Generate a Course sign-in sheet

Steps to generate a Course sign-in sheet

1 Optional: Create your own sign-in sheet
2 Assign your sign-in sheet to your Course Templates
3 Generate a sign-in sheet

Related Helpguide Pages

Related Resources

https://www.accessplanit.com/en-gb/webinars/certificates-and-sign-in-sheets

Learn how to generate a sign-in sheet for a Course

As your Course approaches, you can quickly generate a list of the Delegates registered for the Course. You can then supply to your trainers or your reception, to streamline the sign-in process!

previewing the sign in sheet for the three delegates

Follow this page to learn the steps to generate a sign-in sheet for your Course.

Optional: Create your own sign-in sheet

Your accessplanit platform has a standardised sign-in sheet available to use, however if you would like to design your own and have control over what information is included in your sign-in sheet, you can upload sign-in sheet templates, that have been created in Microsoft Word

There are special accessplanit merge fields that you can include in your Word documents, so that the information held in your accessplanit platform is automatically populated in your sign-in sheets when they are generated for a Course.

To create a sign-in sheet, you will follow these steps:

Build your sign-in sheet in MS Word
Create a sign-in sheet Document Template
Test the sign-in sheet

Build your sign-in sheet in MS Word

The first step is to open Microsoft Word and create your sign-in sheet template, using accessplanit merge fields

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 https://accessplanit.atlassian.net/wiki/spaces/HG/pages/385286154 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 https://accessplanit.atlassian.net/wiki/spaces/HG/pages/385286154/Document+Template+Merge+Fields+and+Glossary#Managing-Date-Formats-in-Merge-Fields guide to add in your choice of formatting.

Create a sign-in sheet Document Template

Once you have created and saved your sign-in sheet in MS Word, you will next upload this into your accessplanit platform as a ‘Document Template’.

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
1. Select your Training Provider from the ‘Account’ select option
2. Provide a name for your Document Template, such as ‘Course Sign-In Sheet’
3. Optional: Provide a description for your document to inform your team what it is for
4. Make sure the ‘Active’ checkbox is checked
5. 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
6. Upload your file
7. 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

Test the sign-in sheet

Before you move onto generating the sign-in sheet for any of your Courses, first test that the sign-in sheet generates as you are expecting

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

Assign your sign-in sheet to your Course Templates

If you have created your own sign-in sheet in the last step, to prevent the standard accessplanit sign-in sheet from being used, you will need to link your sign-in sheet Document Template to the relevant Course Templates. Assigning to the Course Template will also ensure that any automated communications with the sign-in sheet attached have the correct formatting.

Important

Right-clicking on a Course and selecting ‘Generate Documents’ and selecting your Sign in Sheet Template will not work - because Sign in Sheets rely on Delegate info to populate merge fields, this needs to be done via the Generate Sign in Sheet option, or via the Delegates DataGrid against that Course.

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.

Top tip!

In addition to emailing your sign-in sheet, your Trainers are able to download your sign-in sheets from their My Teaching portal. To provide this access to a trainer, check the ‘Generate Sign-in Sheet' option within the trainer’s My Teaching settings while editing the Resource.

Generate a sign-in sheet

This step will take you through the steps to generate a sign-in sheet for a Course

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