How CYPHER + Training Orchestra streamline complex ILT operations

CYPHER Live in review

Instructor-led training (ILT) and virtual ILT (vILT) remain some of the most impactful learning formats—but also some of the most operationally complex. Scheduling instructors, coordinating rooms and equipment, managing costs, tracking attendance, and keeping everything aligned with learner progress can quickly overwhelm even the most capable L&D teams.

In our recent CYPHER Live session, Mark Schuster (Head of Product at CYPHER Learning) and Peter Ołyarczuk (Sales Director at Training Orchestra) demonstrated how pairing a modern learning platform like CYPHER Learning with a purpose-built Training Management System (TMS) eliminates that complexity and delivers a seamless ILT experience from back-office scheduling to front-end learner engagement.

Why organizations need a TMS for ILT

Over the last two decades, organizations have matured in e-learning delivery—often adopting powerful LMS platforms like CYPHER. But ILT operations are still commonly run through sprawling spreadsheets, email chains, and manual processes. As Peter emphasized:

• No LMS—CYPHER included—is built to handle heavy-volume ILT logistics alone.
• Organizations struggle most with trainer scheduling, availability tracking, resource assignments, cost visibility, and scalability.
• A TMS like Training Orchestra is purpose-built to handle this “back-office engine” of ILT, while the LMS focuses on the learner experience and course engagement.

This separation of “front office” (LMS) and “back office” (TMS) allows each system to do what it does best—while seamless integration keeps everything unified for learners and instructors.

Inside Training Orchestra: powerful ILT scheduling & resource management

Peter walked through Training Orchestra’s core capabilities, showing why it excels at ILT operations at scale:

1. Centralized scheduling of any ILT or vILT format

Create sessions ranging from one-hour webinars to multi-week blended programs, with full control over timing, breakouts, virtual or physical rooms, and more.

2. Trainer management with real-time availability

The platform tracks everything about each trainer, including: skills & expertise, approved courses, location & travel availability, conflicts (like PTO or overlapping sessions) and cost and utilization.

This allows teams to assign the best-fit instructor with confidence.

3. Resource allocation made simple

The allocation dashboard shows what’s required–such a specific room or specialized equipment, what’s available, and where conflicts occur. Then it allows instant assignment with drag-and-drop efficiency.

4. Cost tracking & operational visibility

Every session automatically aggregates trainer fees, room costs, external services (like catering) and any additional expenses, giving teams BI-level insights into ILT ROI, utilization, and budget allocation.

5. Automated milestone & document management

Training Orchestra ensures that nothing slips through the cracks, with:

• Task-based milestone tracking
• Document workflows (instructor invites, catering confirmations, reminders)
• Bulk or automated communications

These features help eliminate administrative errors and improve operational rigor.

How CYPHER + Training Orchestra work together

After Peter’s demo, Mark walked through how ILT sessions created in Training Orchestra appear—in real time—inside the CYPHER platform.

The integration workflow

Data flows smoothly with the out-of-the-box integration between CYPHER and Training Orchestra: 

1. Scheduling happens entirely in Training Orchestra.
2. Each ILT session is automatically created in CYPHER as a course child.
3. Courses, sessions, trainers, and resources sync between systems.
4. Any updates in Training Orchestra instantly update the corresponding session in CYPHER.

What this means

Pairing Training Orchestra with CYPHER Learning offers a lot of benefits for all your users.

For administrators

• No manual data entry or session duplication
• Unified tracking of learner enrollments, attendance, communications, and performance within CYPHER

For instructors

Instructors see ILT sessions assigned to them directly in CYPHER where they can access all of the tools and resources available to them in CYPHER, like:

• Course details, schedule, and materials
• Enrolled learners, attendance tracking, and grading workflows
• Administrative tools such as messaging, assessments, groups, and discussions

For learners

Learners experience the session as a fully integrated part of their CYPHER learning journey and:

• View sessions in the catalog, alongside all other courses and learning resources
• Enroll (or be enrolled) from CYPHER
• Receive calendar invites and automated reminders
• Access course materials, discussions, and follow-up assessments
• Track progress and completion inside CYPHER

Why this integration matters

Mark summed it up perfectly: ILT scheduling can feel like “taming the beast.” For organizations running dozens—or thousands—of sessions monthly, the administrative burden is enormous. Training Orchestra solves the operations challenge, while CYPHER elevates the learning experience. Together, the two platforms create a unified ILT ecosystem that is:

• More efficient for administrators
• More intuitive for instructors
• More engaging for learners
• More cost-transparent for leaders

Final thoughts

This CYPHER Live session demonstrated how pairing the operational strength of Training Orchestra with the learner-centric power of CYPHER produces a best-in-class ILT experience.

• Training Orchestra ensures ILT is scheduled, staffed, resourced, and cost-optimized.
• CYPHER ensures ILT is delivered beautifully, tracked accurately, and integrated seamlessly with the full learning experience.

As Mark noted, teams managing heavy ILT workloads will wish they had this system years ago.

If you’d like a deeper dive into how the integration could streamline your own ILT operations, contact your CSM to schedule a full demo.

Watch the full webinar