Global Optimisation (Time Zones)

If your company operates across many time zones, countries, etc. then there are several areas of the platform you can configure to suit your needs best.

Before reading the time zone functionality, it is very important to understand that the selecting a different time zone for a Training Provider will only offset the times of their courses on the calendar.

If the time zone of the Training Provider is Mountain Time, this is the time that will always display in the Course Calendar, and the Resource Calendar, will used an offset of hours based on the main providers time and date.

9:00AM on the Calendar is 9:00AM, in this example, for Mountain Time, if a trainer downloads an iCal link and saves it in their Outlook and they are in a different time zone, the time will be offset from the courses own Time Zone.

If the Trainer is in Central Time, when they download an iCal for a course starting at 9:00, it will save to their calendar as 10:00 am.

This is because there is an hour difference between Mountain Time and Central Time, and the Providers calendar is in Mountain Time, the Trainers own calendar is in Central Time, so to make sure the times match up, the iCal will make allowance for the real time of the course in the Trainers own time. the course will be stamped with the Time Zone it is in so that the Trainer can tell that although the time is an hour different in their own Time Zone, they know the time of the course is actually 9:00AM.

Time zones

If your company operates over multiple time zones, there are different options to consider for scheduling your courses:

Separate Training Providers per time zone - the benefit of this is that each time zone can have its own calendar and currency. If you require a change in time zone during your Implementation, please contact your Implementation Manager to request this change. However, if you are live with your accessplanit platform and require a change, please raise a ticket with our Support team.
One Training Provider using a time zone, with courses scheduled the correct amount of hours ahead/behind - the benefit of this is all courses are in one calendar and you can use iCal links so Trainers and Delegates can add courses to their calendars in their own time zone. In this example you would choose the time zone that suits all course.

IMPORTANT: When setting up iCal links, make sure that the Training Provider of the course, has an email address.

For this functionality to work, it needs to be able to determine who the event organiser is, and differentiate them from other attendees. You can double check this by going to 'Accounts' finding the provider of the Course/event in question, right-click editing the record, going to details, and checking 'email address' is populated.

If iCal links are also in use for the first time, please check with our Support team or if in project, your Implementation Manager, that all required platform configuration settings are also enabled.

3. Scheduling courses in one calendar in whatever the local time should be

A time zone can be set per Training Provider by editing the Account itself:

A time zone can also be set per Course by editing the Course itself:

Translations

If you are using multiple languages on accessplanit, you will require the Translation tool.

To learn more about the Translation tool and how to use this on the platform, click here.

Terminology

There is certain terminology or date formats on the accessplanit platform that may need to be configured to suit the country that your company is based in.

If you require a change in terminology during your Implementation, please contact your Implementation Manager to request this change. However, if you are live with your accessplanit platform and require a change, please raise a ticket with our Support team.

Date Format

You can change the date format in the following areas:

Shopping Basket

You can customise how your date displays for courses within your Shopping Basket:

This can be accessed as follows:

Go to Profile > Administration.
Go to Shopping Basket Options.
Right-click on the Training Provider and click Text.
Change the Date Format field.

Ticking the box Include Time Zone allows you to display the timezone of your course dates.

Learner Portal

The date format within the Learner Portal can also be changed:

You have two options for the Learner Portal date format:

Set to a certain format, e.g. dd/MM/yyyy HH:mm
Set to browser locality, so that date format will match whichever browser locale is being used when the user is logging into the platform

To change this, please raise a ticket with our Support team.

Communications

Alongside the Translation tool changing the text within the platform, you can also send out automated communications to your users based on their Preferred Language or the course’s Training Provider.

For example, if you are sending a “Booking Confirmation” email to a Delegate who is attending a Course under a French Training Provider, and therefore the email text should be in French, you would add the second rule.

Another example would be if a Delegate has selected their Preferred Language as English, then you would use the first rule, regardless of the Training Provider of the Course.

Finance

You can change the currency of a Training Provider in the following area:

Go to Accounts DataGrid
Right click on the Training Provider
Select Edit
Scroll down to Taxation Details
Alter the currency using the drop down

If you require more currencies exposed during Implementation, please contact your Implementation Manager to request this change. However, if you are live with your accessplanit platform and require a change, please raise a ticket with our Support team.

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