What's New: March 2025

Your March 2025 update includes the highly-anticipated API v2 Feeds and webhooks! This is in addition to significant improvements to the Trainer Portal, a time-saving new Quick-Edit tool in your platform DataGrids, and some exciting usability improvements to the Checkout basket.

March 2025 Release:

1 ↔️ API v2 Feeds & Webhooks
2 🧑‍🏫 Updates for Trainers in Trainer Portal
3 Enhancements to Placeholders
4 Usability improvements in Checkout
5 New Quick-Edit tool available in DataGrids
6 🔐 Platform security updates
7 ♿ Accessibility improvements
8 Updates to the Opportunity Item Summary
9 Prevent customers editing Delegate details within Shopping Basket

Further links:

Watch: accessplanit’s April 2025 Product Update which covers many of the features in this release! (34m 31s)

Watch: Quick-Edit Q&A Session hosted by Sarah & Sean (10m 40s)

🤗 If you would like any support with any of these new features please get in touch with our Customer Support Team

If you have any ideas of how we can improve the product further, please log these on our Product Portal

Finally, if you would like to be a part of our product development process, you can join our Product Loop Club! Read more about our Loop Club

↔️ API v2 Feeds & Webhooks

The accessplanit API Feeds are a great way to integrate your other systems with your accessplanit platform to streamline your operations!

Our API Feeds allow you to integrate your information with other software in use within your organisation. From employee and customer-based software such as HR systems, VLEs, and CRMs, to financial and invoicing programs, to websites and enquiry forms.

Our API Feeds give you the ability to read and manage your accessplanit data automatically to avoid data rekeying and human error, saving you time and money!

Please see our dedicated documentation for accessing and using the API v2 Feeds:

API Documentation

API Use Cases

Here are the most popular uses for the API Feeds, supported by our recommended approach and best practice for each

🧑‍🏫 Updates for Trainers in Trainer Portal

Set Tasks for your Trainers

Give your Trainers the option to manage their workload within their Trainer Portal!

Trainers can now receive and manage tasks within their Trainer Portal!

As Admins, you can now assign Tasks to your Trainers so that they can track and manage their Course-based actions. Additionally, Trainers can create their own additional Tasks for any extra work they want to record and manage!

Tasks will be visible to your Trainers in this new page, providing the following criteria is met:

The Task's ‘Assigned to Account’ is the Trainer User’s Main Account
The Task’s ‘Assigned to User’ is the Trainer
The Task is mapped to a Course that the trainer is assigned to, or one of the Delegates on those Courses, or a Note that the the Trainer can see

Per Trainer, you control what level of access they have to the Task functionality - if you allow Trainers to ‘View’ their Tasks, you can also provide them with further access to ‘Edit’ Tasks, ‘Delete’ Tasks, and ‘Create’ their own new Tasks.

If you provide your Trainers with the additional access to ‘Edit’ Tasks etc. you will also be providing them with this level of access to any Notes & Files that are linked to these Tasks. For example if a Trainer has access to ‘View' and ‘Delete' Tasks, they will also be able to 'View’ and 'Delete’ Notes and Files on these Tasks.

From the new Tasks page in the Trainer Portal, you trainers can then monitor, progress, and create Tasks!

They also now access a new Kanban Board view!

The Kanban board provides Trainers with a more visual way to process their Tasks, please see the below video for a quick tour around the Kanban Board functionality:

Finally, we have introduced an additional option for Trainers in their Tasks DataGrid, where they can update the status and/or progress of a Task quickly - without needing to open the full edit form!

Within the Tasks DataGrid, the new option is called ‘Update Task', this is available to Trainers even if they can only ‘View’ Tasks.

This opens a quick pop-over where the Trainer can set the new status & progress!

Trainers can add Notes and Files to their Courses, Delegates, and Tasks

Keep everything in one place with Trainer-accessible Notes and Files!

Trainers can access and manage Files linked to their Courses and Delegates!

Within the Trainer Portal options for each of your Trainers, you can now set whether they are able to ‘View’ the Files that are assigned to Courses they are assigned to, and the Delegates on those Courses. If so - you can also provide them with access to ‘Edit’ these Files, ‘Delete’ them, and/or 'Create' new Files.

Please note, that for a Trainer to be able to access Admin-uploaded Course Files, the File must also have the ‘Trainers can access this file’ checkbox checked.

Per Course & Delegate, Trainers can access a ‘Files’ section, where they can view the Files and (depending on the level of File access you have granted them), manage the Files:

Trainers can access and manage Notes linked to their Courses and Delegates!

Notes are an excellent way to communicate course updates and headlines across your Admin team and your Trainers, as they're directly linked to the relevant Course or Delegate, they're easy to find when needed! Additionally, as Notes are date stamped, they can serve as a useful audit log, keeping a clear record of important updates.

Within the Trainer Portal options for each of your Trainers, you can now set whether they are able to ‘View’ the Notes that are assigned to Courses they are assigned to, and the Delegates on those Courses. If so - you can also provide them with access to ‘Edit’ these Notes, ‘Delete’ them, and/or 'Create' new Notes.

Please note, that for a Trainer to be able to access Admin-logged Course & Delegate Notes, the Note must also have the ‘Trainers can access this note’ checkbox checked.

Per Course & Delegate, Trainers can access a ‘Notes’ section, where they can view the Notes and (depending on the level of Note access you have granted them), manage the Notes:

Trainers can view Placeholders

Trainers now have visibility of places reserved on their Courses by Placeholders

A new ‘Placeholders’ option has been added to the Courses DataGrid within the Trainer Portal.

This new option will open a Placeholders DataGrid where the Trainers can see if there are any additional spaces booked, but not yet assigned to Delegates. This helps Trainers understand expected attendance, even when participant names are still pending!

Usability updates to the Trainer Portal

There have been a couple of small updates to the interface for trainers to provide a more intuitive experience

Each of the main menu options available to Trainers, are now supported by icons!

This small change will make it easier for Trainers to quickly find the option that they need, while also looking a bit nicer!

Several options available at the very top of the platform have been removed for Trainers, they are now only left with the necessary icons, leaving them with a decluttered view!

Trainers can access an overview of an upcoming Course they are teaching

Trainers can now see everything about a Course at a glance

Trainers now have a dedicated 'View Course Details' option available from their Courses DataGrid.

This new option takes the Trainer to a new page containing a clear overview of their assigned Course!

To help keep the page easy to read, where the Course does not have a Venue, or Webinar Details, these options will be hidden from the page entirely so that the information is concise.

There is also an ‘Actions’ button available at the top of the page where the Trainer can generate the Course Register & Sign in Sheet!

Trainers can view all the details of a Delegate registered onto their Courses from one place

Trainers can now see everything about a Delegate at a glance

Trainers now have a dedicated 'View/Edit Delegate Details' option available from their Delegates DataGrid for their Courses.

This new option takes the Trainer to a new page containing a clear overview of the selected Delegate!

If you have granted your Trainer access to update Delegate contact details and mark Course attendance, they will be able to make corrections to contact details and the Delegate’s status on the Course from this page too!

If you have not provided your Trainer with access to update information about the Delegates, they will instead see a read-only view:

Provide Trainers with access to Course and Delegate Custom Fields

Trainers can now get visibility of the information you store in Custom Fields for your Courses & Delegates

You can now update each of your Course & Delegate Custom Fields to share them with your Trainers.

Per Custom Field, Admins can now decide which Custom Fields Trainers should be able to access.

To share a field with a Trainer, edit it from the Custom Fields page, and check the ‘Trainer Course Date’ or ‘Trainer Delegate’ ‘Share With Modules’ option.

These shared fields will then be available for Trainers to add into their DataGrids (with a clear prefix to indicate their origin) and can be searched, filtered, and sorted (if that is available to Admins)!

The Custom Fields won’t appear in forms but if you would like to see them included in the new ‘View Delegate’ or ‘View Course’ page for trainers, please let us know via the Product Portal!

Trainers can view the Time Zone associated to each of their Courses

Trainers can now include the Time Zone of their Courses within their Calendar and Course DataGrid, to help them be fully informed about their schedule of their Courses.

Trainers can now add ‘Time Zone’ into the Course details displayed on their Course Calendar!

To include the Time Zone, Trainers simply need to access their Calendar in the platform, and click to add ‘Time Zone’ to the ‘Details to be shown on a calendar item’ in the Advanced options.

Click the ‘Advanced’ link at the top-right of the Calendar
Click on the ‘Display Details’ option and check the ‘Time Zone’ option
Click 'set'
Click the ‘Apply Options’ link in the Advanced options to show the ‘Time Zone’ on the calendar
Click the ‘Save Options’ link in the Advanced options to ensure the Time Zone is displayed on the calendar when you open it next time

Trainers can now add ‘Time Zone’ into the Course details displayed on their Courses DataGrid!

To include the Time Zone as a column, Trainers can click on the ‘Change Columns' button on the right of their DataGrid

Then add in the ‘Time Zone Description’ column

Click ‘Apply’ to save their changes and add the Time Zone into the Courses DataGrid.

Enhancements to Placeholders

Cancel Delegates alongside Placeholders

You can now cancel Delegates on a Placeholder at the same time as the Placeholder itself, saving you from processing two separate cancellations.

If you need to cancel a Placeholder, you no longer have to cancel the associated Delegates separately!

A new ‘Cancel Delegates’ option is now available in the Cancel Placeholder window, this option can be used to cancel both the Placeholder and its Delegates in one step. This option is checked by default for a smoother cancellation process!

View the transfer journey of my Placeholders

There are two new columns available in the Placeholders DataGrid to let you track where your Placeholders have been transferred to and from, giving you full visibility of their journey!

There are two new columns available in the Placeholders DataGrid to give you a clear picture of the transfers that have happened for your Placeholders -

Transferred From
Transferred To

You can add these two new columns into your Placeholders DataGrid by clicking on the Change Columns button on the right of the DataGrid

These new columns are dynamic links, this means that you can click on them to get a shortcut through to the details of the Course that the Placeholder was transferred from/to:

You can also filter your Placeholder DataGrid and Workflows using these new columns. For example, if you want to only include Placeholders who have been transferred to a Course, you would use the filter: Transferred From ID | Is Not Empty

View the Invoice Status of my Placeholders

A new column in the DataGrid now shows whether your Placeholders have been paid for, making it easier to track invoice status at a glance.

There is a new column available in the Placeholders DataGrid to give you a quick view of the Invoice status of each of your Placeholders

Invoice Status

You can add this new column into your Placeholders DataGrid by clicking on the Change Columns button on the right of the DataGrid

You can also filter your Placeholder DataGrid and Workflows using this new column! For example, if you want to view Placeholders who do not have a committed invoice, you would use the filter: Invoice Status | Is In | Temporary

Usability improvements in Checkout

Quickly select the Booking User as the Delegate

To save time in Checkout, the Booking User will now appear at the top of the Delegate selection list, helping admins select Delegates faster.

As we know that in a high percentage of bookings, the Booking User is also one of the Delegates, we’ve made their selection easier!

The Delegate selection window now positions your selected Booking User at the top of the list, saving you time searching or scrolling.

In the below example, Lib Pudsey is this bookings' selected Booking User, so she is displayed at the top of the Delegate selection window:

Define the searching criteria for my Delegates

Admins can now customise the information shown in the Delegate selection screen at Checkout, providing you with more information to make sure the right people are assigned to Courses.

If you would like to would like to tailor the 'Select Delegates' window to show more information, Super Admins can now choose between 3 and 6 pieces of information to display!

To choose what information is included in the ‘Select Delegates’ window, Super Admins should open the ‘Checkout Options’ page from Administration, and make changes to the ‘Select Delegate Information' option.

You can select from commonly used User information, and your User-based Custom Fields!

Please note

Date format fields, such as date of birth, are not currently supported and cannot be added as a column to the Select Delegate window

Once you have made your selection, click ‘Save’ at the top of the page to apply your changes to your Checkout Basket!

Require a PO Number for specific customers

New advanced PO options allow you to specify which customers must enter a PO Number when booking, giving you greater control over your financial processes.

Do you need to make PO Numbers mandatory for specific customers? Now you can!

If a customer must provide a PO to be invoiced, Super Administrators can now set this in the Account Finance Options.

When that customer is paying or one of their employees is paying, the PO Number field will automatically become mandatory!

Please note

If a booking is being paid for by a User, instead of their Account, they will still be required to provide a PO Number if their ‘Main Account’ requires a PO - this is to prevent people from bypassing the PO Number requirement by changing the billing options.

How does this work alongside the existing Checkout PO Number settings?

It is already possible to define whether the PO Number option in Checkout is displayed, and if so - is it mandatory? These options are available for Super Administrators within the Checkout Options:

However, it was not possible to set the PO Number option to be mandatory for some customers, and not others!

Here are how the two sets of settings work together:

If you would like the PO Number box to be shown in Checkout, you must make sure the ‘Include PO Number on Payment Page’ option is checked. If you do not have the ‘Include PO Number on Payment Page’ option checked, then even customers that have the ‘PO Mandatory’ option checked will complete their bookings without providing a PO Number because the option will not be displayed to them.
It is not possible to show the PO Number box to some customers but not show it to others.
If you only want the PO Number box to show up for Invoice payments, you can select ‘Only Invoice Payments’ in the 'PO Number Displayed' option. If you do make this selection, then even customers that have the ‘PO Mandatory’ option checked will complete their bookings without providing a PO Number when they pay with any other method than Invoice, because the option will not be displayed to them.
If you would like the PO Number box to be mandatory for all customers, check the 'PO Number is Mandatory' checkbox. You will then not have to go through each customer to say that the PO Number is mandatory for them, as this is a global setting that will apply to everyone!
If you would like the PO Number box to be mandatory for specific customers, open the ‘Account Finance Options' page from the ‘Administration’ menu, open the ‘Options’ tab along the top of the page, search for and select your customer, then check the ‘PO Mandatory’ option and click 'Update’ to save your changes

New Quick-Edit tool available in DataGrids

Our powerful new Quick-Edit tool in your DataGrids lets you update information quickly and easily! Speeding up the process of many updates significantly.

There is a new option available in your DataGrids that gives you the option to manage your data must faster!

With DataGrid Quick-Edit, you can update information without needing to navigate away from your DataGrids. This means you can make changes instantly, keeping your data accurate and up to date with very little effort.

How It Works

To quickly edit an item in your DataGrid, click on the new Quick-Edit button at the right of your DataGrid
This will open up the Quick-Edit pop-over window containing all the columns that have have included in your DataGrid (learn how to update the columns in your DataGrid)
You can then make changes to any of the editable columns, any that can’t be edited will stay as read-only to display the information back to you
The Quick-Edit pop-up has smart validation included to prevent any invalid data being added into your platform! This works by checking if one of the columns in your DataGrid included is validated against another column.
For example, the ‘Start Date' of a Course cannot be after the ‘End Date', and the ‘maximum places’ for a Course cannot be less than the ‘minimum places’. If any of these are included as columns in your DataGrid (e.g. Maximum places’, the Quick-Edit pop-over will display the validated column (e.g. 'Minimum places’ even if one of them isn’t included in your current DataGrid view!

Watch our Quick-Edit Q&A session on demand!

Sarah & Sean hosted a Q&A session ahead of this update to address common questions about the Quick-Edit tool, you can watch it back here:

https://www.accessplanit.com/en-gb/webinars/qanda-quickedit

🔐 Platform security updates

Configure the number of days until MFA reauthentication

You can now adjust the default 120-day MFA reauthentication period to align with your organisation’s security policies

Super Admins can now change the MFA reauthentication period in your platform! The reauthentication period can be increased or decreased to match your company security requirements.

This new setting is available in the ‘Security Options’ page within the Administration menu.

Open the ‘Security Options’ page
Click on the ‘MFA’ section header at the top of the page to jump down to the MFA settings
Update the number in the 'User Reauthenticate After (Days)' option
Click the ‘Save’ button at the top of the page to apply your changes

Limit set: Only 10 password resets allowed per User within 24 hours

A new security measure has been put in place to limit Users to 10 password resets within 24 hours.

A new security measure has been put into place as a part of this release, Users can now request a maximum of 10 password resets within 24 hours.

This limit has been put in place to prevent spam bots from abusing the reset process.

Training Admins can no longer impersonate Super Admins

To protect system security, Training Admins can no longer impersonate Super Admins, ensuring they don’t access restricted areas.

To strengthen security of your platform, Training Administrators are no longer able to impersonate Super Administrators, this ensures the restricted areas of your platform remain protected!

Additionally, Super Administrators can no longer impersonate each other!

All Administrators are still able to impersonate your customer Users to be able to support them.

View when an Admin/Trainer has changed a Custom Field value

Custom Field changes made by Admins and Trainers are now recorded within your platform audit logs, improving auditing and tracking of updates throughout your platform.

Custom Field changes are now included in audit trails, providing greater visibility and accountability for key data updates!

This enhancement applies to Custom Fields within modules that already support auditing, including Courses and Delegates. If a Custom Field is updated on a Course or Delegate (for example), you’ll now have a clear record of who made the change and when. Modules that do not yet support auditing, such as Meetings and Notes, will also not support auditing on their Custom Fields.

This helps with:

Improved tracking, as you can now see a detailed history of changes for compliance and internal record-keeping
Greater accountability, as you can easily identify who updated Custom Field information
Data integrity, as there is better transparency in platform usage and a history of what your Custom Field has been set as (for corrections!)

To set up auditing of a Custom Field, edit it from your Custom Fields DataGrid, and check the new ‘Include in Audit Logs’ option

After this update, you will begin to track changes to Custom Fields which will be accessible in your ‘Audit Logs’ pages.

♿ Accessibility improvements

Error messages are tied to the field in the Learner Portal

Error messages that appear within the Learner Portal ‘Edit Details’ page are now linked to their relevant field, making it easier for screen-reader users to correct mistakes.

In the Learner Portal’s ‘Edit My Details’ page, the Email and Mobile fields include validation to prevent users from accidentally entering invalid information. If incorrect data is entered, an error message appears, making it visually clear which field needs to be updated!

However, for users who navigate with screen readers, it wasn’t as easy for them to identify which field contained an error. So to improve accessibility, we have updated these error messages so they are now programmatically linked to the relevant field. This means that when an error appears, it is also clear to screen reader users which field requires correction.

Accessible theme colours

If you need an accessible colour scheme for your Learner Portal, let us know! We can apply your choice of colours for better accessibility.

If you require your Learner Portal to meet accessibility standards, please contact a member of the accessplanit team to ensure you are using the latest version of a Learner Portal theme.

The updated version includes several accessibility enhancements, ensuring colour contrast meets WCAG AA guidelines. Additionally to this, we can adjust the colours used throughout your Learner Portal to help meet accessibility requirements!

Updates to the Opportunity Item Summary

We have made improvements to the Opportunity Item Summary merge field to make it more useful for your customers.

The ‘Opportunity Item Summary’ merge field, commonly used in Email Templates and Workflows to share details about new and updated Opportunities, has been improved for greater accuracy.

Two key changes have been made to how the merge field displays associated items:

The term ‘Places’ has been removed, as it was not always relevant, particularly for Courses charged per Day or per Session.
The currency symbol now correctly reflects the appropriate currency, rather than defaulting to £ when no specific Courses were selected

Prevent customers editing Delegate details within Shopping Basket

It is now possible to prevent Booking Users from editing Delegate details directly within the Shopping Basket (please note, this is not the Checkout Basket).

Background

The ‘Edit’ option in the basket allows Booking Users to make corrections to Delegate details, such as updating a surname or job title. However, we received many requests to remove this option so that updates to User information can only be actioned within the core platform, reducing the risk of incorrect data being entered in the basket.

The change

Currently, the shopping basket displays an ‘Edit Details’ link beside each Delegate’s name, allowing Booking Users to update their personal information. With the new option enabled, this link will be hidden, and it will not be possible to updated Delegate details during the booking process.

Here’s how it looks as standard:

Clicking the ‘Edit Details; link displays an edit form where their personal details can be updated:

And here’s what it looks like with the new setting enabled, the ‘Edit Details’ link is hidden for each Delegate:

How to enable it

This new option needs to be enabled by a member of our team, if you would like the ‘Edit Details’ links hiding within your shopping basket please let a member of the accessplanit team know!

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