Schedule a multi-part (Sessional) Course

Steps to schedule a Sessional Course

1 Add a new Course using the Calendar
2 Check and amend your Sessions Plan
3 Manage each of your Sessions
4 Advertise your Course

Related Help Guide Pages

Learn how to schedule a new public course in your accessplanit platform and advertise it through your website and your Learner Portal.

Whether you schedule your public Courses once a year, every 6 months, or continually top up your scheduled courses, it is important that you keep your advertised list of public courses to your customers up to date and accurate!

If you have additional Courses to schedule and advertise to the public, you will use your existing Course Template to pre-fill a lot of information about the Course, and then add it to the calendar!

Follow this page to learn the steps to schedule a public Course and advertise it ready for bookings!

Add a new Course using the Calendar

The first step is to schedule a new Course, you will base this on a Course Template to save a lot of time typing in the typical information about your Course each time you schedule it.

Go to Courses and then select ‘Calendar’ from the dropdown menu
Use the Calendar View Selector at the top right to choose which time period of your calendar you would like to see for example, Day, Week, Month or Timeline view
Use the Calendar arrows to navigate to the date you would like to schedule your Course
Right-click on the Calendar in the time slot you want your Course to start
Click ‘Add Class Course’ or ‘Add Web Course’ depending on which you are scheduling
Select your Course Template using the ‘Select’ button and choosing the Course Template from the pop up box
Once selected, the Course will auto-populate with the fields that have been defined in the Template you can then add in any additional details like an Override Alias or External ID
You can also override any of the fields that came from the template to be different on this Course instance
In the Sessional section ensure that the slider is switched to ‘Yes’

Top Tip!

If your selected Course Template is ‘Sessional’, then your new Course will already be ‘Sessional’ by default

When your Course is ‘Sessional’, this will provide additional options such as ‘Session Cost Type’ and the minimum and maximum number of Sessions for this Course
Please visit our Sessional Course Cost Types page for further information on Cost Types
Make sure your Course is not yet ‘Advertised’
Click the ‘Save’ button at the top-right of the popup to complete the creation of your Sessional Course
The new Course will now show within your Calendar

Check and amend your Sessions Plan

The second step is to check through the automatically generated Sessions Plan and make any changes needed for this Course, such as the order and the dates/times of the Sessions.

Right-click on the Course you have just created within your Calender and select ‘Edit’ from the context menu
This will open the Course Details page
From the Course Management menu, select ‘Sessions’
This will open the ‘Sessions’ DataGrid page for this Course
If the Course Template you selected earlier had a pre-defined Sessions Plan, that will have automatically created Sessions for your Course.
If the Course Template did not have a pre-defined Sessions Plan, you can use the ‘Add Session’ button to build up the elements of this Course.
From the Sessions DataGrid, you can ‘Edit’ and ‘Delete’ each session by right-clicking and selecting ‘Edit’ or ‘Delete’ from the context menu

Please note

Editing a session within the Course will not affect the Session Plan on the Course Template

The ‘Edit’ option allows you to select whether the session is mandatory or not and apply an alternative cost for this Session when it is booked as a part of this Course
The ‘Delete’ option gives you the option to remove Sessions from this Sessions Plan, you will be able to choose whether the Sessions should be only be removed from the plan, or whether the related Courses should also be deleted from your platform.

Manage each of your Sessions

The third step is to make any changes needed to each of the sessions, such as adjusting start/end dates, and filling out any resource requirements for them.

You can make changes to each of your Sessions using the Dynamic Link in the ‘Mapped Object Label’ column
Left-click on the Course name in the Mapped Object Label column and select the ‘Edit Course’ option from the context menu
This will open the Course Details page for this Session's Course, here you can check and updated all the details for your Session
Within the ‘Resources’ section of this page, you can add a Trainer and/or add a Venue to your Course by clicking the ‘Select’ buttons and choosing the Venue or Trainer from the pop-up boxes
Additionally from this page, you can change the Start Date, End Date, Time Zone, Exclusivity, Cost and Duration.
Visit the related help guide pages listed at the top of this page for further details
Click the Save button after your have made your changes to each of your Sessions.

Advertise your Course

If your Course is to be advertised publicly, the final step is to check the details of your Course and set it to be advertised so that it appears for bookings on your website and within your Learner Portal.

Now that you have your Course and its sessions are ready, you can go ahead and advertise your Sessional Course, you can do this by Editing the Sessional Course from your Course Calendar

Top Tip!

If you are not yet familiar with this process, make sure that you double check which Course you are editing when you Advertise them.

Typically, only the Sessional Course is advertised, and the Sessions (e.g. Day 1 and Day 2) are not advertised. This means that your customers can find and book your Sessional Course (including the Sessions), but they cannot find and book Day 1 on it’s own.

This will open the Course Details page, scroll down to the ‘Promotion’ section
Tick the checkbox to confirm that you would like the Course to be advertised and if required set the Advertisement dates
Please remember that both the Course Template & Course need to have the ‘Advertise’ checkbox ticked for it to advertise
Your Course is now advertised and ready to be booked by your customers!

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