Create a new Trainer

Select ‘Users’ from the Main Navigation Menu This will open the Users DataGrid Click the ‘Add User’ button This will open the ‘Add User’ form Add your new User’s information such as Name and Email Address Add the User’s Employment Information such as their Account (which is usually your company Account), select their role and ensure the User has the status of 'Active' Press the ‘Save’ button Additional options will now appear for you User, you may wish to come back at a later date to update any information you may require, such as Personal information or the User contact information It is essential that when creating a new In House Trainer, you do not map to a User that is already linked to an existing Trainer. Each Trainer can only be mapped to a User once, if this is duplicated, for example, if a User is linked to more than one Trainer resource, this will cause issues such as a permission denied errors if there are any Trainer based calendar Gadgets on their Dashboard. If in any doubt, contact support:

From the Main Navigation Menu, select ‘Resources’ then ‘Manage’ This will open the Resource DataGrid Click the ‘Add Resource’ button This will open the ‘Resource Details’ form Select the Account that your Trainer will be mapped to, which is usually your Training Provider Provide your Trainer name within the ‘Label’ field Select ‘In-House Trainer' from the drop-down menu Enter the ‘Cost’ and select the ‘Cost Type’ of your Trainer Cost Types available are by Delegate, Session, Hour, Day or Delegate per Day Next is the ‘Other’ section, here you can choose the quantity which is usually '1', you can select the Colour of your Trainer so it shows as the selected colour in the Resource Calendar. You can also enter a URL for the Trainer if required and select which Timezone the Trainer is in Next up, you will need to enable the Status of the Trainer by ticking the ‘Enabled’ checkbox, this allows the Trainer to be added to Courses Now you need to select the User you have just created which will be linked to this Trainer using the ‘Mapped To’ option You may also wish to add a description for your new Trainer. At the very bottom of the form, you have the option to enable ‘Trainer Portal Access’, here you can select what access your Trainer will have Tick the checkbox to allow ‘Trainer Portal Access’, for further information on what each option allows, please visit our How To: Trainer Access page for further guidance Once you are happy with your form, click ‘Save’ in the top right corner Your Trainer will now be added to the Resource DataGrid

From the Main Navigation Menu, select ‘Resources’ then ‘Manage’ This will open the Resource DataGrid Click the ‘Add Resource’ button This will open the ‘Resource Details’ form Select the Account that your Trainer will be mapped to, which is usually your Training Provider Provide your Trainer's name within the ‘Label’ field Select ‘External Trainer’ from the drop-down menu Enter the ‘Cost’ and select the ‘Cost Type’ of your Trainer Cost Types available are by Delegate, Session, Hour, Day or Delegate per Day Next is the ‘Other’ section, here you can choose the quantity which is usually '1', you can select the Colour of your Trainer so it shows as the selected colour in the Resource Calendar, you can enter a URL for the Trainer if required and select which Timezone the Trainer is in Next up, you will need to enable the Status of the Trainer by ticking the ‘Enabled’ checkbox, this allows the Trainer to be added to Courses Now you need to enter some key details for your Trainer, this includes their name, email address, contact number and which Account they are linked to You may also wish to add a description for your new Trainer. At the very bottom of the form, you have the option to enable ‘Trainer Portal Access’, here you can select what access your Trainer will have Tick the checkbox to allow ‘Trainer Portal Access’, for further information on what each option allows, please visit our How To: Trainer Access page for further guidance Once you are happy with your form, click ‘Save’ in the top right corner Your Trainer will now be added to the Resource DataGrid It is essential that when creating a new In House Trainer, you do not map to a User that is already linked to an existing Trainer. Each Trainer can only be mapped to a User once, if this is duplicated, for example, if a User is linked to more than one Trainer resource, this will cause issues such as a permission denied errors if there are any Trainer based calendar Gadgets on their Dashboard. If in any doubt, contact support:

Select ‘Users’ from the Main Navigation Menu This will open the Users DataGrid Search for your new Trainer by using the Search Bar or filters. You can do this by searching the full name, or using the User ID This will show the new User within the DataGrid Ensure you have the ‘Main Account’ column added to your DataGrid,

If a Trainer is missing from the drop‑down when you try to assign them to a Course or Course Date, it’s usually because they don’t meet one or more of the requirements below. 1. Check the Trainer is set up correctly as a User Go to Users and search for the Trainer by name or email. Open their User record and check: They exist as a User (not deleted/archived). Their Main Account is correct. Their Status (if configured) is Active or equivalent. If the Trainer is inactive, they’ll often be hidden from selection lists. 2. Confirm the User is marked as a Trainer Depending on your configuration, a User usually needs to be flagged as a Trainer to appear in Trainer selection fields. On the User record, check for: A Trainer checkbox or role flag, and/or A Role / Profile that is specifically used for Trainers If this is not set, update the User so they are recognised as a Trainer, then try assigning them again. 3. Check Account and visibility settings Trainers often need to be linked to specific Accounts to be available: Make sure the Trainer’s Main Account (and any related Accounts, if used) matches what your organisation expects for Trainers. If your permissions or organisational structure restrict which Accounts you can see, you may not be able to assign Trainers from Accounts that are outside your visibility. If you suspect an Account/permissions issue, contact your internal system administrator. 4. Verify Course / Course Date‑specific restrictions Your system may apply extra rules to decide which Trainers can be assigned to a particular Course or Date, for example: Only Trainers linked to the same Account as the Course Only Trainers with the correct Trainer Type, Skill, or Qualification for that Course Only Trainers marked as available for that Location, Delivery Method, or Online Platform If such rules are configured, a Trainer who doesn’t meet them won’t appear in the selection list. Check the Course setup (and, if applicable, any Trainer‑qualification or skills areas your organisation uses) to confirm the Trainer meets the criteria. 5. Check the Trainer’s availability and calendar Some configurations will hide Trainers who are: Already allocated to another Course Date at the same time Marked as Unavailable (e.g. on holiday or blocked out in the Trainer calendar) Check the Trainer’s calendar / schedule to see if they’re already booked or unavailable at the date/time of your Course.