Book a User onto a Course through the Checkout Basket

Steps to book a User onto a Course through the Checkout Basket

1 Find and add the Course(s) to your basket
2 Select or register the Booking User
3 Select or register the Delegate Users
4 Optional - Select the Sessions
5 Optional - Manage Product & Service add-ons
6 Complete the payment stage
7 Optional - Complete the Manage Booking stage
8 FAQs

Related Helpguide Pages

Learn how to make a Delegate booking as an admin, on behalf of your customer, through your accessplanit shopping basket!

There may be times when your customers are not able to make their own Course bookings, whether they do not have access to the Internet, or they do not have the confidence to use a computer, in these cases you are able to process the booking for them!

Please note, this page relates to the accessplanit Checkout Basket. To learn how to process a booking through the Shopping Basket, our guide on ‘Book a User onto a Course through the Shopping Basket’ is more relevant.

Follow this page to learn the steps to take a booking on behalf of a customer!

Find and add the Course(s) to your basket

You will first need to identify which Course your customer would like to book onto, adding the Course to your Basket will allow you to select Delegates and/or create new Users to attend.

Depending on whether your customer is booking a Classroom, Webinar, eLearning, or Document Course, open the relevant Courses DataGrid on the main menu on the left
Once you have opened your Course DataGrid, you can find the Course for their booking by applying filters and/or searching the Courses DataGrid
Right click on your selected Course to view the context menu options, and click on the ‘Add to Basket’ context menu option
You will see a confirmation pop-up to let you know when the Course has been added to your basket
Once your Course has been added, you can go ahead and view your basket
The first page will show you the Course(s) that are within your basket, within the Order Summary you can select how many Delegates you wish to book onto this Course

Select or register the Booking User

The Booker is the key contact for this booking, this is typically the person that you are speaking with to process the booking, they will receive the booking confirmation email

Please note, the Booker can also selected as a Delegate to attend the course, in addition to being the Booking User.

If the Booking User already exists in your accessplanit platform, please follow the steps to ‘Select the Booking User’.

If the Booking User has not booked with you before, and do not yet exist as a User in your accessplanit platform, please follow the steps to ‘Create a new Booking User’

Click the ‘Select Booker’ button
This will display a pop-up with a list of Users from your platform to select as the Booking User, you can use the ‘Filters’ option at the top of the pop-up box to refine your list of Users to find your Booker
Select the Booker you wish to add to the Booking, all other Users within the list will be greyed out as you can only have one Booker per Booking
Click ‘Confirm’ to apply your selected Booker to the Booking
This will populate the Booker option with their name

Click the ‘Select Booker’ button
This will display a pop-up with a list of Bookers for you to choose from
Click ‘Create New’ in the bottom Left corner of the pop-up box

Please note, your registration form may look different depending on what configuration you have.

Provide the required information needed for the new User
Click ‘Create & Assign’
The new User has now been added to your platform and they will be assigned to your basket as the Booker

Select or register the Delegate Users

Now you can choose the Delegates who will be attending the course, these users will receive any automated communication you have set up and will be able to access the portal to view their bookings.

Please note that, unless you are booking an eLearning/Document Course or you are booking onto a waiting list, you can proceed to the Payment step without selecting Delegates if you do not know who will be attending. This is called a ‘Placeholder Booking’.

Click the ‘Select Delegates’ button for your Course
This will display a pop-up with a list of Delegates for you to choose from, you can use the ‘Filter’ option at the top of the pop-up box to search through the Users to find the right people to be added as Delegates to the Course
Select the Delegate(s) you wish to add to the Booking.
Click ‘Confirm’
This will populate the Delegate option
If you have no optional Sessions or Product & Services, then please proceed to Payment stage

Click the ‘Select Delegates’ button
This will display a pop-up with a list of Delegate's for you to choose from
Click ‘Create Delegate’ in the bottom left corner of the pop-up box
The registration form will appear. Provide the information required for the new Delegate
Click ‘Create New’
Your new Delegate will now be selected
Click ‘Confirm’
Your new Delegate will now be added to the Delegate option

Optional - Select the Sessions

Sessional courses are made up of multiple course dates, when booking a sessional course you will have the option to select from any non mandatory sessions.

Sessions are listed under the Course information on your ‘Order Summary' within Checkout
Here you can select one session, both sessions or non of the sessions. Mandatory sessions will automatically be highlighted and greyed out.
By highlighting the required session, this will amend your basket value

Optional - Manage Product & Service add-ons

If the Course you are processing the booking for has optional Products & Services assigned to it, you will have the option to add these to the booking

Products and Services are listed under the Course information on your ‘Order Summary' within Checkout (also known as ‘optional add-ons’)
Here you can choose the quantity of the Product or Service and set to 0 if you choose not to add this on
Depending on the quantity your choose, the total basket value will change

Complete the payment stage

The last stage of checkout is to select your payment method, there are multiple payment methods available. Please see our Account Finance Options for the different methods available to you.

Once you proceed to payment, you will see a full ‘Order Summary’ and Payment options
Use the ‘Bill To’ to select the User or Account that will be charged for this booking
If your Checkout Basket requires Billing Addresses, select the ‘Billing Address’ for this booking, if no addresses are available from the drop-down box, you will need to use the ‘Create new…’ option and provide the details
Once your address has been selected, you will need to provide a Billing Email Address
Use the ‘Discount Code’ option to apply any discount codes to the booking for manual discounts, please note that any automatic discounts will have already applied
Choose your ‘Payment Type’, this will include any Payment Methods that you have enabled on your platform (such as your chosen Payment Gateway) and may vary
You will be required to Accept the Terms & Conditions
Click ‘Make Payment’ to complete the booking
Once Payment has Completed, you will see an ‘Order Summary’ confirming your Booking
From here you can ‘Download Receipt’ and ‘Download Calendar Appointment’

Your Booking is now complete.

Optional - Complete the Manage Booking stage

If your Checkout basket has a Manage Booking step, to collect additional information about your Delegates or their Booking, you can provide these details in this final step of the basket.

Please note your Manage Booking Form must be enabled for this step and questions on the Manage Booking Form may vary depending on your configuration.

Once you have clicked ‘Make Payment’ a pop up will appear asking you if you would like to Complete the ‘Manage Booking Form’
By clicking ‘Manage Booking Now’ you will have the opportunity to fill in the required fields or come back at a later date to provide the information
By clicking ‘Save Information and Complete Booking’ after providing the necessary information, this will take you straight to your Order Summary
By clicking ‘Skip and Return to Manage Booking Later’ a pop-up will appear asking you to confirm if you would like to Skip or Continue the Manage Booking Stage
When clicking ‘Skip and Manage Later’, it will take you straight to the Order Summary page

FAQs

The Users you can book onto Courses must meet the following criteria:

You have access to their User
This means that you need to either be an Administrator, or a Manager, that has visibility of this User OR you are the User!
The User has a valid status for being added to a Course
Only users with the following statuses can be booked onto a Course: Active, New, Import, Locked, Pending, Temporary
Users with the following statuses cannot be booked onto Courses: Inactive, Deleted