What's new: 8.6 - Winter 2025

Your next platform update will includes major improvements to the Report Engine tool for easier reporting, many additions to Custom Fields including a new multi-select option, and we’ve expanded DataGrid Views to be available to all!

Updated areas:

1 📊 Report Engine enhancements: faster, smarter, and easier!
2 🔍 DataGrid Views now available to all Users
3 Resource Requirement Custom Fields
4 Multi-select Custom Fields
5 Purchase Custom Fields
6 Improved Purchase editing & adding form
7 Sell Products & Services through Opportunities
8 Set maximum Purchase quantities for Products & Services
9 Customisable Checkout Confirmation message
10 Clone Email Templates
11 Security Enhancements Across Key Areas
12 Faster Bookings DataGrid
13 Optimised Learner Portal Course Search
14 Stronger financial controls for Credit Notes
15 More secure login error messages

Further links:

🤗 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

📊 Report Engine enhancements: faster, smarter, and easier!

In this update we’ve made significant improvements to the Report Engine, making it easier to build, filter, export, and share your reports!

Export to Excel

You can now export your Report Engine reports directly to Excel, so you can analyse, share, or manipulate your data outside your platform more easily.

How it works:

Find the report you’d like to export from the Report Engine DataGrid
Either ‘View’ or 'Edit' the report
Open the ‘Export’ option at the top of the report
Select Excel as the format
Click the ‘Export’ button at the top of your report
Exports may take a little longer for reports with large data ranges or multiple gadgets

Please note

If you see an error when exporting a report to Excel, it may be due to the gadget labels not meeting Excel’s worksheet naming rules. To fix this, check every gadget in your report:

Has a label
The label does not include special characters
The label is 31 characters or less

If your report contains multiple gadgets, each gadget will be reported on in it’s own dedicated sheet

Schedule your reports to send automatically via email

Reports can now be scheduled to send via email. Scheduled reports are sent in PDF format, allowing you and your stakeholders to receive updates about your Courses, Bookings, and Finances, automatically!

How to create a schedule

Find the report you’d like to schedule from the Report Engine DataGrid
Right click on the report and select the ‘Schedule’ option
This will open the Report Schedule DataGrid where you can view all the current and past schedules for this report
Click the ‘Add Schedule’ button
Complete the ‘frequency’ settings in the form with the details of your schedule!

Your ‘Report From’ date is the first date the schedule will run.
It does not need to match the schedule frequency, for example, if the ‘Report From’ date is Tuesday and your schedule runs every Thursday, the report will send on Tuesday, Thursday, and then every Thursday afterwards.

If you’d like your schedule to be based on a different time zone to UTC, select it within the ‘Time Zone’ setting
Set the schedule to be ‘Active’
Set who the recipient(s) of the report email will be, this can either be platform Users (use the ‘Users’ option) or typed in email addresses (use the ‘Constant’ option)
If you select ‘Users’, you can include merge fields in your email to personalise the content, e.g. include their first name
Provide a name for the report attachment, a subject, and a body for your email
Note: merge fields only work when using the ‘Users’ recipient option
Update the sender email address if required
Save your schedule!

Top tip!

A new ‘Status’ column is now available in the Report Engine DataGrid. This column gives you instant visibility of whether a report has any active schedules.

If at least one schedule is active, the status will display 'Active'
If no schedules are active, the status will display ‘Inactive’

How to monitor a schedule

When you have created a schedule, you will be able to access an ‘Instances’ option in the Report Schedule’s management menu
The Instances page shows a DataGrid listing when the report was sent and who received it
Five minutes before a report is due to be sent, an instance will be recorded in this page with a status of ‘Awaiting Processing’, once the email has sent the status of the instance will change to ‘Sent'
After an instance has sent, the ‘Report From’ date in your Report Schedule’s details will update automatically to the next date the report should send, based on your frequency settings

Please note

Your Report Schedules will update the 'Last Updated' and 'Updated By' columns in the Report Engine DataGrid. When a Report Schedule runs, whether it’s a one-off schedule or a repeating one, certain report settings are refreshed, which in turn updates these two columns.

How to cancel a schedule

Find the report you’d like to cancel the schedule for from the Report Engine DataGrid
Right click on the report and select the ‘Schedule’ option
This will open the Report Schedule DataGrid where you can view all the current and past schedules for this report
Right-click the schedule you want to cancel and click ‘Edit’
Find the ‘Active’ option and uncheck it
Click ‘Save’
Now now new instances will be created for this report schedule!

Please note
If your schedule has any instances marked as ‘Awaiting Processing’, switching the schedule to inactive will not prevent them from sending.

These ‘Awaiting Processing’ instances are created 5 minutes before the next scheduled send time, so make sure you set your schedule to inactive more than 5 minutes before the next run to avoid them being generated.

Gadget Filters now complement Report Filters

Gadget filters now work alongside report-level filters instead of replacing them, giving you more flexibility. This gives you much more flexibility in your reporting and analysis!

When adding or editing a Report Engine report, you can set report-level filters. These define the overall rules for your report. For example, if your report is about Delegates on past Courses, you might add a report filter such as ‘Start Date’ - ‘Period’ - ‘Last Six Months’.

When configuring individual gadgets within your report, you can check the ‘Use Report Filters’ option, this means that your gadget not only uses the filters applied to the report, but also any updates to the report filters will automatically apply to that gadget. For example, if you change the report’s Start Date filter to 'Last Twelve Months', the gadget will update to show data from the same period.

Please note, the ‘Use Report Filters’ option is only available if your gadget uses the same module as your report.

You can also add gadget-level filters, which apply only to that specific gadget. These work alongside report filters (if you’re using them) to further refine the data. For example, you might add ‘Status’ - ‘Is In’ - ‘Completed’ as a gadget filter so the gadget reports only on Delegates who have completed past Courses.

New data available

To support common reporting requests from customers, we have introduced new data into the Report Engine - some of this is also new to DataGrids (so you can report on it there too).

New data available in DataGrids & the Report Engine

Report on Resource usage in hours
In the ‘Resource Requirement Course’ module we have added ‘Duration in hours’.
You can use this to calculate the total number of hours each of your resources has been used on Courses, for example within a Summary gadget that shows total course hours per Resource last month:
To do this, build a Summary gadget using the module ‘Resource Requirement Course’, include the Resource label as a column, and add in ‘Duration In Hours’ with ‘Sum’ selected instead of ‘Group By’, then add any filters you need e.g. filter on the course date range.

Report on Discount Code usage on Invoices & Bookings
In the ‘Invoice’ and ‘Bookings’ modules we have added ‘Discount Code’.
You can use this to calculate the frequency of discounts used across your Invoices and Bookings!
To do this, build a Summary gadget using the module ‘Invoice’ or ‘Booking’ (depending on how you want to report on your data), include the Discount Code label as a column, and add in ‘ID’ with ‘Count’ selected instead of ‘Group By’, then add any filters you need e.g. filter on the date the invoices were generated.

Please note

There is a known issue with filtering and searching on ‘Discount Code’ in the Invoices & Bookings DataGrid, we are working hard to fix this!

Report on the source of Invoice Items
In the ‘Invoice Item’ module we have added ‘Source ID Type' and ‘Integration Label’ so it’s easier to see what each invoiced item is!
You can use these to filter the results of your Invoice Item gadgets and reports.
For example, you can filter your Invoice Item gadgets to only show discount line items using 'Source ID Type' - 'Is In' - 'Discount Mapping'
For example, you can filter your Invoice Item gadgets to only show cancellation fee items using ‘Integration Label’ - ‘Contains’ - ‘cancellation charge’

New data available in the Report Engine

The following additional data already existing in DataGrids, it is now available to report on within the Report Engine too!

Users - 'Title'
Opportunity Items - ‘Owner Account’ and ‘Assigned to User Names’
Course Templates - 'Type'

Usability & aesthetic improvements

We’ve refreshed the report-building experience with visual and usability enhancements, making it faster and more intuitive to create and adjust reports.

What’s improved:

New gadgets are create with a consistent default size making it easier to build tidy, balanced reports
DataGrid, Summary, and Statistic gadgets now include titles automatically, these titles are used as sheet names when exporting to Excel, which requires each sheet to have a label
Unconfigured gadgets now display a simple message: ‘Click here to configure’, making it clearer how to get started
Gadget edit options have been reorganised so that the most important settings appear first in a more user-friendly order
A new ‘Cancel’ button has been added to make it easier to exit gadget or report-filter editing without saving changes
Gadgets now support pagination, this means you can browse additional pages of data directly within the report, without needing to open the full DataGrid or run an export

Please note

if you use the ‘Open Full DataGrid' option at the bottom of a gadget that has ‘any' filters in place, these cannot be picked up by the DataGrid.

🔍 DataGrid Views now available to all Users

You can now give wider access to DataGrid Views across your team, with powerful new sharing options for Super Admins.

Good news: DataGrid Views are now available to Admins, Managers, and Trainers!

To give you full control over who can access what, we’ve also introduced a DataGrid View sharing option, exclusively for Super Admins.

What are DataGrid Views?

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.

In our last update, DataGrid Views were made available to Super Admins! Since then, we’ve worked with Super Admins to create a showcase of DataGrid View examples that you can use for inspiration!

In this update, the DataGrid Views option is now available to all users - this means that Training Administrators, Managers, and Trainers can now create their own Views within the DataGrids they can access.

To support these additional users, we’ve added a new ‘Share View’ feature for Super Admins. This lets you share useful Views with other users across your team.

How sharing works

Super Admins will find the new ‘Share Current View’ option in the ‘Views’ drop-down menu in your DataGrids
- If the option is greyed out, first make sure you have a View applied to your DataGrid (applied Views are dark blue)
You can share a View with other Users based on any of the following:
- Account Group
- Account
- Job role
- Platform role (e.g. Training Admin)
- Specific Users
  If you choose multiple criteria, users only need to meet any of the options to get access.
Shared Views will show in your DataGrid with the suffix ‘shared’ at the end of the label, so they’re easy to distinguish from the Views that you created and own!
You can’t edit, delete, or share Views that have been shared with you, but you can duplicate them by using the 'Save As New View' option
Only Super Admins can share DataGrid Views
If you’re not a Super Admin, the share option will appear but remain greyed out

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

Resource Requirement Custom Fields

Capture extra information against your Resource Requirements

You can now add Custom Fields to your Resource Requirements, so you can record additional information directly against your Trainers, Venues, and equipment, per Course.

You might use these fields to:

Record the role each Trainer is filling on a Course, e.g. Lead Deliverer, Facilitator, Observer, Assessor
Capture supplier information for your Resources, e.g. PO number for payment
Identify if a Resource has been paid with a checkbox

How to create a Resource Requirement Custom Field

Open the ‘Administration’ menu from the Profile options at the top-right of your platform
Open the ‘Custom Fields’ page
Click the ‘Add Custom Field’ button
Give your Custom Field a useful name and description
Select what type of field you are creating, e.g. a date field, or a checkbox, or a text box
If you’re creating a drop-down or a multi select list, provide the options that should be available
Select the module ‘Resource Requirement’ and the page ‘Details’
Select the section in the Details page that you would like to add this field to
Check the ‘Include in audit logs’ option if you would like to monitor any updates to this Custom Field on your Resource Requirements
Click ‘Save & Close’ to create your Custom Field!
You should now be able to view and edit it from the Resource Requirements Details page for each Resource on your Courses!

Top tip!

Add your Custom Fields as columns in your Resource Requirements DataGrid to view them for multiple Resources at once!

Resource Requirements DataGrid including 3 Custom Field columns; Trainer Role, Payment Details, and Paid

Good to know

Resource Requirement Custom Fields aren’t just available on individual Courses, you can also add them to Resource Requirements on a Course Template! When you do, any scheduled Courses created from that Course Template will automatically inherit the values. This saves you time and ensures your data stays consistent across multiple sessions.
At this time, Resource Requirement Custom Fields cannot be used in Workflows. For example, if you create a ‘Trainer Role’ Custom Field, it isn’t possible to set up Workflows to email Trainers with a specific role, if you would like to see this available, please submit a product suggestion so our team can understand the demand for this.

Multi-select Custom Fields

Give your administrators the ability to choose multiple options from a single dropdown.

Multi-select fields let you choose multiple values from a dropdown instead of being limited to one. They’re ideal when you need flexibility without creating multiple separate fields.

You might use these fields for:

User dietary requirements, allergies, or access needs
Trainer skills, qualifications, or interests
Course readiness checklists
Replacing long lists of checkboxes with one tidy field!

How to create a Multi-select Custom Field

Open the ‘Administration’ menu from the ‘Profile’ options at the top-right of your platform
Open the ‘Custom Fields’ page
Click the ‘Add Custom Field’ button
Give your Custom Field a useful name and description
Select the type ‘Multi Select List’
Enter the checklist items in the Options, press ‘enter’ after you type out each option
Please note, these will be displayed in alphabetical order, to force a specific order you can number the options e.g. “1. first option, 2. second option, 3. third option”
Select the module where this Custom Field will be available, and then which page and section it will be displayed on
Choose whether you would like this Custom Field to be available as a merge field in your Text & Email Templates
Check the ‘Include in Text Templates’ option if you would like to include this information in emails sent to your customer about their purchase
Choose whether you would like to be able to restrict your Purchase Workflows from sending based on this Custom Field
Check the ‘Include in Workflows’ option if you would like to use this Custom Field in your Workflow Rules
Check the ‘Include in audit logs’ option if you would like to monitor any updates to this Custom Field on your Purchases
Click ‘Save & Close’ to create your Custom Field!
You should now be able to view and edit it from the page & section you selected

Filtering with multi-select fields in DataGrids, Workflows, & Gadgets

New options have been added to filtering so that you can get the most out of the new multi-type fields!

Has all
Shows results that contain all selected values (extras are fine)
Has any
Shows results that contain any of the selected values
Doesn’t have all
Shows results that do not contain every selected value
Doesn’t have any
Shows results that contain none of the selected values

Importing multi-select values

When importing data into a multi-select Custom Field:

Separate multiple values with commas and no spaces
- Example: Gluten-free,Vegan,Nut-free
Save your file in a .csv format so values remain correctly quoted

API v2 Behaviour

When updating multi-select fields via the API:

You must provide all values, including any existing ones - otherwise the field will be overwritten.
When using JSON, send the values as an array.
When using Postman with x-www-form-urlencoded:
- Add each selected option as a separate key (arrays not supported).
- If only providing one option, include a blank row for the second value.

Purchase Custom Fields

Capture and store additional information against your P&S purchases.

You can now add Custom Fields to Product & Service Purchases, giving you greater flexibility to capture the information you need for your internal processes.

Purchase Custom Fields could be used to -

Store extra details specific to your processes
Improve reporting and auditing with tailored Purchases information
Record things like tracking references or location notes (e.g. what3words)

Where can Purchase Custom Fields can be accessed
You can add Custom Fields to the ‘Details’ page of Purchase, they can be added to any of the following four sections on the page:

Details (alongside the name of the Product & Service and the quantity that have been purchased)
Billing (alongside the cost details and who is being billed for the purchase)
Overrides (alongside the alias and the status of the purchase)
Shipping Address (alongside the shipping name and address details)

How to create a Purchase Custom Field

Open the ‘Administration’ menu from the Profile options at the top-right of your platform
Open the ‘Custom Fields’ page
Click the ‘Add Custom Field’ button
Give your Custom Field a useful name and description
Select what type of field you are creating, e.g. a date field, or a checkbox, or a text box
Select the module ‘Purchase’ and the page ‘Details’
Select the section in the Details page that you would like to add this field to
Choose whether you would like this Custom Field to be available as a merge field in your Text & Email Templates
Check the ‘Include in Text Templates’ option if you would like to include this information in emails sent to your customer about their purchase
Choose whether you would like to be able to restrict your Purchase Workflows from sending based on this Custom Field
Check the ‘Include in Workflows’ option if you would like to use this Custom Field in your Workflow Rules
Check the ‘Include in audit logs’ option if you would like to monitor any updates to this Custom Field on your Purchases
Click ‘Save & Close’ to create your Custom Field!
You should now be able to view and edit it from the Purchases Details page for each Purchase!

Improved Purchase editing & adding form

There is now just one form for adding and managing your Product & Service purchases

The forms for adding and editing Product & Service purchases have now been aligned, giving you a single, consistent layout!

What this means for you

Editing Purchases from the DataGrid no longer opens a pop-up window
Editing an existing Purchase now uses the same form layout as adding one, however any fields that were not previously available are read-only (including PO Number), but these can still be changed per Purchase through the bulk edit options in the DataGrid
- If you’d like any of these fields to become editable in future updates, please raise a Product Suggestion with our team

How it works