One connected system for course catalogues, cohorts, enrolments, learner payments, instructor payouts and support.
Run the whole online course business from a single set of records. The catalogue holds courses, cohorts, drip schedules, seat caps and price. Admissions teams follow webinar sign-ups through to enrolment. Finance sees instalments, invoices, chargebacks and refunds against each learner. Instructors and teaching assistants are paid from the sessions they delivered, and support staff answer learners from one queue.
- Courses, cohorts, fee plans and instructor rates keyed in as you sell them
- Learner lists and open instalment balances brought over from your sheets and platform exports
- GullySystem staff amend the catalogue and rate lists on request
GullySystem configures this system for online course providers, whether a lone instructor selling cohorts or a company running many programmes. Admissions, finance, instructors and support work from it. Each learner record carries the enrolment, the instalment plan, assignment submissions, attendance and ticket history. Instructor payouts follow the sessions delivered.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry
A lead arrives from a landing page, a webinar, an affiliate link or a direct message. It goes to an admissions officer with the course of interest and the source tag attached.
- 2
Enrolment
The officer picks a cohort, confirms the seat and sets an instalment plan or sponsor purchase order. The learner then receives an invoice in the right currency, with tax wording for the country.
- 3
Payment
Every gateway charge is posted against that learner’s plan, and failed card retries and overdue instalments are listed together. The programme manager decides whether lesson access pauses.
- 4
Delivery
Live classes are scheduled against instructors, teaching assistants and time zones. Attendance, replay views and assignment submissions are then added to each learner record as the cohort moves through its weeks.
- 5
Support
Queries become tickets with an owner. A refund request carries its reason, the days since purchase and an approval, and nothing is returned to the card before that approval is recorded.
- 6
Completion and payout
Learners who finish the capstone are listed for certificates and alumni community access, and instructor and mentor payables are totalled from the sessions each person delivered. Then the cohort closes.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Lead Management
Every webinar sign-up, form and referral lands in one list, is assigned to an admissions officer and is followed until the learner enrols or drops.
- Price Lists and Schemes
Course prices, early-bird rates and coupon codes are held once, so admissions quote the same fee finance later invoices.
- Subscription Billing
Each instalment or monthly access fee is raised on its due date and collected against the learner’s plan, with lapsed payments flagged.
- Invoice Management
A tax invoice is issued per enrolment in the learner’s currency, and each receipt or refund is tied back to that invoice.
- Appointment Scheduling
Live classes are booked against an instructor, a cohort and a time zone, and attendance is marked after each one.
- Commission and Incentives
Per-session fees and revenue shares are totalled for each instructor from sessions held and collections received, ready for month-end payment.
- Ticket Management
A refund request, login problem or certificate query becomes a numbered ticket with an owner and a due time.
- WhatsApp, SMS and Email Notifications
Class links, cohort start notices and instalment reminders go out from the learner record by email, SMS or messaging.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the founder or programme head
See enrolments, collections, refunds and dropouts by course, cohort and affiliate or ad source, and compare one launch with the last.
For admissions teams
Work a list of webinar leads, book enrolment calls, confirm seats and send payment links, with each lead’s course interest and source in view.
For finance
Match gateway charges to learners, chase overdue instalments, issue invoices and approve refunds. Each action sits on the learner record.
For instructors
See your live sessions, your cohort lists, your assignment queue and what you are owed for the month, session by session, before finance pays.
For learner support
Work the ticket queue and see each learner’s plan, payments, enrolments and grades before replying. No more asking finance for a screenshot.
The numbers the owner asks for.
- Enrolments by course, cohort and affiliate source
- Collections against the instalment plans due
- Overdue instalments, failed card retries and access status
- Seat use, waitlists and completion by cohort
- Instructor and mentor payable for the month
- Refunds and chargebacks with their reasons
- Open support tickets by age
Who this is built for.
- Independent instructors selling cohort-based courses
- Companies with a catalogue of self-paced and live programmes
- Training providers that sell to employers as well as individuals
- Certification and exam-preparation businesses
- Creator-led academies with several instructors
- Course businesses selling in more than one currency
When it is not the right choice.
- A single free course with no payments can run on the learning platform alone.
- A school or college running timetables, grades and a fee register is better served by School and College Management System.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- Learning platform links
- Payment gateway export
- SMS
- WhatsApp or other messaging
- Video meeting links
- Accounting software export
Questions owners ask before a demo.
Is this a learning management system?
No. Lessons, videos, quizzes and SCORM packages stay on your learning platform, while this product runs the business around them: enrolments, fee plans, payouts, support and reports.
Can one learner be in several cohorts?
Yes. A learner record holds every enrolment, each with its own plan, balance and grade book, so support and finance staff read the whole position from one place before they reply.
How are waiting lists handled?
A full cohort takes names in order. When a seat opens through a transfer or refund, the next person on the waitlist is offered it and the officer records the answer.
Can a company pay for a group of learners?
Yes. An employer can be set as the sponsor, with one invoice, a purchase order number and a list of the learners it covers. Each learner keeps their own attendance and grades.
How are instructor payouts worked out?
From the live sessions delivered, the mentor hours logged and the rate or share agreed for each instructor. Finance reviews the total before paying. Payment itself happens in your bank.
Does it work for learners in different countries?
Yes. Currency, tax wording and notice language are set per country, while which rules apply to a given sale is a question for your accountant.
Can data from our current sheets be brought in?
Yes. Learner lists, cohorts and open balances are loaded from spreadsheets, gateway exports or platform rosters. Your admissions and finance leads check the loaded list before launch.
Who owns the learner records?
Your business does. The proposal names the format for exporting learner data before any building starts.
How is the price decided?
It follows the number of staff users, the courses and the connections you need. We show it working first and put the price in a proposal afterwards.
Do we need this for one course with a handful of learners?
Probably not. A sheet and a payment link will cope at that size. The need appears once cohorts, instalment plans, teaching assistants and affiliates multiply.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
See Online Course Provider Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
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- A reply within one business day
- Your details stay private
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