There are several user-experience changes that we have made to your admin view!

Save confirmation changes

Instead of a pop-up confirmation message each time you save your changes, your save button will now let you know when your save has completed.

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Redesigned options

A lot of the options in your platform forms have been given a new look!

• Non-editable options like Course ID are now displayed without a grey background, this makes them much easier to read and copy

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• Options that support searching now include prompt text to let you know that you can type into them

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• Buttons have been redesigned to make them clearer

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• The management menus have been redesigned with a cleaner look

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Cancel buttons

Most pop-up windows now have 'cancel' buttons available, in addition to the existing 'x' icon to close the pop-up.
These cancel options improve the accessibility and usability of these windows, as they offer another route to exit the process.

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Confirmation of a copied booking link

There is now a check icon shown when your Course booking link has been copied to your clipboard.

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You can copy Course-specific booking links to share with your customers via the 'Booking Links' option when editing a Course.

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Checkout Basket accessibility changes

In this update, there have been 14 improvements to the Checkout Basket to make it more accessible!

Here are some of the highlights:

1. Contrast colour updates
   There are three links within the Checkout basket that have been updated to a darker shade of blue to provide a stronger contrast against the white background. This better supports users who have low vision or are colourblind. Additionally, these links are now underlined to make it even clearer that they are links, and not standard text!
   These links are:

   1. To reset your password (on the login page)

   2. To open the privacy policy (on the registration page)

   3. To open the terms & conditions (on the payment page)
      
      The ‘Apply Discount’ button has also been updated. Instead of the standard blue, it will now use the ‘Selection Button Colour’ from your Checkout Branding options.

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2. Autocomplete
   The options in your Checkout registration form now work with autocomplete functionality, such as the ‘manage addresses’ option available in Google Chrome. This means that your customers can select from their stored information, rather than having to type their full details in. This particularly helps users who find typing difficult and people who are prone to spelling mistakes.

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3. Alternative text on basket item images
   Every item in your Checkout basket has an associated image. This helps users visually relate content on your website to content in their Checkout basket.
   For non-visual users of screen-reader software, images should either be flagged as ‘decorative’ or have a description added to help the user understand the context of the image and the information it is sharing.
   We have now recorded each image as ‘decorative’ so that screen-reader users can proceed through your basket knowing they are not missing any key information.

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4. Register option
   The link that new users would click on the Login page to access your registration form has now been changed into a button. Buttons are particularly useful for people who have motor issues as it provides a bigger area for them to click.

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Learner Portal accessibility changes

In this update, there have been 12 improvements made to the Learner Portal to make it more accessible!

Here are some of the highlights:

1. Autocomplete
   The options in your Edit Details page now work with autocomplete functionality, such as the ‘manage addresses’ option available in Google Chrome. As with the autocomplete options now available in Checkout, this means that your customers can select from their stored information, rather than having to type their full details in.

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2. Remove asterisks
   While asterisks (*) indicate to many people that something is mandatory, this isn’t obvious to everybody! For users who are not familiar with asterisks, we have replaced them with the text ‘mandatory’ within the Learner Portal.

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If you would like to know more about accessplanit’s progress with accessibility, you can access and read our accessibility Statement & Roadmap here: Accessibility

In this latest update, you can now send your platform emails from the relevant sender email address to boost your brand presence and customer trust.

Previously, automated emails sent through Workflows and your manually sent emails via DataGrids were tied to a single (fixed) sender email address. This is typically an email address like 'donotreply@companyname.com'.

You now have the power to customise these email addresses!

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For example, you can now send:

1. Emails to your Opportunity prospects from enquiries@

2. Emails to Delegates from training@

3. Invoice-related communications from finance@

4. Any more involved emails personally from your own email address

This not only adds a personal touch, but also reinforces your brand identity. Your customers are more likely to engage with emails from specific individuals or departments they recognise.

This customisation reduces the risk of your emails being mistaken for spam or phishing attempts. Plus, it simplifies your customer communication, as they will know who to reach out to and where their replies to your emails should go!

Workflow Emails

For your automated emails, you will find the new ‘From Address’ option available in all of your Workflow Email Actions.

This will be automatically filled in with your platform’s default email address. To change it for this email, you just need to update it and click the ‘Save’ button.

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Manual Emails

For your manual emails, you will find the new ‘From Email’ option available when you click to send an email from your DataGrids.

This will be automatically filled in with your platform’s default email address. To change it for this email you just need to update it before you send your email.

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MFA is quickly becoming a standard in software to protect data by introducing an additional level of security when people log in to a system.

MFA in your accessplanit platform works by asking your Users to enter a code that has been sent to their email address after they have provided valid login details. This means that to get logged in, these users need to both know their username and password and have access to their email inbox. This makes it much trickier for their user accounts to be compromised by phishing attacks, hackers, and password leaks!

Please see the below videos which demonstrate the login process when MFA is enabled within your platform.

First-time User - setting up MFA on their User Account

The first time a User tries to log in after they meet the requirements for MFA, they will be required to set up the MFA on their Account.

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Authenticating a login with MFA

Once a User has set up MFA on their Account, any subsequent logins that require MFA (such as a login on a new device) will require them to authenticate using a code sent to their email address.

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MFA is an optional feature in your accessplanit platform and your Super Administrator Users can control whether this is turned on or off via the 'Security Options' page in the Administration menu:

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The setting is available at the bottom of this page:

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When MFA is turned on, by default this will apply to every Training Administrator in your platform. To get logged in they will be required to authenticate their login via their email address.

If you would like MFA to apply to other types of users too, such as trainers or managers, please get in touch with a member of the accessplanit team for them to set this up for you.

Supporting Pages & Links

• To learn how to set MFA up and read more about how it works in your accessplanit platform, please read our dedicated MFA guide: Implement multi-factor authentication (MFA) into your platform

• To learn about the security features available in your platform, please see our webinar https://youtu.be/p5jdGRQVGtY?si=Ty_vmWkBC8w54xwg

Expiring passwords are no longer recommended as best practice by security experts. This is because frequently expiring passwords encourage users to choose new passwords that are weak, such as an iteration of a previous password. This makes them easy to guess and therefore vulnerable!

Based on this, we have decided to no longer enforce password expiry dates, so that you can choose to remove the expiry from your passwords.

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To do this, a Super Administrator Users can set the ‘Password Expires’ option to blank by accessing 'Security Options' page in the Administration menu:

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Each Custom Field that you add to your platform is assigned to a specific module when you create it. This module is where your Custom Field is hosted, and where you would go to edit the information.

For example, any custom information you’d like to capture about your customer Accounts should be created as an ‘Account’ based Custom Field.

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For some Custom Fields, it is useful to be able to view and use them from other modules - this means accessing the information from other DataGrids, not just from the ‘Accounts’ DataGrid.

You can already share ‘User’ based Custom Fields with the Delegate module. This means that any Custom Fields you have in Users such as ‘Dietary Requirements’ and ‘Alternative Email Address’ can be accessed from the Delegates DataGrids and included in any Delegate-based Workflow Settings and Emails.

In this update, we have added support for sharing your Account-based and Course-based Custom Fields with other modules.

Account-based Custom Fields

You can now share your Account-based Custom Fields with the following modules:

• Users

• Delegates

• Placeholders

• Bookings

To make your Account-based Custom Field available in any of the above modules, open the Custom Fields page from the Administration menu and search for your Custom Field.

Right-click on your field and select the Edit option to open the ‘Custom Field Details’ window for this field. From here you can scroll to the ‘Share With Modules' option and select the module where you would like to make this Custom Field available.

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Course-based Custom Fields

You can now share your Course-based Custom Fields with the following modules:

• Delegates

• Placeholders

To make your Course-based Custom Field available in the above modules, open the Custom Fields page from the Administration menu and search for your Custom Field.

Right-click on your field and select the Edit option to open the ‘Custom Field Details’ window for this field. From here you can scroll to the ‘Share With Modules' option and select the module where you would like to make this Custom Field available.

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The Custom Field Builder within your platform now supports editing your drop-down box options!

As your requirements and ways of working evolve, keep your custom drop-down boxes relevant and useful by quickly adding new options, or remove the options that are no longer necessary.

To update the drop-down options for a field:

1. Open the 'Custom Fields' page from the Administration menu

2. Click to ‘edit’ your Custom Field

3. Make your adjustments within ‘Options’

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To protect your data, there are checks in place to make sure that the options that you have in use are not accidentally deleted!

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DataGrid Filters are one of the most useful features in your accessplanit platform for managing your data. They are there to support you with managing large amounts of information, letting you focus on specific criteria to view, update, and complete actions much more quickly!

When you have created a useful DataGrid Filter, being able to share this filters with your team not only saves them the time of building the filter, but is also great for collaboration and communication because you can be confident that the filter has been set up and labelled the way you defined it.

In this update, it is now possible to share your DataGrid filters with Super Administrators in addition to Training Administrators!

To do this:

1. From your DataGrid, click the ‘Filters’ button

2. Click the ‘Share Filters’ button

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3. Select which Filters you would like to share

4. Select which Training Admins and Super Admins you would like to share your Filters with

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5. Click ‘Copy’ to confirm the share

Your selected administrators will now be able to view and use this Filter within their own DataGrid view!

Managing the statuses of your Delegates can be a time-consuming task, particularly on Sessional Courses where your registered Delegates could be attending a variety of mandatory and optional Sessions. This means that knowing when each of your Delegates has completed every element of their Course can take some digging!

This is why, for Sessional Courses, we have now introduced a new option which will automatically set your Delegates to be ‘Completed' when they have ‘Completed’ all of their allocated Sessions.

New Course Template option

There is a new option labelled ‘Update Delegate status when they finish their sessions’ available within the ‘Sessional Details' section when you are adding or editing Course Templates.

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When this option has been checked, your Delegates who are booked onto Courses that use this Course Template will be monitored.

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Completed Delegates

When a Delegate has been given the status of ‘Completed’ on all of their Sessions for this Course, the following updates will be applied:

• Their Delegate status on the parent (Sessional) Course will be set to ‘Completed’

Failed Delegates

When a Delegate has been given the status of ‘Failed’ on all of their Sessions for this Course, the following updates will be applied:

• Their Delegate status on the parent (Sessional) Course will be set to ‘Failed’

Combination of Completed & Failed Delegates

When a Delegate has the status of ‘Completed’ on some Sessions and ‘Failed’ on other Sessions for this Course, there will be no update to the Delegate on the parent (Sessional) Course.

As with the previous update, monitoring which of your Delegates have completed their eLearning Courses can be a time-consuming task to complete. In addition, the task of manually setting eLearning Plan Delegates to ‘completed’ once they have finished all of their required Courses can be prone to human error!

This is why, for eLearning Plan Courses, we have now introduced a new option which will automatically set your Delegates to ‘Completed' when they have ‘Completed’ all of the elements of their plan.

New Course Template option

There is a new option labelled ‘Update Delegate status when they finish the plan’ available within the ‘eLearning Plan' section when you are adding or editing eLearning Course Templates.

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When this option has been checked, your Delegates who are booked onto Courses that use this Course Template will be monitored.

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Completed Delegates

When a Delegate has been given the status of ‘Completed’ on all of their eLearning Courses for this plan, the following updates will be applied:

• Their Delegate status on the parent eLearning Course will be set to ‘Completed’

• Their eLearning Package success status on the parent eLearning Course will be set to ‘Passed’

• Their eLearning Package completion status on the parent eLearning Course will be set to ‘Complete’

• Their eLearning Course status on the parent eLearning Course will be set to ‘Completed’

• Their eLearning Course end date on the parent eLearning Course will match the latest end date of the child Courses

Failed Delegates

When a Delegate has been given the status of ‘Failed’ on all of their eLearning Courses for this plan, the following updates will be applied:

• Their Delegate status on the parent eLearning Course will be set to ‘Failed’

• Their eLearning Package success status on the parent eLearning Course will be set to ‘Failed’

• Their eLearning Package completion status on the parent eLearning Course will be set to ‘Complete’

• Their eLearning Course status on the parent eLearning Course will be set to ‘Completed’

• Their eLearning Course end date on the parent eLearning Course will match the latest end date of the child Courses

Combination of Completed & Failed Delegates

When a Delegate has the status of ‘Completed’ on some eLearning Courses and ‘Failed’ on other eLearning Courses for this plan, the following updates will be applied:

• Their eLearning Package completion status on the parent eLearning Course will be set to ‘Complete’

• Their eLearning Course end date on the parent eLearning Course will match the latest end date of the child Courses

When an invoiced Delegate is transferred from one Course to another, the finance processes are to firstly credit the original Invoice, and then generate a new Invoice automatically for the Delegate’s new Course place.

As a part of the transfer process, the address that is stored against your customer in your platform would always be applied as the address for the new Invoice, even if this was not the address on the original Invoice.

In this update, we have introduced a new option into the Delegate transfer wizard labelled ‘Keep current billing address on new Invoice’, where you can choose whether you would like the address assigned to the original Invoice to be copied onto the Delegate’s new Invoice.

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The 'User Courses' DataGrid is available for each User in your platform. This DataGrid contains a list of every Course the User is associated to. This includes all Course types, any cancellations or no attends, and waiting list places. This makes it a great source of truth to review their full training history with you!

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You can access this page by:

1. Open the ‘Users’ DataGrid from your main navigation menu on the left

2. Find the User you’re interested in by applying filters and/or searching the Users DataGrid

3. Right-click on the User, this will show you the context menu options for this User

4. Select the ‘Courses’ option

In this update, we have added additional searching options to this DataGrid, so that you can search using the name and alias of the Course. This is particularly helpful when a User has a long history of Courses with you!

To search using the Course name or alias, click the down arrow next to the search box to change your search criteria, and check the boxes for ‘Course Template Name’ and ‘Override Alias’.

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Once you have updated your search criteria, your searches in this DataGrid will include the Course name and alias!

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The ‘View Courses' DataGrid is available for each Resource in your platform. This DataGrid contains a list of every Course the Resource has been assigned to. Whether they are a Trainer, a Venue, or equipment, it includes your selected Resource’s full Course history!

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How to access this page:

1. Open the ‘Resources’ DataGrid from your main navigation menu on the left

2. Find the Resource you’re interested in by applying filters and/or searching the Users DataGrid

3. Right-click on the Resource to show the context menu options for this Resource

4. Select the ‘Edit’ option

5. Click to open the ‘Courses’ page from the Resource management menu

In this update, we have added a shortcut through to view and edit your Courses from this DataGrid!

From the DataGrid, left-click on the date of a Course to see the context menu options for this specific Course. You can then choose:

• ‘Preview Course’ to see an overview of this Course’s information

• ‘Edit Course’ to update the details of the Course

• ‘View in Course DataGrid’ to open the Course DataGrid pre-filtered to just this Course.

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Course prices can change due to many reasons - new agreements, inflation, market trends, and changes in the way the Course runs. The same applies to Price Scheme prices, which are cost overrides for specific groups of customers.

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Now, when you add or update a Price Scheme on your Course Templates, you can apply that change to all your future courses as a part of your update! This is a big time-saver and lowers the risk of human error greatly, as you no longer need to manually update each individual course scheduled in the future.

To set the Price Scheme price on your Course Template and future Courses:

1. Open the ‘Course Templates’ DataGrid from your main navigation menu on the left

2. Find the Course Template you’re interested in by applying filters and/or searching the Users DataGrid

3. Right-click on the Course Template to show the context menu options for this Course Template

4. Select the ‘Price Scheme’ option

5. Click to edit an existing Price Scheme or add a new one to this Course Template

6. Within the ‘Price Scheme Mapping Details’ pop-up, make your price changes and check the new ‘Apply To All Future Courses’ checkbox option

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In this release, there is an update to the integration we have with payment gateway Opayo, as they progress with their transition from SagePay.

These adjustments ensure that during Opayo's transition, the payment operations settings and code continue to work. Please note that none of the changes affect how the integration functions, so you will not notice any visual differences with payments processed through Opayo.

Read more about our Opayo integration: Support online payments using Opayo

In this update, there are 5 new improvements/additions available in the Checkout basket!

• The ‘Checked Out' page of the basket now has the Booking Reference included

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• You can choose which of your three Course Template description text is displayed within in ‘More Details’. This new option is available to Super Administrators within the Checkout Options page:

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  The text you select will be displayed within the More Details popover inside your Checkout basket!

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• eLearning Plans are now supported within Checkout. This means that when a Delegate is booked onto an eLearning Plan through Checkout, they will be registered onto each part of the Plan as a part of this booking

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• The ‘Download receipt’ button on the Checked Out' page of the basket has been renamed to ‘Download Order Summary’

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• You can choose to remove the ‘Download Calendar Appointment’ option from the 'Checked Out' page of the basket. This new option is available to Super Administrators within the Checkout Options page:

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  When the new ‘Hide Download Calendar Option’ has been checked, the button will no longer be available at the end of the Checkout basket process:

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Your Trainers can now launch their webinars straight from their "My Teaching" view in your platform!

Having the webinar launch details available alongside all other Course information is really helpful to trainers. This gives them a single source of information about their upcoming Courses, and saves them digging through emails to try and find their joining links!

Additionally, any changes you make to the trainer joining details in your admin view will show up in your trainer’s "Trainer Portal" view straight away. This means that any missing information or corrections can be sorted in real-time!

The new option is available to your trainers on their ‘Courses’ page for each Web Course that they are assigned to. It is labelled ‘View Trainer Webinar Details’:

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Clicking this option will display a pop-up window which contains their joining details for this web Course.

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The Trainers API Feed has been updated to include the ‘User ID’ of the Trainer.

This means that any integrations using this feed will be able to use this User ID and look it up in the Users feed, to get more information about the Trainer, such as their contact details!

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If you need to be able to access a list of all of the Users in your platform that belong to the same Account Group - whether this is to email them, bulk manage their data or export some information about them - this is now possible using the new filter option!

When building a filter in the Users DataGrid, you can now select to filter using the ‘Main Account Group ID’

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This filter will then only show you Users where their Main Account belongs to this Account Group.

Once you have this list of Users, you can select them all to generate an email to them or use the Bulk Edit options to manage their data.

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