Generate a Course sign-in sheet

Owned by Jenna Buttershaw
Last updated: 19 Mar, 2024 by Hannah Letch
8 min read

 

Steps to generate a Course sign-in sheet

 

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:

  1. Build your sign-in sheet in MS Word

  2. Create a sign-in sheet Document Template

  3. 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?

  1. Open the Microsoft Word application

    Word Application icon

     

  2. If you have an existing sign-in sheet document, you can open this and use it as your sign-in sheet template

  3. 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

     

  4. 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

     

  5. 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

     

  6. Click into your Word document where you would like to place the merge field

     

  7. Open the ‘Insert' menu in Microsoft Word and view the 'Quick Parts’ options

  1. Click the ‘field’ option from the drop down to open the ‘Field’ pop-up window

     

  2. From the ‘Field names:' list scroll down and select the 'MergeField’ option

     

  3. Paste the merge field label into the ‘Field name:’ textbox

     

  4. Click the OK button to add your merge field into your sign-in sheet template

     

  5. Repeat steps 5-11 for each merge field in your sign-in sheet until you are happy with the contents

  6. 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

     

 

  1. Save your sign-in sheet file

     

 

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’.

  1. Open the ‘Administration’ menu from the Profile options at the top-right of your platform

     

  2. 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

     

  3. Click the ‘Add Document Template’ button to open the pop-up window where you can create a new Document Template

     

  4. 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’

  5. 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

  1. From the Document Templates DataGrid, right-click your sign-in sheet Document Template to view the context menu options

     

  2. Click the ‘Edit’ option to view to the Document Template’s Details

     

  3. Click the ‘Preview’ button at the bottom of the form to open the Document Generator window

     

  4. From the Document Generator window, use the ‘Delegate IDs’ selector to select one or more Delegates that are registered onto the same Course

     

  5. 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



  6. 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

     

  7. 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

Optional: Assign your sign-in sheet to your Course Templates

 

  1. Open your ‘Course Templates’ DataGrid from your main menu on the left

     

  2. 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

     

  3. 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

     

  4. Scroll down to the ‘Document Templates’ section on the page

     

  5. Use the ‘Select’ button on the ‘Sign in Form’ option to assign your sign-in sheet to your Course Template

     

  6. Click ‘Save’ at the top of the page to apply your changes

 

 

Generate a sign-in sheet

 

  1. From the Main Navigation menu go to Courses>Class or Course>Web

  2. Find your Course by applying filters and/or searching for the Course ID you wish to generate the sign-in sheet for

  3. Right-click the Course and select ‘Generate Sign-In Sheet’ from the context menu.

  4. This will automatically download the Sign In Sheet within your browser and will be available within your ‘Downloads’ file within the File Explorer

     

  5. 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