Product documentation

Pricing Agreements

This guide explains how Pricing Agreements work in the Booking Portal and how they affect course pricing when booking learners onto events.

This guide explains how Pricing Agreements work in the Booking Portal and how they affect course pricing when booking learners onto events.

Contents

Overview

Pricing Agreements allow you to define custom pricing for specific customers. When a booking is made under an account with an active agreement, the system automatically replaces the standard list price with the agreed price.

This is commonly used in B2B scenarios where negotiated pricing applies to specific clients.

Example: A customer scans a QR code or uses a booking link, selects their organization during booking, and sees their negotiated price instead of the public list price.

Who this is for

  • customer coordinators booking learners onto courses
  • administrators validating that agreed pricing is applied correctly

Before you begin

Make sure the following are in place:

  • a Booking (B2B) Portal is configured
  • Pricing Agreements are enabled (contact Support or your CSM if needed)
  • customers/accounts exist that require special pricing
  • you have permission to create and manage agreements on accounts

Outcome: You are able to authenticate, manage agreements, and complete bookings through the portal.

How pricing agreements work

A Pricing Agreement defines agreed prices between your organization and a customer account.

When a booking is made:

  • the system initially displays the standard list price
  • once a customer account is selected, Administrate evaluates any active agreements
  • if a matching agreement exists, the price is automatically updated

Pricing is applied in real time during the booking workflow and does not require manual overrides.

Supported event types

Pricing Agreements can be applied to:

  • private events
  • public events
  • learning paths
  • items

Step 1: Check the agreement

Before booking, confirm that the agreement is correctly configured.

  1. log in to Administrate
  2. open the relevant customer account
  3. navigate to the Agreements section
  4. confirm:
    • the agreement is active
    • the dates are valid
    • the required courses or items are included

If no agreement exists or it is inactive, create or update it before proceeding.

Step 2: Book with agreed pricing

  1. open the Booking Portal
  2. select the course or event
  3. note the initial list price
  4. enter the learner’s details
  5. select the customer account during booking
  6. review the updated price
  7. complete the booking

Expected behavior

When pricing agreements are working correctly:

  • the list price updates automatically after selecting an account
  • the updated price reflects the agreed rate
  • the final confirmation shows the correct pricing

Troubleshooting

If the agreed pricing is not applied:

  • confirm the agreement is active and within valid dates
  • verify the course or item is included in the agreement
  • ensure the correct customer account was selected during booking

If the issue persists, contact your Customer Success Manager or Support team.