One Stop Safety Training: Breaking Free from Legacy Tech

The Challenge

One Stop Safety Training built their reputation on being fast-paced – responding quickly, processing bookings efficiently, and delivering multiple courses including IPAF, PASMA training, CITB courses, First Aid training, NVQ’s and much more across multiple locations throughout the UK. However, their previous training management platform struggled to keep up with that pace.

Carole Green, Commercial Manager – Training, joined the business during the evaluation of new systems, while Training Coordinator Chloe Shirley was managing bookings and course logistics daily. Both experienced first-hand how operational limitations were slowing the team down.

“We pride ourselves on being fast-paced and getting back to customers straight away. The system just couldn’t support the speed we needed.”

The challenges extended beyond performance:

Basic Operations Were Time Consuming

Want to change a delegate’s name on a booking? Couldn’t be done. The workaround meant cancelling and rebooking – time-consuming and unprofessional.

No Visibility Into Profitability

Training coordinators were scheduling courses without clear insight into occupancy levels or profitability, making forward planning difficult.

Single-Screen Limitations

“You could only have one screen open at a time. With Dante, you can have multiple screens up while dealing with multiple customers simultaneously.”

Manual Data Manipulation

Exporting data required multiple steps of manual matching. Custom fields weren’t extractable, meaning the team had to manually identify customer names, match them with account numbers, and merge everything together before it was usable.

Integration Was Impossible

The existing system couldn’t integrate with their accounts system or CRM, forcing manual processes throughout the business.

For a training provider managing multiple locations and growing course volumes, this wasn’t sustainable, and for One Stop Safety Training, it became clear that a modern system was essential to support continued growth.

The Solution

One Stop Safety Training began discussions with Dante Systems in late 2023 and went live in March 2025. The focus was on three key areas:

1. Operational Efficiency

A modern, fast training management system that could handle multiple bookings simultaneously, process payments directly, and automate communications.

2. Strategic Visibility 

Integration with Power BI to give leadership real-time insights into booking patterns, occupancy rates, and profitability across all locations and course types.

3. Connected Systems 

API integrations with their Access accounts system and Syrinx CRM, eliminating manual data entry and creating a seamless flow of information across the business.

The migration from their legacy system involved working closely with Dante’s support team to export all historical training data and bring it into a format that preserved the training history for all delegates while keeping it separately identifiable from new bookings.

The Impact

For One Stop Safety Training, the difference was immediate.

“Everything is much more efficient. It’s so easy to find the information we need. If a customer rings and wants to know something, it’s no more than a couple of clicks away. The system is just so much faster overall.”

Simple tasks that were previously impossible are now routine:

• Name changes take seconds instead of requiring full rebookings
• Payment processing happens directly in the system – no separate card machines
• Group bookings allow customers to reserve spaces without knowing final delegate names
• Multiple screens mean handling several customers simultaneously
• Online booking integrated directly with their website, giving customers self-service options

The system provides visibility across the entire operation. “You can view by various different parameters – by resources, by location, even down to individual rooms. At Manchester Training Centre, there are five rooms, so we can view right down to that level. We’ve got calendars showing what the trainers are doing at any time. You can view by venues and by course type.”

Communications that were manual or impossible are now automated – joining instructions, pass letters, attendance summaries, certificates sent directly from the system, and automated email workflows.

Strategic Decision-Making Through Power BI

The Power BI integration has transformed how One Stop Safety Training makes strategic decisions. This shift has been key to how One Stop Safety Training approaches data-driven growth. Daily syncs from Dante’s API feed dashboards that replace spreadsheets with visual insights:

• Number of bookings and occupancy rates
• Course types by location
• Sales by location
• Booking day analysis – identifying the most popular days of the week
• Postcode analysis showing training demand patterns across the UK

“It syncs every day. We worked with Dante to set up the API and created a number of dashboards. Rather than constantly looking at spreadsheets, the dashboards give us instant visibility of booking numbers, occupancy rates, course types by location, sales by location, and booking day analysis – which is very important for understanding the most popular days of the week. It makes everything more visible and it’s compiled exactly the way we want to view it. Power BI has been incredibly beneficial.”

The data enables strategic planning that was impossible before. “We can make informed decisions about the best day of the week based on occupancy rates. We can then summarise that data month by month to build up sales trends for the future. This allows us to plan for the year ahead based on solid sales trend analysis.”

Directors now get “snapshot” views rather than having to dig into detailed data. “Rather than digging into the detail, it’s much easier to see bullet-pointed information that gives them a snapshot view of One Stop Safety Training through the Power BI dashboard.”

The postcode analysis has been particularly valuable. “It gives us a view of the most popular on-site locations by postcode. We can build up that information and look at postcode areas to understand the popularity of different training types, which helps us assess training needs across the UK.”

Profitability Visibility

One of the most significant changes has been instant profitability visibility at the course level.

“For us, it’s the ability to see instant profitability and attach specific costs to each course. Whether it’s health and safety courses, CITB courses, IPAF or PASMA training, you might have a certificate fee per delegate, books fees, and the resource cost of the trainer. It’s valuable that all the staff have visibility over the profitability of each course.”

This visibility extends across the entire team. “As a training coordinator, this makes us much more aware of the logistics. We’re used to booking courses and trainers, but now we get to see the whole picture. Being able to see the profitability changes everything.”

Courses are set by numbers – typically 12 to 15 delegates – and the system won’t allow bookings to exceed maximum capacity. At any moment, the team can see whether a course is meeting its profitability targets or running below numbers.

Seamless Integrations

The Access accounts integration has automated what was previously a daily manual task.

“All our account customers are set up in Syrinx, and the integration syncs to Dante every day. If any new account customers are added or updated in Syrinx, they’re automatically updated in Dante. All invoices are generated in Dante throughout the day based on course end dates. Then at 6 PM every evening, the API sends everything to Access automatically, and the accounts team can view the training sales ledger for that day. Everything works perfectly.”

Scale Without Chaos

One Stop Safety Training is now managing over 1,000 scheduled courses across multiple locations – including five training rooms in their Manchester Training Centre alone. They can view schedules by location, by room, by trainer, or by course type. Calendar views show trainer availability at a glance.

The system handles both their public scheduled courses and their significant on-site training business. High-volume courses like IPAF, PASMA, CITB, and first aid training require quick turnaround times and efficient booking processes – something the previous system struggled to deliver. “We’ve got over 1,000 courses scheduled at the moment, and we can decide for each one whether we want to advertise them online or not. We also do a lot of on-site courses, which are easy to schedule in the system.”

“We get a lot of bookings within the same month as well as future bookings. We’re able to create reports to identify same-month bookings versus future bookings, which allows us to plan ahead with the trainers we need and the resource requirements for several months in advance.”

Online booking has added another dimension. “We’re getting online bookings regularly without actively pushing people toward it. When people call and say they’ve seen something on our website, we can take the booking immediately.” Popular courses like working at height, PASMA, CITB, UKATA training see strong online interest. “It gives us insight into what they’ve been looking at and what’s not currently available. We can take that information and assess whether we need to add another course or identify which courses are most popular.”

The Support Experience

Throughout the implementation and beyond, One Stop Safety Training has valued the responsive support from Dante’s team.

“Whenever we have questions, you’re always quick to respond. Sometimes when we’ve struggled with something specific, you’ve provided a quick video showing us how to handle niche day-to-day booking requirements. You’re always there to help with automations.”

The system itself includes built-in help. “Dante has a help guide with a question mark icon. If you’re unsure about something on a particular page, you can click on it and it’ll walk you through the features on that page. The help section is really easy to follow.”

The support team has been particularly valuable. “The Support team is a real credit to Dante. They always reply instantly, and if we’re really struggling to understand something, they’ll help us set it up directly.”

Over the past year, One Stop Safety Training have requested several valuable enhancement requests to Dante, which have been developed and added into the system. “Over the past year working with Dante, we’ve put forward requirements for add-ons, and they’ve worked with us to develop those within the system. I’m sure there’s more that can be added as things develop and continue to evolve.”

The Verdict

One Stop Safety Training regularly recommends Dante to other training providers – and those recommendations convert.

“I’ve spoken to several other training providers who have contacted us, and I’m happy to pass on those reviews. After our discussions, they’ve onboarded with Dante, which is great to hear – they’re finding it as good as we are.”

When asked what to tell a training provider hesitant about making the switch: “For any training provider, I’d highlight the ease of scheduling courses, the ability to put your courses instantly onto Dante with all the course content information, and the pricing that you can easily change. The quickness of bookings is massive.”

“One Stop Safety Training now operates with speed, clarity, and full control, scaling confidently across locations”