DataGrid Views

Learn about DataGrid Views

1 Why use DataGrid Views?
2 How to use DataGrid Views
3 Sharing DataGrid View (Super Admin only)
4 DataGrid Views showcases

Related Help Guide Pages

Learn how to create a DataGrid View and steal ideas from our showcases of real Views in use by accessplanit Admins!

DataGrid Views let you save and switch between different column layouts in your DataGrids, so you don’t have to manually reconfigure your DataGrid every time your focus changes.

Whether you’re reporting on future Courses, reviewing in-house/exclusive Courses, or tracking Sessional Course performance, you can create tailored Views that show the exact columns you need, already sorted in the right order. You can save multiple Views, name them clearly, and switch between them with a single click!.

Follow this page to learn how to create a DataGrid View and access our cheat sheet of ideas!

Why use DataGrid Views?

This section explains how DataGrid Views can help you to find and navigate through your Data much more quickly!

The purpose of DataGrid Views are to save you from manually updating your DataGrid columns throughout your day as your priorities change.

As there are so many columns available in many of the DataGrids, manual updates can be a time-consuming task, this can mean that key fields are missed or inconsistencies introduced in how your data is viewed and reported on.

DataGrid Views solve this by letting you:

Save time - Configure your columns once, and reuse them whenever you need.
Reduce errors - Avoid missed or forgotten columns by saving a consistent setup.
Switch focus quickly - Jump between different Views depending on what you’re working on.
Stay organised - Name your Views by task, project, or team to keep your work structured.

How to use DataGrid Views

In this section you’ll learn how to create & use DataGrid Views

DataGrid Views can now create and manage personal DataGrid Views! You can:

Create new views from scratch or by using ‘Save As’
Rename and delete views
Apply or unapply views as needed

To create a new view

Select the ‘Save as New View’ option and give your View a name!
Then update the columns displayed in your DataGrid and choose how you would like them to be sorted:

Finally, click the ‘Save View’ button to save your column selection.

It will then be available in your ‘Views’ bar to apply/unapply:

Using Views

When a view is applied, a green badge will appear on the ‘Views’ tab button to show that a saved view is active

If you make changes to columns or sorting, a red triangle will appear to indicate unsaved changes! This will disappear when you click the ‘Save view’ button.

You can toggle between your Views by clicking on them! Unlike Filters, only one View can be applied at a time.

Please note

You do not need to have a View applied! When you are viewing a DataGrid without a View applied, this is known as your personal default view, you can still make changes to this, the only difference is that it doesn’t have a name and you do not need to click save to save your column/sorting changes!

Sharing DataGrid View (Super Admin only)

Follow these steps to learn how to share your DataGrid Views with other Users in your platform

Once you have created Views in a DataGrid, you can share these with other Users
Make sure you have the View that you plan to share applied to your DataGrid (it should be dark blue)
Click the ‘Views’ button at the top-right of your DataGrid and select the ‘Share Current View’ option
Use the sharing options to define which Users are able to access this View
If you choose multiple criteria, users need to meet any of the options to get access.
Click ‘Save and Close’ to share your View!

Good to know!

After sharing your View, you can modify it, and those changes will be visible to the people you've shared it with. You can also change your sharing options later. Others cannot modify or delete your View.

Loved a View that’s been shared with you but need to make some changes?

Make it your own! Use the 'Save as New View' option to create your own editable copy

Don’t love a View that’s been shared with you?

Use the 'x' icon to remove it from your favourites bar

DataGrid Views showcases

In this section we showcase some of the best examples of DataGrid Views as submitted by other accessplanit Administrator Users! A huge thank you to everyone who put in a submission!

Jump to the DataGrid you are interested in:

Users

Our Team
This DataGrid View has been created to provide a simple overview of Administrator information. It gives a snapshot of each Admin’s access level, current status, and last logged in date. This can be really helpful, especially in larger teams, for assessing whether Admins are actively using their accounts, checking who may be locked out, and identifying who is a Super Admin versus a Training Admin.
Combine this with the DataGrid Filter:
- Main Role ID - Is In - Training Administrator + Super Administrator
  This Users DataGrid View has been set up to include: Date Created, First Name, Last Name, Main Account Name, Main Role, Last Logged on, Status
Customers
This DataGrid View has been created to give a simple view of customer User activity. It allows you to see each User’s role, their Main Account, their status, their engagement with your Courses and Invoices, and their latest Booking date
This Users DataGrid View has been set up to include: First Name, Last Name, Main Role, Last Booking, Main Account Name, Status, Active Courses Count, Active Invoices Count

Course Templates

Commercials
This DataGrid View has been created to provide Admins with a view specifically for checking the financial and commercial information for Course Templates! It gives a concise view of Course costs, cost centres, and tax settings.
This Course Templates DataGrid View has been set up to include: Label, Advertise, Training Provider, Course Template Type, Cost Centre, Cost, Cost Type, Tax Exempt

eLearning
This DataGrid View has been created to help Administrators view eLearning specific information only from the Course Templates DataGrid! It gives Admins view of the related eLearning packages, and the availability period such as the lifetime and the start date of each eLearning Course.
Use this View alongside the DataGrid Filter: Course Template Type - Is In - eLearning
This Course Templates DataGrid View has been set up to include: Label, Course Template Type, eLearning Package Label, eLearning Start Date, eLearning Lifetime, Archived, Advertise

Template Set Up
This DataGrid View has been created to highlight any gaps in a Course Template’s set up, it includes category and linked Document Templates and Surveys so that it is easy to spot any Course Templates that have anything missing!
This Course Templates DataGrid View has been set up to include: Label, Course Template Type, Category Labels, Sign in sheet Name, Certificate Name, Course Survey 1 ID

Courses

Basic Course Details
This DataGrid View has been created to be a simple, default view that gives a straightforward overview of Courses. It’s ideal for a quick reference of essential course information.
This Courses DataGrid View has been set up to include: Label, ID, Start Date, Course Status, Trainer Names, Venue, Delivery Method
Course Performance
This DataGrid View has been created to monitor the performance of Courses - past and future! It provides key metrics for booking numbers and income.
This Courses DataGrid View has been set up to include: Label, Start Date, Delegates Booked, Fill Rate(%), Course Status, Income, Expenditure
In-house Courses
This DataGrid View has been created to track Courses delivered exclusively for certain Accounts. It includes the name of the Exclusive Account, and a Custom Field which records the Customer Key Contact name & phone.
This Courses DataGrid View has been set up to include: Label, Start Date, Exclusive Account Names, Customer Key Contact, Course Status, Trainer Names, Venue

Public Courses
This DataGrid View has been created to manage Courses open to all customers! It provides a complete overview including bookings, profitability, and marketing status.
This Courses DataGrid View has been set up to include: Label, ID, Start Date, Venue, Trainer Names, Course Status, Delegates Booked, Fill Rate(%), Profitability Forecast, Advertise

Resource Management
This DataGrid View has been created to track Resource allocation for Courses. It highlights which Trainers and Venues are assigned, and flags if there are any other Resources which are still unallocated, helping with operational planning!
This Courses DataGrid View has been set up to include: Label, Start Date, Venue, Trainer Names, Resources Unallocated, Course Status

Sessional Courses
This DataGrid View has been created to manage Sessional Courses & their Sessions together
This Courses DataGrid View has been set up to include: Parent Course Labels (asc), Sessional, Label, Start Date (asc), Venue, Trainer Names, Course Status
Use this with the DataGrid Filter:
1. Parent Course IDs - Is Not Empty
2. Sessional - Equal To - Yes
  Select the ‘Any’ option from the Filter’s All/Any toggle.

Delegates

Course Prep
This DataGrid View has been created to get an at-a-glance view of the readiness of Delegates in the lead up to their Course. From this View, Administrators can see if the Delegate place has been Invoiced and/or paid for, and using Custom Fields whether the Delegate has provided dietary requirements, what their stated specialty is, and which Cohort their Course falls into.
This DataGrid View in the Delegates Smart Grid has been set up to include User Fullname, Course Template Name, Start Date, Status, Invoice Status, and the Custom Fields: User’s Speciality, User’s Dietary Requirements, Course Cohort.
If you’re working from the Delegates Smart Grid, instead of viewing the Delegates list directly from a Course, combine this with DataGrid Filters like:
1. Status - Is In - Booked
2. Start Date - Period - Future
Emergency Contact Details
This DataGrid View has been created so that Administrators can very quickly access the emergency contact name and number for their Delegates if they need to! This is very helpful if you work with high-risk Courses such as safety at heights, work with under-18s, or encounter any safeguarding situations.
Here, User-based Custom Fields have been created to capture Emergency Contact details, these can be filled in at the point of booking using the Manage Booking step in Checkout.
This DataGrid View in the Delegates Smart Grid has been set up to include User Fullname, Course Template Name, Start Date, and the User-based Custom Fields: Emergency Contact Name, Emergency Contact Number, and Emergency Contact Relationship.

Invoicing
This DataGrid View has been created to provide a go-to space for managing Delegate invoicing, whether that’s generating new Invoices or following up on unpaid ones.
This View shows which Account each Delegate has booked through, the expected cost to them, and their Invoice Reference and current status. The Invoice Reference acts as a shortcut link directly to the invoice itself, an d if it’s empty, that Delegate hasn’t yet been invoiced.
This DataGrid View in the Delegates Smart Grid then has been set up to include the Date Registered, User Fullname, Account Name, the Course Template Name, the Start Date, the Delegate’s Status, their Booking Cost, their Invoice Reference, and Invoice Status.

Managing Transfers
This DataGrid View has been created to get an overview of Transfer activity on Courses running in a particular period.
It includes basic Delegate information, then the columns ‘Transferred From’ and ‘Transferred To’ to see which Courses Delegates move from and to. They also included the ‘Notes Count’ columns to see if any additional Notes had been recorded (transfers automatically log 1 Note on Delegates).
This DataGrid View in the Delegates Smart Grid has been set up to include the User Fullname, Account Name, Course Details Label, the Delegate’s Status, Transferred From, Transferred To, Notes Count.
To limit your DataGrid to only include Delegates involved in a transfer, combine this with the DataGrid Filter:
1. Transferred From ID - Is Not Empty
2. Transferred To ID - Is Not Empty
  Select the ‘Any’ option from the Filter’s All/Any toggle.
Post Course
This DataGrid View has been created to monitor Delegate outcomes and post-course engagement.
This View reports on whether the Delegate has completed their post-course survey, whether they passed the course and what score they got, and the Custom Field ‘Refresher Required' if they need to encourage the Delegate to rebook.
This DataGrid View in the Delegates Smart Grid has been set up to include the User Fullname, Course Template or Alias Name Label, Start Date, Status, Score, Course Survey submitted, and the Delegate Custom Field ‘Refresher Required’.
If you’re working from the Delegates Smart Grid, instead of viewing the Delegates list directly from a Course, combine this with a DataGrid Filter like:
1. Start Date - Period - Past