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Steps to schedule a public Course

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Learn how to schedule a course on the same day each week in your accessplanit platform and advertise them through your website and your Learner Portal.

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Follow this page to learn the steps to schedule a recurring Courses!

(plus) Create Recurring Class Courses

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The first step is to create your recurring Courses, you will base this on an existing Course Template to save a lot of time typing in the typical information about each Course.

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titleCreate Recurring Class Courses

  1. Click Profile and then Administration

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  2. Depending on which type of Course you would like to create, navigate to Create Recurring Class Courses or Create Recurring Web Courses

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  3. This will open a new page which asks you to select your Training Provider, Course Template and Override Alias

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  4. Once you select your Course Template, the page will automatically add additional sections that will need to be filled in

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  5. The next section is ‘Scheduling’, Here you can enter the start Time of your Course, the Duration, the Course status and which Delivery Method you would like the recurring course to be.

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    You can select whether the duration is in Day’s, Hours or Minutes. The Delivery Method can be either public or in house

  6. Now we need to select the number of minimum and maximum places for our Course

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  7. The next section is where you would select your Resources. This includes your Venue and Trainer. Using the ‘Select’ buttons choose your Trainer and Venue. By clicking the Select buttons, this will open a pop up where you can choose your Resources from
    a. Trainer:

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    b. Venue:

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    It should then look like this:

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  8. Next we need to add the financials for your reoccurring Course. Here you can enter the Cost of your Course, the Cost Type and whether its going to be per Delegate, Session, Hours, Day or Delegate Day. You can choose whether it is Tax Exempt or not and if the Expenses are Rechargeable.

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  9. the next step is to decide whether your reoccurring Course will be Sessional or not. If left un-ticked you can move on to Step 9. If you choose to make your Course Sessional then additional information will be required
    a. Un-ticked

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    b. Additional fields will appear when the box is ticked. From here you can select the Sessional cost Type and the Minimum and Maximum Sessions for this Course.

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  10. The next section is to choose whether you want to Advertise your Course or not. You can do this by selecting the tick box available.

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    Advertise course in internal accessplanit course search and web results. The Course Template advertise checkbox must also be checked otherwise this Course will not be advertised

  11. Select if you would like the Waiting List to be enabled or not

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  12. The next sections are based on the recurrence of the Course

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    Here you can decide when the Course Recur’s from, whether or not it has a date when it will stop recurring, how many Courses you want to create, whether its Daily, weekly etc, the Interval and whether or not to include weekends.

Interval means that you can choose the number of days, weeks, months, or years that exist between each course instance.

  1. Once all the information has been entered, click the ‘Create’ button in the top right corner

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  2. A pop up box will appear confirming that the courses have been created

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You may receive a message to inform you that the Venue capacity doesn't match you maximum places, if this appears, just amend the maximum places and the Courses will be created.

🔎 Check over your scheduled Courses

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The second step is to check that your Courses have been scheduled on the correct days, and make any necessary amendments

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titleCheck over your scheduled Courses

  1. From the main Navigation Menu, select Courses>Calendar

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  2. This will open the Course Calendar view

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  3. Use the Calendar View options in the top right corner to change the view to Day, Week, Month and Timeline

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  4. You can also use the arrows in the top left to change the Day/Month

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  5. You will now see all the Courses available within the view you have chosen (in this case, month view has been selected)

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    Make sure that if your recurring Courses are Sessional that you have turned off the ‘Hide Sessional Head Course’ and ‘Hide Sessions of Sessional Course Template’ otherwise your Courses will not show.

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  6. If you need to make any changes to the Course date within the calendar, right click on the Calendar entry and select Edit

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  7. A ‘Edit’ pop up will appear so that you can make any changes from here, once done, click ‘Save’ in the top right of the pop up box.

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(tick) Advertise your Courses (optional)

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The final step is to advertise your Courses so that they appear for bookings on your website and within your Learner Portal.

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titleAdvertise your Courses

  1. Depending on which Course you wish to Advertise go to Course > Class or Web

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  2. This will open the Courses DataGrid

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  3. If you do not yet have an existing filter, click on the ‘Filters’ drop-down button to the right of the filters bar

    Create new filter

     

  4. Click on the ‘+ Create New’ option 

    Create new filter

     

  5. Create your new filter using the following settings:
    Course Template ID - Is In- Course Template ID
    Date Created - Period - Today

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  6. Click the ‘Preview’ button to check that your filter works as you expect!

    Preview button

     

  7. To save your Filter for future use, enter a Filter name in the text box next to the green ‘Save’ button

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  8. Click on the 'Save' button

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  9. Your DataGrid should now only show you Courses that have been created today and has the Course Template ID you have selected

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  1. Add in your ‘Advertise’ column to show which Courses are currently Advertised and which are not.
    a. To add additional columns into your DataGrid, click on the ‘Change Columns’ button at the top right of the DataGrid results

    Change column button

     b. Use the ‘+' button to add new columns in, search for the column you require (Advertise) and click on the 'Apply’ button

    Add button and Apply button

     c. You will now see the information you need, within your DataGrid

  2. Select all Courses you wish to Bulk Edit

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  3. Click ‘Bulk Edit’ at the top of the DataGrid

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  4. The first option available that appears when you click Bulk Edit is ‘Advertise’ you will see the little checkbox next to the drop down. Tick this box

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  5. Click ‘Save’

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  6. You will see that all Courses Selected are now showing as Advertised

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Please Note: Ensure the Course Template advertise checkbox is also ticked otherwise this Course will not be advertised.