Agreements help Administrators to manage and track funding from external partners, such as businesses, scholarship programs, or other sponsors, who cover course costs for Learners. You can define payment terms, set funding limits, and manage eligibility requirements, giving you a streamlined way to administer third-party funding with clarity and control.

Note: The external partner / organization must exist in the system as an Affiliation to be used. Agreements also require a valid start and end date to determine how long the agreement is effective.

To create a new Agreement, navigate to Financials > Agreements > Click Add Agreement:

Provide a name for the agreement, and keep in mind it will be visible to Learners. Choose something that is easily recognizable to them as a funding source.

Set the start and end dates for when the Agreement is valid for Learners.

Between these dates, Learners will have the funds available in their account to be applied to course purchases. The course/section does not need to occur between these dates; it simply controls when the funds are available to Learners when enrolling.

Next, select the type of Agreement you wish to create. Three types are currently supported:

1. Pay up to a certain amount per Learner

These allow the partner organization to agree to pay up to a certain dollar amount for each Learner specified. For example, if the amount is set to $2,000 – then the Learner can spend any amount up to $2,000 which the partner organization agrees to pay on their behalf.

2. Pay a flat fee for all Learners

When a partner organization wants to purchase a class or set of classes for Learners at a specific price point, the Flat Fee option allows you to specify the exact price the partner organization pays, regardless of what the Learners decide to enroll into. For example, an Affiliation might pay $10,000 for all their Learners for the year.

3. Pay based on number of seats purchased

Using the seat-based option, you can designate a specific number of seats that will receive funding. These seats can be available to all Learners in an affiliation, or you may assign specific Learners. Using this option, you must select specific course(s), input the cost per course, and input the total quantity of seats that are purchased.

Learners can be chosen in one of two ways:

​1. All Learners in the Affiliation

Learners can belong to multiple Affiliations, so one way to assign them easily into an
Agreement is by designating them to be an Active Learner inside of the Affiliation
responsible for the Agreement. This choice will automatically include all active Learners who are in this Affiliation.

2. Specific Learners

This option allows you to choose specific Learners from the Affiliation. The Learner MUST be part of the Affiliation that the Agreement is with (note: Learners can have multiple Affiliations).

There are three options available for Course selection on Agreements:

​1. All Courses in my Affiliation

This option allows the Learner to be covered financially towards any Course associated with the partner Affiliation.

2. Any Course available to the Learner

This option considers all of the courses each individual Learner has access to and includes them as part of the covered Agreement.

3. Specific Courses

Allows you to specify any course in the system that the Learners should be covered for, regardless of what Affiliation it belongs to.

Learners can make purchases with Agreements they are included in. If those Agreements are flat fees, that specified dollar amount goes directly onto the Affiliation’s Financial Account at the time of the Agreement creation. If the Agreement is “up to a certain dollar amount”, those transactions will accrue as they are made and appear on the Affiliation's Financial Account as they happen.

Note: Split payments are not currently supported. A course offering must be less than or equal to the agreement amount. A learner will not be able to purchase a course that exceeds the agreement amount and pay the difference.

Agreement funding is returned automatically in most situations where a sponsored registration ends. The paired ledger entries created at checkout are reversed, and the money becomes available on the agreement again for another learner to use.

Funding is returned in each of these situations:

In all four, the funding row on the learner's Ledger is reversed for you, so the account balances on its own and no manual adjustment is needed. The funds return to the agreement's available balance, and the learner can register again under the same agreement.

Per-Learner Amount Cap
The Funding for {learner} charge posted to the funding organization at checkout is reversed, and the amount stops counting against that learner's cap.
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​Flat Fee for All Learners
The funding organization's account keeps the full flat fee posted when the agreement was created, which is expected — that lump sum is not affected by a single learner's drop. What does change is the record of who consumed which slice of it. The dropped learner's slice is released, so later registrations under the same agreement no longer fail with an insufficient-funds message.
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​Seat-Based Funding
The seat becomes available again for another learner, and the learner's funding row is reversed.
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A drop made after the grace window has closed does not release agreement funding. This is intentional: the organization keeps the money for a late drop, exactly as it would for a self-paid registration.
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Note: For refund handling on non-Agreement payments (credit card, cash, check, coupon), see Purchase Adjustments & Payment Refunds.

Agreements cannot be fully deleted, but they can be terminated at any time by navigating to the Agreement, clicking “View Details”, clicking the “Terminate Agreement” button, and filling out the “Termination Reason” field.

Terminating an Agreement is the best way to remove it from the Learner view when all seats or funds are exhausted. Otherwise, Agreements will continue to display (as shown in the next section) even if no seats are available.

Learners will see the name of Agreements, so it’s important to choose proper names. When a Learner logs in and views the Catalog, they will first be presented with their available Agreement(s) in a drop-down. Learners can switch between agreements, as well as “View the Catalog without Funding”. The latter option will give them full access to any course in their Catalog, whereas each Agreement option will only filter to display the relevant courses.