Add a File for Delegates and/or Trainers to a Course

Owned by Jenna Buttershaw
Last updated: 12 Feb, 2024 by Hannah Letch
6 min read

Steps to add a file for Delegates and Trainers:

 

Learn how to upload a file to a Course, for your Trainers and/or Delegates to access

Both your Trainers and your course Delegates have their own view in your accessplanit platform to check the details of their assigned Courses. If you have any important documents or supporting files that you would like them to be able to access pre or post Course, you can upload these files to your Course, and they'll be ready to roll when everyone logs in.

Having your files available on to your Trainers and Delegates on login means that you no longer need to provide them over back-and-forth emails, and risk them being lost in a bottomless inbox!

Add File options in the platform

 

Please note, this guide will direct you to add a file to a single scheduled Course only. If your file should be available on every scheduled Course for one of your Course Templates (i.e. every ‘First Aid’ Course), it would be much quicker and easier for you to assign the file to the Course Template. We have a dedicated guide that will take you through how to complete this.

Follow this page to learn the steps for uploading a file to a Course and making it available to your Trainers and/or your Delegates.

Add a File to a Course

This step will take you through adding a file to a Course, and making it available to the Course’s Trainer(s) and/or Delegates

 

  1. Open the ‘Class’ or ‘Web’ Courses DataGrid from your main navigation menu on the left

    Course Class or Courses Web

     

  2. Find the Course that you would like to upload a file to by applying filters and/or searching the Courses DataGrid

     

  3. Once you have found your Course, right-click on it to view the context menu options for this Course, select the ‘Files’ option

     

  4. This will open the Files DataGrid for this Course

     

  5. Click the ‘Add file’ button at the top of the DataGrid

     

  6. This will open the ‘Add File’ pop up window

     

  7. Provide a ‘Label', add a ‘Description’ and browse the 'File’ you wish to add to your Course

     

  8. The next section is to check that the file is mapped to the correct Course



  9. Select which Delegate Statuses you want the Delegate to be in to access the attached file, we recommend selecting ‘Booked’.
    You can see you have two check boxes to confirm whether you want the Delegates and/or the Trainers to be able to access the file when they are associated with this Course

     

  10. Press 'Save & Close' to add your File

     

  11. Your ‘Files’ DataGrid will now show all files uploaded to this Course

Optional: Check the file is available to the Trainer and/or Delegate

This step will take you through impersonating a Trainer or Delegate to access the file from their view of the platform

View the file as a Trainer

This step will show you how to access the file from the Trainer’s ‘My Teaching' access

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

     

  2. Search for your Trainer using the search bar in the top-right of the DataGrid, you can search for your trainer using their name or User ID if you know it

     

  3. Right click on the User and select the ‘Impersonate User’ option from the context menu options

     

  4. This will take the Trainer’s Dashboard, you will see that the ‘Profile’ Icon in the top-right of the platform will be red to indicate that you are impersonating another User

     

  5. Whilst Impersonating the Trainer, open the ‘Courses’ option from your main navigation menu on the left

  6. This will open the My Teaching Courses DataGrid for this Trainer

     

  7. Using the Search bar at the top-right of the DataGrid, search for the Course that you assigned the File to

     

  8. Right-click on the Course and select ‘Files’ from the context menu options

     

  9. This will open the ‘Files’ DataGrid for that Course where you will see the File you added in the steps above

     

  10. Right click on the ‘File’ and from the context menu select ‘Download’

     

  11. This will download the documents ready for you to access from your ‘Downloads’ file within file explorer on your desktop

 

View the file as a Delegate

This step will show you how to access the file from the Delegate’s 'Learner Portal’ access

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

     

  2. Search for the Delegate’s User using the search bar in the top-right of the DataGrid, you can search using their name or User ID if you know it

     

  3. Right-click on the User and Select ‘Impersonate User’ from the context menu options

     

  4. This will take the User’s Dashboard, you will see that the ‘Profile’ Icon in the top-right of the platform will be red to indicate that you are impersonating another User

     

  5. Click ‘Switch to Portal’ to access the User’s view of the platform

     

  6. This will open the Users ‘Learner Portal’

     

 

  1. Navigate to the ‘My Resources’ tile and click on it

     

  2. This will open and show the Resources available for your selected Delegate, here you can see the file we added to the course in the first step: