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

Steps to add a file for Delegates and Trainers:

1 Add a File to a Course
2 Optional: Check the file is available to the Trainer and/or Delegate

Related Helpguide Pages

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!

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

Open the ‘Class’ or ‘Web’ Courses DataGrid from your main navigation menu on the left
Find the Course that you would like to upload a file to by applying filters and/or searching the Courses DataGrid
Once you have found your Course, right-click on it to view the context menu options for this Course, select the ‘Files’ option
This will open the Files DataGrid for this Course
Click the ‘Add file’ button at the top of the DataGrid
This will open the ‘Add File’ pop up window
Provide a ‘Label', add a ‘Description’ and browse the 'File’ you wish to add to your Course
The next section is to check that the file is mapped to the correct Course
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
Press 'Save & Close' to add your File
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

Open the ‘Users’ DataGrid from your main navigation menu on the left
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
Right click on the User and select the ‘Impersonate User’ option from the context menu options
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
Whilst Impersonating the Trainer, open the ‘Courses’ option from your main navigation menu on the left
This will open the My Teaching Courses DataGrid for this Trainer
Using the Search bar at the top-right of the DataGrid, search for the Course that you assigned the File to
Right-click on the Course and select ‘Files’ from the context menu options
This will open the ‘Files’ DataGrid for that Course where you will see the File you added in the steps above
Right click on the ‘File’ and from the context menu select ‘Download’
This will download the documents ready for you to access from your ‘Downloads’ file within file explorer on your desktop

Top tip: If the trainer cannot access their My Teaching options, check that they have been granted access by editing their Resource and ticking the checkbox to allow the access

View the file as a Delegate

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

Open the ‘Users’ DataGrid from your main navigation menu on the left
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
Right-click on the User and Select ‘Impersonate User’ from the context menu options
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
Click ‘Switch to Portal’ to access the User’s view of the platform
This will open the Users ‘Learner Portal’

Top tip

If the ‘My Resources’ tile is missing from your Learner Portal, contact the Support desk who will be able to add any tiles that are missing!

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

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