Schedule a recurring Course

Steps to schedule a public Course

1 Create Recurring Courses
2 Check over your scheduled Courses
3 Optional: Advertise your Courses
4 FAQ’s

Related Helpguide Pages

Learn how to schedule a course at fixed intervals (such as the same day each week) in your accessplanit platform in bulk.

If you have any Courses that run on a fixed schedule, i.e. every Wednesday evening, or on the first Monday of each month, you can mass schedule the dates for this Course on a recurring basis in one go!

This bulk scheduling not only saves you valuable time, but it also minimises the risk of errors, as you only need to enter your Course settings once.

Follow this page to learn the steps to schedule a recurring Courses!

Create Recurring Courses

The first step is to create your recurring Courses, you will base this on an existing Course Template to save a lot of time typing in the typical information about each Course.

From the Main Navigation Menu, select ‘Courses' and then either ‘Web’ or 'Class’
You can now launch the recurring course tool straight from your Class Course or Web Course DataGrids. Just click the arrow icon next to the green ‘+ Add Course’ button and select the new ‘Add Recurring Course’ option.
Read more about Recurring Courses.
This will open a new page which asks you to select your Training Provider, Course Template and Override Alias
Once you select your Course Template, the page will automatically add additional sections that will need to be filled in
The next section is ‘Scheduling’, here you can enter the Start Time of your Course, the Duration, the Course Status and which Delivery Method you would like the recurring course to be
Now we need to select the number of minimum and maximum places for each of the Course that will be scheduled
The next section is where you would select your Resources, if you would like to pre-assign a Trainer or a Venue use these options to select them
Next we need to add the financials for your recurring Course, here you can define the ‘Cost’ and ‘Cost Type’ for your Courses and you can choose whether the Courses will be 'Tax Exempt'
The next step is to decide whether your Courses will be Sessional (Sessional Courses are Courses that are made up of multiple parts), if left unchecked you can move on to step 10
If your Courses will be Sessional then additional information will be required:
1. Select how you would like to charge for your Sessional Course using the ‘Sessional Cost Type’ options
2. Select the minimum and maximum Sessions that your Delegates will be able to book onto
  Please note: you can set up / update your Sessions Plan for these Courses after they have been created
The next section is to choose whether you want to Advertise your Courses, you can do this by checking the ‘Advertise’ checkbox
Advertise course in internal accessplanit course search and web results. The Course Template advertise checkbox must also be checked otherwise this Course will not be advertised
Select if you would like the take Waiting List bookings for these Courses if they become fully booked
The next sections are where you will define the recurrence of your Course!
Here you will set when the first Course will be scheduled, whether or not it has a date when it will stop recurring, how many Courses you want to create, whether your Courses will be created for each day, weekly, the interval between each Course, and whether or not to include weekends
Once you have entered all the information for your Courses, click the ‘Create’ button in the top right corner of the page
A pop up box will appear confirming that the Courses have been created

Top Tip

You may receive a message to inform you that the Venue capacity doesn't match you maximum places, if this appears, just amend the maximum places and the Courses will be created.

Check over your scheduled Courses

The second step is to check that your Courses have been scheduled on the correct days, and make any necessary amendments

Open the Courses ‘Calendar’ from your main navigation menu on the left
This will open your Course Calendar
You can change your Calendar view by clicking on the ‘Day’, ‘Week’, ‘Month’ and ‘Timeline’ buttons at the top right
You can use the arrows in the top left to change the time frame currently being shown in your Calendar
Update your Calendar to show you the Courses that you created using the Recurring tool
If your recurring Courses are Sessional, make sure that you have unchecked the ‘Hide Sessional Head Course’ and ‘Hide Sessions of Sessional Course Template’ checkboxes at the top of your calendar, otherwise your Courses will not show
If you need to make any changes to a Course within the calendar, right click on the Calendar entry and select the ‘Edit’ option
The 'Course Details' pop up will appear where you can make changes to your Course, once done, click ‘Save’ in the top right of the pop up box to apply your changes

Optional: Advertise your Courses

The final step is to advertise your Courses so that they appear for bookings on your website and within your Learner Portal.

Open the ‘Class’ or ‘Web’ Courses DataGrid from your main navigation menu on the left
This will open the Courses DataGrid
Find the Courses that you want to advertise by applying filters and/or searching the Courses DataGrid
To filter your Courses DataGrid to only show Courses created today:
1. Click on the ‘Filters’ drop-down button to the right of the filters bar
2. Click on the ‘+ Create New’ option to create a new Filter
3. Create your new filter using the following settings
  'Date Created' - ‘Period’ - ‘Today’
4. Click the ‘Preview’ button to check that your filter works as you expect!
5. To save your Filter for future use, enter a Filter name in the text box next to the green ‘Save’ button
6. Click on the 'Save' button
7. Your DataGrid will now only show you Courses that have been created today
To filter your Courses DataGrid to only show Courses for a specific Course Template:
1. Click on the ‘Filters’ drop-down button to the right of the filters bar
2. Click on the ‘+ Create New’ option to create a new Filter
3. Create your new filter using the following settings
  'Course Template ID' - ‘Is In’ - select your Course Template
4. Click the ‘Preview’ button to check that your filter works as you expect!
5. To save your Filter for future use, enter a Filter name in the text box next to the green ‘Save’ button
6. Click on the 'Save' button
7. Your DataGrid will now only show you Courses for your selected Course Template

Your DataGrid should now only show you Courses that have been created today and has the Course Template ID you have selected
Add in your ‘Advertise’ column to show which Courses are currently Advertised and which are not.
1. To add additional columns into your DataGrid, click on the ‘Change Columns’ button at the top right of the DataGrid results
2. Use the ‘+' button to add new columns in, search for the column you require (Advertise) and click on the 'Apply’ button
3. You will now see the information you need, within your DataGrid
Select all Courses you wish to set to be advertised, they will have a blue background when they have been selected
Click the ‘Bulk Edit’ button at the top of the DataGrid
The first option available that appears when you click Bulk Edit is ‘Advertise’ you will see the little checkbox next to the drop down, check this box
Click ‘Save’ to apply your Advertise setting to your selected Courses
You will see that your selected Courses are now showing as Advertised