The structure of the training should be in small groups based on operational areas. Training is often provided at one of the staff member’s desks with 2 or 3 staff members who work in the same area around them. Alternatively, a room with a computer or projector that can connect to eBECAS would be ideal.

The style of training that we like to provide is where we show users how to do something and then staff can show the trainer what they can do and how to do it in eBECAS.

We prefer it if beforehand all staff member review this manual to become familiar with the eBECAS screens and actions. In addition, it is best if all users are also given access to eBECAS before training, so that they can explore the application. Initially training may seem confronting, however once users become familiarized with the eBECAS screens, they are soon able to use the tools provided.


  • Agent details such as commissions & contact details
  • Diaries
  • Holiday periods
  • Pricing of courses
  • Integration of commission payments
  • Offers to generate proforma invoices
  • Scheduling fee due dates
  • Homestay requests, airport transfers, insurance
  • Conversion of Offers to Enrollments.


  • Follow up offers (by offer date, course start date, etc.)
  • Offer Status
  • Agent performance reports
  • Country Reports
  • Student weeks in a period
  • Period comparison reports
  • Agent accounts

DOS and Teaching Staff

  • Language levels (measurement of entrance levels and progress)
  • Classing (assigning classes for sessions, teachers, rooms and students to classes)
  • Rolls, marking attendance & entering absences
  • Calculation of attendance percentages (Progressive and overall)
  • Diaries for student counselling
  • Entering results
  • Printing Certificates


  • Reporting by faculty
  • Key performance indicators: students by week, revenue by period for faculty/courses/agents/countries
  • Reconciliation of banking
  • Financial activity (invoiced, credited, paid, debited, transfers) in a period
  • Outstanding fees, outstanding payments to agents
  • Payments due to homestays
  • Student/homestay/agent diaries and complaints


  • Entry of homestay family details (categories of house, family members, beds, contact details etc.)
  • Use of Diary
  • Scheduling payments
  • Provision offers with homestay requests
  • Printing and emailing placement letters
  • Changing placements and payment schedules


  • Offers for proforma invoices and conversion to accepted enrolments
  • Invoicing
  • Invoice date vs. fee due dates
  • Credits/discounts/debits
  • Revenue reports
  • Integration with accounting packages

It is ideal to have an “expert person” that is familiar with Ms Word that can be trained to tailor templates and use the eBECAS bookmarks. We recommend that staff members only undertake a maximum of 1 – 1.5 hours of training per day so that they can assimilate the new information provided. We also recommend that training takes place in small groups and that staff practice implementing their new knowledge about eBECAS immediately after learning it. By doing this, the learning process becomes more effective and the next training day the group can all exchanged more detailed information about eBECAS.