Generate a Course Register

Steps to Generate a Course Register

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

Related Help Guide Pages

Related Resources

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

Learn how to generate a register for a Course

As your course date approaches, compiling a register of the Delegates booked onto your course becomes essential for a smooth sign-in process. This register not only helps you keep track of who will be attending but also provides a valuable resource for your trainers or reception staff. By efficiently organising this information, you ensure that the sign-in process runs seamlessly, allowing Delegates to check in quickly and focus on their learning experience.

To enhance your customer service, it’s beneficial to prepare this register in advance. Having all the necessary details at hand helps your team manage attendance efficiently.

With accessplanit’s Document Templates, you can easily design your Delegate register to meet your specific needs.

Follow this guide to learn the best practices and steps for creating an effective register that supports a successful course experience!

Optional: Create your own Register

Your accessplanit platform has a standardised register available to use, however if you would like to design your own and have control over what information is included in your register, you can upload register 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 register when they are generated for a Course.

To create a register, you will follow these steps

Build your register in MS Word
Create a register sheet Document Template
Test the register document

Build your sign-in sheet in MS Word

The first step is to open Microsoft Word and create your register template, using accessplanit merge fields

Top tip!

Before you begin building your register, first consider what you would like to include in your register, 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 your Microsoft Word application
If you have an existing register document that has been created in Microsoft Word, you can open this and use it as your register template
If you do not yet have an existing register document, use Microsoft Word’s tools to build the structure of your Register
Once you have the structure in place, you can add in ‘merge fields' which will pull information from your accessplanit platform into on your register when it 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
To add a merge field into your register, first open the Document Template Merge Fields and Glossary and find the merge field that you would like to include in your document, 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 register template
Repeat steps 5-11 for each merge field in your Register until you are happy with the contents
Common Merge Fields are: candidate_name, candidate_companyname, course_label and course_startdate{"format":"dd MMM yyyy"}
To include information about multiple Delegates in your register, 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 Document Template Merge Fields and Glossary | Managing Date Formats in Merge Fields guide to add in your choice of formatting.

Create a register Document Template

Once you have created and saved your register 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 register’s
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 register template
1. Select your Training Provider from the ‘Account’ select option
2. Provide a name for your Document Template, such as ‘Register’
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
6. Upload your file (your register)
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 Register Template

Before you move onto generating the register for any of your Courses, first test that the register generates as you are expecting

From the Document Templates DataGrid, right-click your register 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
Please note: selecting delegates from multiple courses will generate Registers for each Course on separate pages when generated
Click the ‘Generate' button to download a copy of the register for these Delegates. This will download a copy of the register and save it to your 'Downloads’ file within File Explorer
Review the generated register 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 register, 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

If you have created your own register in the last step, to prevent the standard accessplanit sign-in sheet being used, you will need to link your register Document Template to the relevant Course Templates.

Open your ‘Course Templates’ DataGrid from your main menu on the left
Find the Course Template that you would like to assign your register 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 ‘Register’ option to assign your register 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 register, your Trainers are able to download your registers from their My Teaching portal. To provide this access to a trainer, check the ‘Generate Register 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 register for a Course

Open the ‘Class’ or ‘Web’ Courses DataGrid from your main navigation menu on the left
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 Register’ from the context menu.
This will automatically download the Register within your browser and will be available within your ‘Downloads’ file within the File Explorer
Review the generated Register to check that the correct information is included, no information is missing, and everything is formatted as you expect.