Seminar management software with just one database for all your tasks

From the management of participants and lecturers and room and resource management through to financial accounting

unitop NPO Academy is an all-in-one solution that seamlessly covers your requirements. It ensures that there is a perfect synthesis of all processes and that internal and external communication works properly. It stands out thanks to a scope of services that is more extensive than with any comparable solution. The following excerpt will give you an overview of our software:

Event management

Event management is the core element of our unitop NPO Academy industry solution and enables the professional planning, implementation and follow-up of your events. You can pre-enter events in the events template to a large extent so that you hardly have to record any master data when actually scheduling an event. You have all key information at a glance on the events screen - from the participants and lecturers through to the allocated venues. Various utilisation ratios and KPIs round off your events management. 

Attendee and instructor management

Record and manage your attendees and instructors with state-of-the-art CRM functionalities. Assign several addresses and invoice addresses as well as any qualifications and educational attainments to your participants. You can see the entire training background of you participants at a glance through the seminar history.

You can manage your instructors just as professionally. Define detailed instructors contracts for accounting purposes as well as key topics to facilitate the deployment of instructor. See at a glance which events your lecturer has already run and which are still outstanding. Of course you can also view the complete correspondence between you and your instructors quickly and easily.

Pre-/post calculation

Apart from meeting your qualitative targets, an event must of course also be profitable. Preliminary and post calculations will help you with this. Define various calculation templates for different events to ensure that you consider all possible income and expense items when planning an event. A break-even calculation clearly shows if your planning is economical. Once you have calculated an event, you can release the planning, letting unitop NPO take care of the rest. All actual income and expense items are now gradually allocated to the event so that you have an accurate overview of the profitability of your events at any time through the post calculation.

Course instructor evaluation

It is becoming increasingly important to achieve long-term sustainability with the high quality of your own events. The evaluation of lecturers helps with quality assurance. Define an evaluation sheet for each event with questions about the lecturer, topic, venue and also about general topics. Then you can evaluate the KPIs that are identified. unitop NPO supports you with different interactive graphical evaluations for a better understanding of the KPIs.

Room planning

No matter whether you are running your events on your own premises or at external venues, the room and resource management function supports you with the planning and implementation of your events. Define equipment details and seating configurations for your rooms and use a freely definable time grid to specify the times at which your rooms should be occupied. The graphical room and resource overview shows you at a glance the rooms in which events are being run and where you have planned to use your projectors, notebooks and workshop moderation. If you need to reschedule events, rooms or resources, you are supported by convenient rebooking functions so that you have a quick overview of your current events planning.

Financial management

The financial management function in Microsoft Dynamics NAV supports you with all internal and external accounting tasks. The general ledger accounting function allows you to manage several financial customers so that you can clearly separate the operations of the association and commercial business as well as any other customers from each other. You can consolidate customers and exchange documents electronically between customers - for example, if the commercial business charges the association for a service. The system also supports you with the preparation of your advance turnover tax return and electronic balance sheet.

In addition to general ledger accounting, you can also manage accounts payable and accounts receivable transactions and process payment transactions. SEPA (Single Euro Payments Area) requirements are fully satisfied. Budget management, a cash forecast as well as comprehensive financial reporting round off the scope of this function. The financial management is certified and complies with the principles of proper financial accounting. We will be happy to provide you with a copy of the certificate. 

Cost accounting

Microsoft Dynamics NAV not only offers you cost-centre and cost-unit accounting but also a financial controlling tool that you can use to evaluate any number of dimensions (e.g. the cost centre, cost unit, region, campaign, etc.). The individual dimensions can be combined with each other and arranged hierarchically so that they meet your cost accounting requirements. You can also budget in every dimension - for convenient planning of your budget.

Fixed assets

The fixed asset function enables you to professionally manage your tangible and intangible assets, taking into account the requirements of commercial and fiscal law. You can see the entire life of an asset at the touch of a button - whether it's acquisitions, appreciations, depreciations or special depreciations. You can calculate acquisitions by simulating different scenarios using planned assets.

Enterprise resource planning (ERP)

No matter whether you manage a few items in your office or have multiple warehouses: the enterprise resource planning (ERP) function in Microsoft Dynamics NAV provides you with professional support. Store supplier-related purchase prices and sales prices for your items by customer groups (e.g. members). The system supports you with order proposals based on minimum quantities so that you always have the right number of items in stock. You enter orders manually or automatically via an interface, for example, from your online shop. When you have picked an order, Microsoft Dynamics NAV supports you with the shipping so that your members and customers receive the goods that they have ordered as quickly as possible. Should you receive a complaint, you can handle this easily through the system.

Document management (DMS)

With unitop NPO Academy you get a complete and professional document management system. It reduces your employees' search and handling times by using document management for the transaction-based and contact-related storage of incoming and outgoing correspondence, such as incoming mail or e-mails. In addition, the system supports document versioning so that you always work on the current version, especially when creating complex documents, such as agreements. You can also make stored documents unchangeable.


Workflow control supports all work routines in which several employees are involved - for example,  checking incoming invoices or creating and signing certificates of attendance. This ensures that the defined tasks are completed on schedule in the correct order; your employees automatically receive notification. Workflow control provides valuable services, especially for time-critical processes or approval procedures.

We support you with the IT infrastructure and the IT project management

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Murat Gökyar
Phone: +49 2151 349-1158
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