Administrate is training management software, for training providers and for companies that run training in-house. It was founded in Edinburgh in 2012, has an office in Bozeman, Montana, and raised $6.4 million in 2023 in a round led by Hambro Perks.
Its customers include TÜV SÜD, Maersk Training, Roche Diagnostics, Siemens Healthineers, Royal Caribbean Group and BPP.
Running the training calendar
Administrate handles the logistics behind every course: scheduling with conflict alerts, instructors, rooms and equipment, course templates and learning paths. An AI Scheduler helps fill the calendar, and Automator builds workflows without code. Learners get their own portals, and there’s a built-in learning management system for online content.
Selling courses online
WebLink puts a training catalog on a provider’s own website through embeddable widgets, so customers can find courses and book seats. Payments run through Stripe, Worldpay or MultiSafePay, or by invoice.
Administrate’s integrations
Administrate connects to Salesforce, HR and learning platforms such as Workday, SAP SuccessFactors, Cornerstone and Docebo, and to Zoom, Microsoft Teams and Webex for virtual classes. Calendar sync covers Outlook and Google Calendar, and Credly issues digital badges.
The integrations page lists no HubSpot, QuickBooks or Sage connector. Links to those run through the APIs below, or through Automator, which is powered by n8n and ships with example workflows such as importing learners from a spreadsheet.
What flows between Administrate and Salesforce
The Salesforce integration runs one way, from Salesforce into Administrate, and covers accounts and contacts. After a first full sync, changes arrive in near real time, matched on the Salesforce record ID. Nothing travels back through it, so bookings made in Administrate don’t appear on the Salesforce account.
Administrate needs every account name to be unique, and Salesforce doesn’t, so a second account with the same name fails until it’s told apart, usually with an alias field or the account number added to the name. Support switches the integration on and agrees which fields sync, and failed records wait in the integration logs with a retry button.
Course invoices and payments in Xero
An invoice goes to Xero in the hourly run after it’s finalized in Administrate, and payments recorded against it in Xero come back each hour too. Each currency and tax rate on an invoice has to be mapped to its Xero match first, along with the ledger account. Anything added later, like a new currency for an overseas client, needs mapping before an invoice can use it.
Administrate’s GraphQL APIs
Administrate has three GraphQL APIs: Core for the back office, LMS for learning content and progress, and WebLink for selling online. The Core API signs in with OAuth 2.0, either as a user or as a service account for background integrations.
Webhooks fire when a course is created, updated, published or canceled. They’re signed and retried if a delivery fails. The API allows 6,000 requests every five minutes, and a full sandbox is available for testing.
The older REST API was retired in May 2026, and Administrate gives at least three months’ notice before removing anything from the API.
Between the course and the books
Administrate already holds the calendar and the bookings, so most of a training provider’s other systems can work from it. A confirmed booking can create or update the learner in HubSpot, and a finalized invoice can post to QuickBooks or Sage, the two gaps its built-in connectors leave.
The GraphQL APIs and webhooks cover both, and Automator handles lighter jobs without code. Whichever route a link takes, it needs an owner once it’s running, and the hours each one saves decide the order. Bookings still copied between systems by hand are a cost worth counting on their own.