terms, automatically reflected in invoices. Delegate profiles were created with historic training records imported, keeping each delegate’s complete training history in one place.
Custom Fields & Templates
Custom fields were added to course schedules for easy reference when submitting results to awarding bodies. Document and email templates—including joining instructions, certificates, attendance summaries, and post-course information—were created to auto-populate and send with just a few clicks.
The Integrations That Power Gold Tap’s Efficiency
Dante’s integrations eliminated repetitive tasks and connected Gold Tap’s entire business:
Xero (Accounting)
Invoices are automatically generated per booking. When customers pay via Stripe, payment status updates in Dante instantly—no manual reconciliation needed.
Coursecheck (Feedback)
Feedback surveys are automatically created for each scheduled course and assigned trainer, with links sent directly to trainers the day before delivery.
Zapier + Zoom (Virtual Training)
When Gold Tap schedules a virtual course with a Zoom resource and specific trainer, Zapier automatically creates the Zoom meeting and populates the meeting details (ID, passcode, URL) back into Dante. Months of virtual courses are set up without touching Zoom’s interface.
Website Integration (Online Booking)
Course schedules publish to Gold Tap’s website with a single tick box. Customers book online, select dates, enter delegate information, and pay—all of which feeds directly back into Dante, creating delegate profiles, company records, and invoices automatically.
Karen Nelson
Business Operations Manager
Manual admin time has been significantly cut in half at Gold Tap, reducing the chance of human error whilst processing large volumes of data. A quicker and more efficient service to our customers. Report data readily available for customers as well as internal reporting. Clearer training records per company and delegate.
