Generate a Course sign-in sheet

Top tip! Before you begin building your sign-in sheet, first consider what you would like to include in your sign-in sheet, consider: What information do you want to include? The name and date of the Course, and the names of the Delegates are recommended as a minimum! Your brand - are there certain colours and logos that you need to include? Open the Microsoft Word application If you have an existing sign-in sheet document, you can open this and use it as your sign-in sheet template If you do not yet have an existing sign-in sheet document, use Microsoft Word’s tools to build the structure of your sign-in sheet Once you have the structure in place, you can add in ‘merge fields' which will pull information from your accessplanit platform into each sign-in sheet that is generated, for example adding in the merge field of ‘course_label’ so that the name of the Course is included on at the top of the document when it is generated The first step of adding a merge field is to find the label that is needed for the field, to do this, open the and find the merge field that you would like to include, copy the label of the field from this page Click into your Word document where you would like to place the merge field Open the ‘Insert' menu in Microsoft Word and view the 'Quick Parts’ options Please note If you are using a Mac you will go to Insert > Field Click the ‘field’ option from the drop down to open the ‘Field’ pop-up window From the ‘Field names:' list scroll down and select the 'MergeField’ option Paste the merge field label into the ‘Field name:’ textbox Click the OK button to add your merge field into your sign-in sheet template Repeat steps 5-11 for each merge field in your sign-in sheet until you are happy with the contents To include information about multiple Delegates in your sign-in sheet, at the end of the Delegate merge field add a colon and a number to tell your platform which Delegate’s details you would like to display there, i.e. candidate_name:1 , candidate_name:2 , candidate_name:3. There should be no spaces within the MergeField label Top Tip! A quick way to edit multiple Merge Fields is to press ALT+F9 to set the fields to ‘advanced' mode. You can then amend each number within the fields, press ALT+F9 again, right click on the field and update field, this will amend them all quickly for you instead of having to add each one manually. Save your sign-in sheet file Top Tip! You can apply formatting to some merge fields, such as date fields, so if you would prefer that your dates are displayed as 14 Jun 2025 or 06-14-25 instead of 14/06/2025, then please refer to our guide to add in your choice of formatting.

Open the ‘Administration’ menu from the Profile options at the top-right of your platform Open the ‘Document Templates’ menu option to access the page where you can add and edit Document Templates such as certificates and sign-in sheets Click the ‘Add Document Template’ button to open the pop-up window where you can create a new Document Template From the 'Add Document Template' window, complete the form to upload your sign-in sheet template Select your Training Provider from the ‘Account’ select option Provide a name for your Document Template, such as ‘Course Sign-In Sheet’ Optional: Provide a description for your document to inform your team what it is for Make sure the ‘Active’ checkbox is checked Leave the ‘Keep original document type when emailed’ option unchecked, this will mean that if you email your sign-in sheet it will be sent in a PDF format so your Trainers cannot edit it easily, if you check the ‘Keep original document type when emailed’ option then the sign-in sheet will be sent in a Word format, which means your Trainers will be able to edit this Upload your file Leave the ‘Applies to’ option selected as ‘Course’ and the ‘Details Used’ option selected as ‘Delegate’ Click ‘Save & Close’ to finish creating your Document Template

From the Document Templates DataGrid, right-click your sign-in sheet Document Template to view the context menu options Click the ‘Edit’ option to view to the Document Template’s Details Click the ‘Preview’ button at the bottom of the form to open the Document Generator window From the Document Generator window, use the ‘Delegate IDs’ selector to select one or more Delegates that are registered onto the same Course Click the ‘Generate' button to download a copy of the sign-in sheet for these Delegates. This will download a copy of the Sign-In sheet and save it to your 'Downloads’ file within File Explorer Review the generated sign-in sheet to check that the correct information is included, no information is missing, and everything is formatted as you expect If you need to make any changes to your sign-in sheet, you can make these on your Microsoft Word document and save your changes, then update the file that is linked to your Document Template by using the ‘Upload New File’ option when editing your Document Template

Open your ‘Course Templates’ DataGrid from your main menu on the left Find the Course Template that you would like to assign your sign-in sheet to by applying filters and/or searching the Course Templates DataGrid Right-click on this Course Template in the DataGrid, this will show you the context menu options for this Course Template and click on the 'Edit' option Scroll down to the ‘Document Templates’ section on the page Use the ‘Select’ button on the ‘Sign-in Form’ option to assign your sign-in sheet to your Course Template Click ‘Save’ at the top of the page to apply your changes Top Tip! To save time, a member of the accessplanit team will be able to arrange for all of your Course Templates to have the same sign-in sheet Document Template assigned (in bulk). Please get in touch with us if this would be helpful for you.

From the Main Navigation menu go to Courses>Class or Course>Web Find your Course by applying filters and/or searching for the Course ID you wish to generate the sign-in sheet for Right-click the Course and select ‘Generate Sign-In Sheet’ from the context menu. This will automatically download the Sign-in Sheet within your browser and will be available within your ‘Downloads’ file within the File Explorer Review the generated sign-in sheet to check that the correct information is included, no information is missing, and everything is formatted as you expect Your sign-in sheet is ready to go

When Sign-in Sheets are generated via Workflows, the platform checks a setting behind the scenes to see which statuses should be included. By default, only the following Delegate statuses will be included: Attended Booked Completed In Progress If the only Delegate on a Course Date is set to a status that is not in this list (for example,Cancelled), then from the platform’s point of view there are no eligible Delegates on that Course Date. This “empty” state is what leads to the odd duplication behaviour you see on the Sign-in Sheet. How can you prevent this duplication happening again? There are two main options: Include Cancelled delegates on Sign-in Sheets Ask the Support Team to add the Cancelled status to the platform setting behind the scenes This means cancelled Delegates will appear on the Sign-in Sheet, and the system will have at least one Delegate to bind to each row, preventing the repeated-name issue. Stop sending Sign-in Sheets when there are no eligible Delegates Add a workflow rule so the email with the Sign-n Sheet only sends when at least one Delegate is booked (for example, “Delegates Booked > 0”). If there are no eligible Delegates (e.g. everyone is cancelled), the workflow won’t send the roster, so the duplication can’t occur.