What's New: March 2023

Credit Notes - Sessional Courses

You can now opt-in to a change to the way that your Credit Notes are displayed for Sessional Courses.

Currently, if you cancel or transfer a Delegate from a Sessional Course, the resulting Credit Note will only contain the parent (sessional) Course, it will not include the individual sessions that the Delegate was booked onto.

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This can make reporting on income quite tricky if you charge per Session rather than charge for the Course as a whole, particularly if any of your sessional courses span over several months! As while your income for the course will be allocated to each session, any credits will be allocated to the parent course which may have been several months earlier than some sessions.

Following this release, you will be able to have your Credit Notes for Sessional Course Delegates & Placeholders contain a line item for each Session

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If you would like your platform to be updated so that your Credit Notes list each of the Sessions that the Delegate was booked on, in addition to the parent Course, then please get in touch with a member of the accessplanit team here and we’ll get that set up for you!

Workflows - Send Document Templates as Word Docs

Emails sent out using Workflows in accessplanit platforms very often have Document Template attachments.

This is the easiest way to automatically send out course certificates to your customers, sign in sheets to your trainers, and joining instruction letters to your delegates!

Up until now, it has only been possible to email your Document Templates out as PDF attachments, which of course works well for certificates.

In this latest update you will now be able to email your Document Templates out as Microsoft Word attachments. This means that you can email your Document Templates in an editable format for your Delegates/Trainers!

Whether you want to send your Trainers a register which they can add additional Delegate information into, or whether you want to send your Delegates a pre-Course checklist to complete, it is now possible!

To send a Document Template out as a Word document, make sure that it has been uploaded to your accessplanit platform in a Word Document format, then check the new checkbox option ‘Keep original document type when emailed’.

When this Document Template is then included in your Workflow Emails, it will be sent as a Word Document instead of a PDF.

Please note, other file formats such a PowerPoint, Text files (txt), Image files (png and jpeg) are not supported through Document Templates. These files should be attached as Files.

Nominal Codes & Cost Centres

To better support finance integrations, you can now capture Nominal Code and Cost Centre invoiceable items throughout your accessplanit platform!

Nominal Code

Nominal Code is now available as a drop-down option in the following forms throughout your platform:

• Course Templates

• Courses

• Vouchers

• Products & Services

• Discounts

To define your platform’s Nominal Codes, go to Administration > Custom List Items and add new Custom List Items using the Item Type of ‘Nominal Code’.

Your Courses will automatically inherit the Nominal Code from the Course Template to save you time each time you schedule a Course, however you can override that per Course if required.

In addition to the above, we have also implemented a default Nominal Code setting which sits behind the scenes. This default will be used for any items that are invoiced without a Nominal Code assigned to them, please get in touch with a member of the accessplanit team to have a default Nominal Code put in place!

Cost Centre

Cost Centre is now available as a free-text box in the following forms throughout your platform:

• Course Templates

• Vouchers

• Products & Services

• Discounts

If you do not need to capture Nominal Code and Cost Centre information throughout your accessplanit platform, then you can easily hide these new options to tidy up your forms by using the Configure Forms feature. Please get in touch with a member of the accessplanit team if you would like to have access to this feature!

Finance API Feeds

In this update there are several additions to the Invoice Items API endpoint to better support integrations into Accounting and Bookkeeping systems!

Within the Invoice Items feed you will now find:

1. Nominal Code

2. Cost Centre

3. Line Description (item label)

Nominal Code & Cost Centre

The below table outlines where the API Feed will fetch the Nominal Code and Cost Centre information from

Line Description

Each item within the API Feed is now supported with a description to provide more context for what is being invoiced.

Here are a few examples:

Custom Fields - Support for Booking Based Fields

Your accessplanit platform is built to be configurable to support a big range of processes and ways of working, and Custom Fields plays a big role in this.

Using Custom Fields you can capture extra information for your business and processes.

You can decide what your Custom Fields are called, where they are located, and whether they should be a text box, a date selector, a drop-down box, or a number!

Custom Fields can then be included in your DataGrids, your Workflows, reports, and on your Dashboards to make sure your information is accessible to your full team.

You can already add your own Custom Fields into your accessplanit platform for Users, Accounts, Course Templates, Courses, and Invoices, and now, we have expanded the Custom Field options to now also cover Bookings!

Once you have added a Booking-based Custom Field, you will be able to view it in your Bookings DataGrid and include it in your booking-based reports!

You will also be able to include your Booking-based Custom Fields in the Manage Booking step of your Checkout basket, which means that your customers can provide you with information relating to the booking themselves!

Checkout - Prevent Multiple Currency Baskets

If you have multiple Training Providers in your accessplanit platform to offer Courses in a variety of currencies, then you previously would not have been able to switch to accessplanit’s new Checkout Basket.

Previously, the Checkout basket did not prevent a customer purchasing a Course in Euros and a Course in US Dollars at the same time, and paying for the whole basket in Euros.

There is now a rule in place to prevent that, and if someone tries to add a Course or Product to their Checkout Basket that has a different currency to the existing items, the item will not be added.

Checkout - Tax Exempt Customers

The Checkout basket now supports Tax Exempt Accounts, this means that if any of your customer Accounts are set to ‘VAT Exempt’ will not be charged tax for their bookings through Checkout.

Tax will be removed from a booking, when a VAT Exempt Account is selected as the Bill To in the Checkout basket.

Checkout - Adyen

Our latest Payment Gateway addition to the Checkout Basket is Adyen!

Our integration with Adyen not only supports card payments, but it also supports managing payments in installments! You can define the maximum number of installments available to your customers, and apply an interest rate. Within the Checkout basket, your customers can then select how many installments they would like to make to view how much their total is.

Adyen also supports a range of local payment methods through PayU.

Checkout - Support for Different Languages and Overwriting Translations

The Checkout Basket has previously supporting English and Danish, it now has support for a much larger range of languages, including:

• German

• French

• Spanish

• Portuguese

• Swedish

• Japanese

• Chinese

• Norwegian

• Welsh

The language drop down box at the top of your Checkout basket will now be populated with each language that you have enabled in your accessplanit platform.

Once you have selected a language, the basket will reload in that language.

For super-admins, you will also be able to correct any translations on the fly yourself using the Dynamic Edit overwrite feature!

If you do not currently have any additional languages enabled in your platform, and you are interested in having some enabled, please speak to your CSM for more information!

Checkout - Multiple Registration Forms

It is now possible to set up a different Registration Form for each of your Training Providers!

This is very helpful if your Training Providers operate completely separately, and/or they need to capture different information about the Users who register for their Courses.

You will now find the Registration Form Builder within the 'Training Provider Options' from the Checkout Options page.

Once you have built a Registration Form for one of your Training Providers, that form will be available for you to select and copy to your other Training Providers where you can then make tweaks to it for this provider only!

Not only is this a big time saver, it also means that there is less pressure to get every field labelled correctly every time!

When you customers then land in your Checkout Basket to make a booking, they will see the appropriate Registration Form based on the Course that they are booking.

Please note that if a Booking User adds Courses from multiple Training Providers into their basket before they register, then they will be shown your ‘default’ Registration Form. Please have a chat with a member of the accessplanit team if you are unsure which Training Provider is your ‘default'.

Checkout - Multiple Manage Booking Steps

Very similar to the above, it is now possible to set up a different Manage Booking steps for each of your Training Providers!

The Manage Booking step is in place to support you with capturing additional information about the Users that are attending your Courses, therefore being able to set up different forms for each of your Training Providers is very helpful if your Training Providers need to capture different information about their Delegates.

You will now find the Manage Booking Form Builder within the 'Training Provider Options' from the Checkout Options page.

Once you have built a Manage Booking Form for one of your Training Providers, that form will be available for you to select and copy to your other Training Providers where you can then make tweaks to it for this provider only!

Not only is this a big time saver, it also means that there is less pressure to get every field labelled correctly every time!

When you customers then land on the Manage Booking step in your Checkout Basket following a booking, they will see the appropriate Manage Booking Form based on the Course that they have booked.

Please note that if a Booking User books Courses from multiple Training Providers into their basket before they register, then they will be shown your ‘default’ Manage Booking Form. Please have a chat with a member of the accessplanit team if you are unsure which Training Provider is your ‘default'.

Checkout - Capture Booking & Delegate Information in the Manage Booking Step

Your Booking and Delegate-based Custom Fields can now be included in your Manage Booking step in your Checkout basket!

This means that you can capture information from your customers relating to both their booking, and any custom information that you store for your delegates, within the basket.

You will find your Delegate and Booking-based Custom Fields in the ‘Add Delegate Fields’ and ‘Add Booking Fields’ sections of your Manage Booking Form Builder, to be dragged and dropped into your Form!

Checkout - Only display fields based on the booked Course Category in the Manage Booking Step

If some of your Courses require a little bit more information from your Delegates, you can now add questions to your Manage Booking step and select which Courses they should appear for based on the Category of the Course!

If a Delegate is booked onto a Course that is not in that category, the question will not appear for them to fill in within your Manage Booking step.

You will find the new option within each of your Delegate or User fields in your Manage Booking Form Builder, labelled ‘Only display for courses in this category’.

Checkout - Include Account-based Custom Fields in your Registration Form

Any Account-based Custom Fields that your team has added to your platform using the Custom Field Builder can now be included in your Checkout Registration Form, to capture this information from your new customers when they register!

Your Account-based Custom Fields will be available in the ‘Add Company Fields’ section of your Registration Form Builder, to be dragged and dropped into your Registration Form.

🤗 If you would like any support with any of the new features or changes please get in touch with our Customer Support Team.

🤔 If you have any ideas of how we can improve the product further, please log these on our Product Portal.

Finally, if you would like to be a part of our product development process, you can join our Product Loop Club! Read more about our Loop Club.