Managing platform performance

Learn about how you can support your platform’s speed and performance

1 📖 Understanding what impacts platform performance
2 ✅ Quick connection & browser checks
3 🧹 Data clean-up & archiving
4 🔍 Optimise your DataGrids and searches
5 📄 Reporting & Importing efficiently
6 Dedicated Server benefits
7 📅 Preventative maintenance schedule
8 🙋‍♀️ When to contact support
9 FAQs

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Related Help Guide Pages

https://accessplanit.atlassian.net/wiki/spaces/HG/pages/3821600769

https://accessplanit.atlassian.net/wiki/spaces/HG/pages/3854959058

Is your platform running slower than expected? You’re in the right place.

This guide walks you through everything that can affect performance and how to keep your accessplanit platform running smoothly. From quick checks on your own connection to settings that will help you in the long-term, you’ll find all the steps (and links to related resources) right here.

📖 Understanding what impacts platform performance

Learn which platform activities (such as large DataGrids, heavy reporting, and oversized imports) can slow things down and how to reduce their impact.

Some everyday actions can place extra load on your platform and cause pages to feel slower. Knowing what these are, and how to work around them, helps you keep things running smoothly. Below are the most common culprits and practical ways to reduce their impact:

Wide-scope searches
Using the platform search at the top of your platform with all modules selected forces your platform to check every record when you run your search. Narrow your search to the relevant module return results faster!
Large DataGrid views
Setting DataGrids to show 100 or 250 rows at once increases the amount of data loaded to your browser, this can be especially high-load if you have many columns included in your DataGrid too! Reducing the default view to 25 or 50 rows (and trimming the number of visible columns) keeps load times shorter.
High-volume eCampaigns
Sending a large email or eCampaign creates a sudden surge of concurrent activity. Where possible, schedule campaigns outside of peak usage times.
Complex Account structures & security rules
Platforms with many Accounts and Account Groups combined with very specific security assignments (for example, “Training Admin of a single account” instead of a platform-wide Training Admin role) requires more processing each time that Admin makes a request! Review security assignments regularly and simplify them where you can. For example, if a Super Administrator or Training Administrator should be able to see all customers and Training Providers then they can be given their role with no Account or Account Group restrictions:
Poorly designed Report Writer reports
Reports that pull unfiltered, wide date ranges or unnecessary fields take longer to generate. Optimise by adding filters, summarising data, or scheduling heavy reports to run during quieter periods.
Heavy dashboards
Dashboards with lots of gadgets and embedded reports load all of their data every time they open. If everyone logs in at 9 a.m. to a data-heavy Dashboard, the platform feels sluggish right from the start! Keep your Dashboards focused on the information you actually need as an admin, limit the number of Report Writer reports, and avoid enabling auto-refresh otherwise the gadgets keep reloading even when you’re away from your desk.
Overloaded DataGrid searches
When every column is included in the search criteria of your DataGrid, your platform has to check data in each of those columns for every record. Use only the filters that truly matter: fewer criteria mean faster searches and more accurate, targeted results!
Large imports during working hours
Bulk data imports, such as uploading many Users or Courses, consume resources and can slow other tasks. Whenever possible, run large imports outside core business hours.

By understanding these pressure points and following the mitigation tips, you can avoid most performance slow-downs before they start.

✅ Quick connection & browser checks

Before diving deeper, rule out local issues. We’ll show you how to run an internet speed test, clear your cache, and test in a private browser window.

Before assuming your platform itself is slow, it’s worth ruling out local factors (such as your own internet connection, device, or browser setup). A few quick checks can save time and give our Support Team the details they need if you do raise a ticket!

Confirm who’s affected
Check whether the slowdown is only happening for you or across your Administrator team. If others experience the same issue, please note their names or User IDs and their roles.
Test your internet speed
Use a trusted speed-test tool (for example, http://Speedtest.net ) to confirm your download and upload rates. If speeds are significantly below what your internet provider promises, the bottleneck is likely your connection.
Try a different browser or device
Open the platform in a private/incognito window or a different browser to rule out cached data or an add-on slowing things down. If possible, test on another computer or mobile device as well.
Clear cache and disable extensions
A full browser cache can add seconds to every page load. Clearing your cache and/or temporarily disabling browser extensions often makes an immediate difference.
Gather details for Support
If the problem persists, please jump to https://accessplanit.atlassian.net/wiki/spaces/HG/pages/edit-v2/3926130689#%F0%9F%99%8B%E2%80%8D%E2%99%80%EF%B8%8F-When-to-contact-support

🧹 Data clean-up & archiving

Old or excessive data can create drag and make searching for your data much more cumbersome. Follow our tips and links for merging users and archiving historic courses.

Over time, every system can get a little messy! Please see our guides to learn more about how you can declutter your platform

Can accessplanit help?

If you’d rather not take on the task of deleting data yourself, we offer a professional service where our team can handle the clean-up for you.

Whether it’s removing old files, tidying up Document Templates, or retiring unused eLearning packages, our experts can take care of it safely and efficiently, saving you time and giving you peace of mind.

This is a chargeable service, if you’re interested, speak to your Customer Success Manager to find out more or to get a quote!

🔍 Optimise your DataGrids and searches

Small tweaks such as reducing displayed columns, limiting rows, or refining search criteria can make a big difference to page load times.

DataGrids are powerful for viewing and managing your platform data, but the way they’re configured can have a big impact on performance. A few small adjustments can keep them snappy and make your searches more accurate.

Limit rows and columns
Displaying 25–50 rows at a time is usually plenty. Reducing the number of visible columns also means less data to load, which speeds up every refresh.
Refine your search criteria
Avoid selecting every available column when running a search. Fewer criteria mean the platform checks less fields, delivering results faster and with better accuracy.
Save and reuse targeted Views
If you regularly filter for the same data, create a saved View with only the essential columns. This reduces processing each time you open your DataGrid.
Use Filters
Use filters to narrow the results displayed in your DataGrid, this not only helps the page to run faster, it also helps you to find what you need faster!
Schedule heavy tasks for off-peak times
For particularly large exports or bulk updates from your DataGrids, consider running them outside peak working hours to minimise impact on other administrators.

📄 Reporting & Importing efficiently

Heavy reports and complex workflows can build up background tasks. Discover how to limit date ranges, schedule reports, and streamline triggers.

Reports and data imports are essential for analysing and updating your data, but they can put a heavy load on your platform if they’re not managed carefully. Use these tips to keep everything running smoothly while still getting the insight you need.

Design reports with focus
Avoid pulling every column or an unrestricted date range. Apply filters to limit records to what you truly need and remove unnecessary fields to reduce processing time.
Use scheduled reports
Where possible, for large or recurring reports, schedule them to send automatically during off-peak hours so they don’t compete with day-to-day activity.
Plan your imports for quieter periods
Bulk uploads, such as large User lists or a new Course schedule, consume a lot of resources while they process. Run these tasks early morning, evening, or at other times when fewer people are logged in.
Validate before you import
Clean and validate your data before uploading, well-structured files reduce errors and retries which saves time and prevents unnecessary platform strain.

Dedicated Server benefits

If you have high volumes of data or traffic, a dedicated server can isolate your environment and provide extra capacity for peak periods.

With a dedicated server, your platform will benefit from better load times and more consistent performance, this is particularly helpful if you have lots of concurrent users or you're managing large volumes of data.

Please see our guide: https://accessplanit.atlassian.net/wiki/spaces/HG/pages/3854959058

📅 Preventative maintenance schedule

Set a routine for regular housekeeping.. quarterly checks to clear old files, review your DataGrid settings, and delete unused documents and packages to help keep performance steady.

Set a routine for regular housekeeping to keep your platform running at its best! A quarterly check-up is usually enough to prevent slowdowns and avoid data bloat. Here’s our suggested schedule you can adapt:

Quarterly

Clean up DataGrids
Review your saved Views and search criteria, are these still working for you or do they contain unnecessary columns? Have any of your DataGrids got more items or columns shown than is required?
Archive or anonymise old records
Merge any duplicate Users and Accounts, anonymise Users that you no longer need, and archive any Courses that are no longer required
Remove unused documents and packages
Delete redundant files, training packages, or obsolete Document Templates

Bi-annually

Audit reports and workflows
Identify large or poorly optimised reports and refine them; check that your Workflows still serve a purpose and don’t trigger unnecessary emails or tasks
Check dashboard content
Remove gadgets and reports that you no longer need and disable auto-refresh where possible

Annually

Review Account structures and Admin permissions
Simplify complex account groups or overly specific security roles that can slow processing for your admin team
Evaluate storage use
Clear out outdated media or oversized attachments in your Files

🙋‍♀️ When to contact support

Still seeing delays? Gather browser details, speed-test results, and timestamps, then follow our checklist to log a ticket so we can help quickly.

If you’ve worked through the checks and optimisation tips in this guide and the platform is still running slowly, it’s time to involve our Support Team! Reaching out with the right details means we can investigate quickly and effectively

Confirm the scope of the issue
Note whether the slowdown affects just you, a specific group of users, or the entire platform. Gather names, roles, and any patterns (e.g. only certain pages or times of day).
Share your quick-check results
Include the outcomes of your internet speed test, browser/device tests, and any cache-clearing you performed. These help us rule out local issues immediately.
Provide timestamps and examples
Record the exact time the problem occurs and the steps you were taking (for example, “opened DataGrid X and applied filter Y”). Screenshots or short screen recordings are especially helpful!
Attach relevant files if needed
If a specific report or import file is involved, please send us the file or its name so we can replicate the behaviour.

Once you’ve gathered this information, raise a ticket through the Support portal. The more complete your initial report, the faster we can diagnose and resolve the performance issue.

FAQs

How do I know if the platform is slow for everyone or just me?

Check with other admins and run a quick browser and connection test. If multiple people experience the slowdown, it’s likely platform-related. Otherwise, local factors such as your internet speed, browser cache, or device may be causing it!

Will a dedicated server completely solve performance issues?

A dedicated server can help if your platform has high data volumes or many concurrent users, but performance also depends on good housekeeping, optimised DataGrids, and efficient reporting.

How often should I review my Dashboards and Reports?

At least quarterly. Remove unnecessary gadgets and reports, disable auto-refresh, and optimise Report Writer reports to keep your platform high performing.

Can large imports or campaigns slow down the platform for other users?

Yes. Running heavy imports, exports, or sending large eCampaigns during peak hours can temporarily affect performance for all active Users. Scheduling these tasks for off-peak times reduces impact!

My DataGrid is still slow even with fewer rows and columns, what else can I try?

Check that your searches are targeted with only essential criteria, apply Filters to limit the results of your DataGrid, and close any unnecessary browser tabs. If issues persist, collect your speed-test and browser info and contact our Support Team.

Does clearing my browser cache really make a difference?

Yes. Cached data, cookies, and extensions can significantly slow down page loads. Clearing your cache or using an incognito/private window often improves performance immediately.

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