4 Strategies for Efficient Recruitment Partner / Agency Compliance Tracking

In today’s complex regulatory landscape, being able to prove compliance is key. It’s your institution’s responsibility to ensure training compliance for international student recruiting partners. With that in mind we have come up with 4 strategies for efficient compliance tracking in your student agency network. 

1. CRM System (with Additional Field for Training Tracking)

If you are currently using a CRM you can ask your provider to add additional fields to each company (agency). Some of the fields you want to add are fields to add the contact information of each student advisor, to track which of those student advisors have completed your training, including the date of completion. In the general view of your agency network, add a field called “Compliant” with Yes and No as options. Automate it so it says yes if at least one (or the percentage you decide) staff of the agency have completed your mandatory training

Pros:
Utilizes existing resources.
Customization to align precisely with organizational needs.
Consolidation of data and workflows in a single platform.

Cons:
Limited functionality in some systems.
Manual effort required for tracking.
Difficulty in tracking specific individuals within agencies.
Staff turnover at agencies is normally high which may complicate tracking.
You may be able to say you trained the agency but not an specific person. 

2. Implement Open Excel or Google Sheet Shared with Recruiting Managers

Having and implementing an online and shareable excel or google spreadsheets can be one of the strategies you can adopt to keep track of your agencies, agents, processes and activities. The system would require a recruiting partner information tab with details such as partner name, contact information, region/location and include columns for tracking compliance status, training completion dates, and any notes or comments related to each partner.

Pros:
Cost-free tool.
Accessibility from anywhere. 

Cons:
Risk of data leaks or data loss due to shared access.
Reliance on team members for consistent updates.

3. Develop a Custom Learning Management System (LMS) or Agent Portal

Developing your own LMS system or agent portal is a common strategy for institutions; however, it necessitates thorough marketing and design research to comprehend market trends and align with partners’ expectations. Selecting the appropriate technology stack is crucial for efficient development and testing, which demands substantial time, resources, and expertise.

Pros:
Scalable training solution.
Data ownership ensures information security.
On-demand training capability.

Cons:
High development and implementation costs.
Potential resistance from agents due to multiple LMS platforms to manage.
Ongoing maintenance expenses.
Might require the work of a Support Team to deal with the potential bugs and support problems in the LMS/Platform. 

4. Partner with TrainHub

Is the only platform in the industry fully dedicated to agent training, compliance, tracking, CRM, and allows you to invite your agencies to do the training, different from your own site, TrainHub allows your agents to see the training of every institution they represent in one place, therefore the usability and adoption is way higher than they needing to sign up for multiple platforms.

Pros:
TrainHub’s consolidated approach allows agents to access training from all represented institutions in one place, significantly boosting usability and adoption rates. The platform eliminates the need for agents to migrate to multiple platforms, streamlining their training experience.

TrainHub offers a range of training, including compliance and ethical business practices, in addition to integrating with esteemed organizations like the British Council.

TrainHub facilitates thorough tracking of personnel associated with agencies, enabling users to monitor individuals’ training progress and compliance status.The platform simplifies the process of promoting access to training materials, enhancing efficiency in monitoring and managing agency networks.

TrainHub allows users to conduct training directly within the platform and issue certificates seamlessly, streamlining the training and certification process for agents and institutions alike.

Cons
It’s a paid platform