Clients and organizations

Keep sponsoring clients, account ownership and training provider units connected. Clients hold the sponsor and billing terms; Organizations distinguish the provider unit that owns the work. Instructors staff links the account owner to a staff record. A client can sponsor more than one engagement without duplicating account details.

• Record owner. Account Owner records the sponsor, contact and billing terms. Admin maintains the training provider unit. Program Manager uses the same client link when creating a cohort engagement.
• Shared context. The cohort engagement connects sponsoring clients, delivery activity and later billing. Staff use the same engagement link when a question crosses teams.
• Review point. Check the record and its related status before the next owner acts. Keep the original item available when a correction is needed.

Agree who can change client status, which provider unit owns each account and who handles billing questions. Keep the account owner on the client record so a disputed tuition item has a person to contact. Make the handoff owner explicit so a pending record has someone who can resolve it. Use a real cohort during rehearsal and compare the visible record with the source agreement or delivery note.

A regional training group works with a prospective client. The account owner captures its primary contact and billing terms, then moves the client from Prospect to Active when the relationship is ready. The program manager selects that client on the proposed cohort engagement. Later, a billing coordinator can follow a milestone back to the engagement and the sponsoring client. Trace the change from the source record to the linked cohort and its relevant list. Check the date, owner and amount against the underlying teaching or billing event. Correct the source item when they differ, then check the cohort totals again.

Before an account becomes Active, compare its billing terms with the client agreement and confirm the primary contact. When a sponsor has several cohorts, keep one client record and distinct engagement records. This lets the account owner answer a collection question without blending the delivery status of separate cohorts. Review the owning organization when a regional office takes responsibility for a client.

• Client Prospects — Prospective sponsors with a named account owner and contact.
• Active Clients — Current client accounts and billing terms.

See cohort setup, session review, milestone billing and tuition collection. Use the data model to trace the exact record links.