Filling in the data sheets & documents

 

There are several data sheets and documents to complete with your data for your accessplanit implementation. This guide will explain how to complete each one.

Inputting Data

Your data may all be due by one set date, or split across several dates dependant on your implementation approach. Once you have submitted your final data for each section, this will be built by your accessplanit Implementation Manager. Any additions or further changes can be made directly in the live platform by any Training Administrators.

The Data Sheets and Documents

You will be provided with a OneDrive link which contains all the data sheets and documents for your implementation. We also use OneDrive to share other pieces of documentation with you, such as the project scope.

To access the data sheets and document, open the Data Sheets & Documents folder.

Within here you will find a combination of Excel and Word documents.

Data Sheet / Document

What is this for?

Accounts & Users

There are two sheets within this spreadsheet, one to detail each of the companies/departments that you want to store in the platform for your launch (Accounts), and another to detail the people from these companies (Users)

Admin & Branding

This document outlines the types of documentation that you can provide to be built within your platform ready for your launch. Additionally, this document explains what options you have for branding your shopping basket and your Learner Portal.

Automated Communications

These spreadsheets allow you to define the automatic course communications that you would like to have in place for your implementation. The first sheet is where you can list each communication that you will send. This page is pre-populated with a lot of Workflow examples, which you then need to define the content of into the Subject, Body and Attachments cells. The second sheet outlines the other pieces of information that we need, such as your email signature and preferred font type.
Awards & Users AwardsThese spreadsheets allows you to detail the award history of your staff and delegates so you have a clear understanding of everyone's current and previous qualifications. Take note that this is similar to the sheet 'Delegate upload', however the user awards sheet is not used to detail delegate records

Course Documentation

This document is where you will indicate which courses the documents you supply apply to.

Course Tasks

This document allows you to define the recurring pre- and post-course tasks that your team need to be reminded of.

Course Templates & Dates

There are two sheets within this spreadsheet, the first is where you will define your course catalogue, the second is where you will list the course dates that you would like to have in place for your launch.

Delegate Upload

This spreadsheet allows you to detail the attendance list of historical and future course dates.

Take note that this is similar to the sheet 'Delegate awards', however the delegate upload sheet is not used to detail delegate qualifications.

Finance Settings

This document is where you will provide us with the information we need to know about your invoices and the payment options to be enabled.

Resources

There are six sheets within this spreadsheet: the first allows you to define the types of Resources that you would like to have within your platform (such as laptops, Trainers, Venues). The next sheet is where you will list all the Trainers that you would like to have in place for your implementation. The third sheet is where you will list the Venues that you would like to have in place for your implementation. The fourth is where you will detail any other Resources (such as equipment). The fourth is where you can list any booked Trainer holidays, whilst the final sheet is where you can associate Trainers with the courses they are able to teach.


Accounts & Users

Accounts

Each of your customers that you wish to store within the platform should be listed as an Account. Accounts are used to group your platform Users together, so each person that books onto a course will belong in the relevant Account.

It is uncommon, but you may choose to have more than one Account for a customer, i.e. by office or by department. The reasons for splitting a customer into multiple Accounts would be for invoicing purposes (i.e. you will need to Invoice the specific office rather than the overall company), and for defining Manager Access for your customer Users (i.e. when a manager logs in they should only be able to see the details about the Users in their office rather than the whole company)

Accounts are then grouped by Account Groups. The most popular way to group Accounts is by Industry/sector. Others have grouped by geographic region, and size of business. If you do not wish to group your Accounts, simply state that they will all go into an Account Group called ‘Customers’

Field Name

Required?

Description

Example

AccountGroupName

Mandatory

Name of the Account Group this Account will belong in

Transport

Account ID

Optional

The Account ID is a unique account code which is assigned to each account in the platform. If you already have a unique ID for each account put it here. This cannot be longer than 10 characters

NRY87626B

Name

Mandatory

Full Account name. If you have two Accounts with the same name ensure that you add something into this name to distinguish them (such as the town name)

Northern Rail - York

Status

Optional

Please enter one of the following:

  • Enabled
  • Disabled

Enabled

VatRegNumber

Optional

VAT Number

123456789

Address

Optional

First line of the address

Northern House, 9 Rougier St,

Town

Optional

The Account’s Town

York

County

Optional

The Account’s County

Yorkshire

Country

Optional

The Account’s Country

United Kingdom

Postcode

Optional

The Account’s Postcode

YO1 6HZ

External System Reference code

Optional

This field is used as an External Identifier, usually to link to another platform such as a finance platform or a CRM

NR12LDK56

Phone

Optional

The Account’s phone number, please note there is a character limit of 20

0800 200 6060

Fax

Optional

The Account’s fax number, please note there is a character limit of 20

01603 214517

URL

Optional

The Account’s web address

www.national rail.co.uk/


Users

Every person stored in your platform will be a User, including people who may not even log into the platform. Users include the Administrators, your Trainers, your customers’ managers and the learners.

In this sheet, you do not need to include your Trainers or the platform administrators. In here list each of your customer Users, both your key contacts/customer managers and the learner Users.

Please note that the information recorded here about your existing customers does not need to match the information that you record about your new customers are they register for courses. You can define the information you capture about new customers during your registration form build.

Field Name

Required?

Description

Example

 Account IDMandatory The Account ID is a unique user code which is assigned to each Account in the platform. If you already have a unique ID for each  Account out it here. This cannot be longer than 10 characters.  CompanyABC - COM39874yH

Account Name

Mandatory

This is the Account that the User will belong to. It needs to be an exact match to an Account in the Accounts sheet. If the user is a private individual (does not belong to an account) enter ‘Guest’ here

Northern Rail - York

User ID

Optional

The User ID is a unique user code which is assigned to each user in the platform, if you already have a unique ID for each user put it here. This cannot be longer than 10 characters.

Jsmit1

Title

Optional

The User title can be Mr, Mrs, Ms, Miss, Dr, Sir, Lord, Prof, Rev, Fr, Sr, Bro, Lady

Miss

Forenames

Mandatory

The User's first name

Jane

Middle Names

Optional

The User's middle name

Julie

Surname

Mandatory

The User's last name

Smith

StatusOptional

Please enter one of the following:

  • Enabled
  • Disabled
Enabled
External System Reference codeOptionalThis field is used as an External Identifier, usually to link to another platform such as a finance platform or a CRMNR12LDK56
EmailOptionalThe User's email addressjsmith1987@ hotmail.com

Phone

Optional

The User's phone number, please note there is a character limit of 20

0123465789

Mobile

Optional

The User's mobile number, please note there is a character limit of 20

0789123456

Address

Optional

The User's address

12 New Road

Town

Optional

The User's town

New Town

County

Optional

The User's county

New County

Country

Optional

The User's country

United Kingdom

Postcode

Optional

The User's postcode

NW2 0WN

EmploymentStartDate

Optional

User's start date at their account

12/05/2011

EmploymentEndDate

Optional

User's end date at their account

12/05/2018

JobTitle

Optional

The User's job title, this is a free text field

Customer Success Manager

NINumber

Optional

National Insurance Number

AB 12 34 56 C

User Type

Optional

The User's Job Role, this will become a drop-down list of options commonly used for reporting and marketing, so it is best to limit the options entered and double check typos as they will create another user type

Account Manager

Permission setMandatory

This is the level of access that this user should have within the platform

Please enter one of the following:

  • Manager
  • Individual

For more information about permission sets, click here

Individual

 


Admin & Branding

This section of the build covers the documentation which needs to be set up to support your processes.

This includes:

Your Pre-course Survey

You can send a survey to your Delegates ahead of their training course. This typically includes questions that assess the Delegate’s current knowledge and their preferred learning method.

Your Post-course Evaluation

You can send a course evaluation form to your Delegates after their training course. This typically includes questions about the Trainer, the Venue, and the content of the course.

Your Certificate template (this must be in a Microsoft Word format)

Certificates can either be generated manually through the platform by an Administrator, or sent automatically when the course is complete.

Your Sign In Sheet template (this must be in a Microsoft Word format)

Course dates sign in sheets or registers can either be emailed ahead of the course, for example to a trainer, or generated manually by an Administrator.

Your Joining Instructions letter

You may wish to attach a Joining Instructions letter to your Delegate joining instructions email, rather than embedding the content within the email.

Course documentation for Delegates and Trainers

You are able to store documents on your courses which can then be made available to the Delegates and trainers on the course via their Portal.

Your Terms and Conditions

Your terms and conditions will be accessible to Users booking your courses on the final stage of your Shopping Basket. These terms and conditions can also be attached to your automatic workflow communications such as the booking confirmation email and any course cancellation emails. Please provide this in a format where the text can be copied.

This section also covers the appearance of your platform

Your Learner Portal and Shopping Basket will be branded using the colour codes that you provided within your Planning Your Journey document. However, to complete these we will require:

A Logo

Ideally this will be a good quality image (.png or .jpeg) at approximately 100px in height.

Shopping Basket Footer Text

This is the text which will be displayed underneath your shopping basket content. The most common content used here is contact information for Users struggling to make their booking. It is also to include payment gateway information such as a Opayo (formally SagePay) or PayPal logo.

Continue Shopping?

Let us know if you would like a ‘Continue Shopping’ button adding to your shopping basket so that users can go back to the previous page once they have added a course to their basket.

Cost column

If you do not charge for your courses you may prefer to remove the cost column from the Shopping Basket altogether.


Course Documentation

Course Documentation covers your course specific documents. This may be pre-reading material for your Delegates, accompanying PowerPoint presentations for your trainers, and supporting course documentation.

Please note that your project scope will not cater for a large number of course documents. We are happy to provide training to Administrators who wish to upload any additional documents which are out of the scope.

Please upload each document and ensure that it is clearly labelled.

Then within the Course Documentation sheet list each document and the course(s) that it is applicable to, along with who should be able to access it within their Portal (Delegates and/or Trainers). If Delegates are able to access the document, please state when they should be able to access it in the Available When column, i.e. Delegate is booked on the course / Delegate has completed the course.

Course Documentation does not include generic documents such as Sign In Sheets .and Certificates.


Course Tasks

This document is used to list your standard course Tasks.

Within this document define each of the Tasks that your Administrators will need to be reminded of pre- and post-course, it is important not to list absolutely everything required for your courses as this leads to too much admin. Try to stick to the items which are at a risk of getting missed. You can always add additional Tasks to the platform later.

For each task provide:

Task

This is the name of the Task and should make sense to the User assigned to it.

Assigned to

This is the name of the Administrator who will be completing this Task. You can list multiple Administrators here if there is a group responsible. If it is not always the same person/people who complete the Task, you can leave this blank and assign an Administrator as you go.

Task Starts

The Task start date can be based on the start date of the course, or the end date of the course, e.g.. the Task starts 7 days before the course start date.

Task Due

The Task due date can be based on the start date of the course, the end date of the course, or the Task start date, e.g. the Task is due 1 day after the Task start date.

Priority

The Task priority numbers run from 1 to 5. It is up to you whether 1 is the highest priority or 5 is the highest, providing that all platform Administrators are aware of this and your Task priorities are consistent.

Which Courses?

This is where you can either list of the courses that this Task applies to, or define the types of courses, e.g. all courses in the category ‘First Aid’.

Reminder

If you wish for the platform to send an email reminder about this task to the assigned administrator(s), simply put a ‘Y’ in this column.


Course Templates & Dates

Course Templates

Course Templates are your course catalogue. Within this sheet you need to identify each course that you offer and its typical information – such as its typical cost, duration, and minimum and maximum available places.

Course Templates are basically the ‘blueprint’ of your courses. Each time you schedule a course, you will select a Template to save you filling in the same information repeatedly. Therefore, if you run some of your courses as open, publicly bookable courses, and also as private in-customer courses both with different costs or different duration's or requirements, you can list these courses twice – one for each version. This will save you time when scheduling your courses. If you decide to list the same course more than once within this sheet, you must provide a Course ID to identify it as the course label will no longer be unique. You then must include this Course ID in the next sheet (Courses) so that the platform knows which Course Template to use.

Basic Course Template Info

Field Name

Required?

Description

Example

Training ProviderMandatory 

If you only have one Training Provider in the platform this should be "TRAINIBVKH". However, if your platform will have multiple Providers please state the name of the Training Provider offering the course here

 Training Prover Inc.

CourseID

Optional

You can provide your own course code here, or you can allow the platform to generate one. Do not include any special characters or spaces within a Course ID. This value can be no more than 10 characters

MH1

Course NameMandatory Insert the name of the courseFirst Aid at Work 
Course TypeMandatory classroom, web and eLearning courses are available in the platform. For each course name and ID specified, insert which course type the course is Class 
Course Category Label Optional Insert the name of the Category this course belongs toHealth and Safety 
DurationMandatory Insert how long the course will run for - take into consideration here the Duration Type (Day/Hour/Minutes) and add the duration accordingly3 (Days*) 
Duration TypeMandatory

This is the duration type, please enter one of the following:

  • Day
  • Hour
  • Minute

Please note that ‘days’, ‘hours’ or ‘minutes’ will not validate.

3 Days or 3 Hours

Cost

Mandatory

This is the cost of the course

150

Cost Type

Mandatory

Insert how the course will be charged - per Delegate, Day, Delegate Day, Session or Hour

Candidate

Currency CodeOptional Insert the currency the course will be charged in GBP 
External System Reference Code Optional This field is used as an External Identifier, usually to link to another platform such as a finance platform or a CRMMH12DFG

Sessional (Multipart) Course?

Mandatory

A sessional course is one which is split into multiple parts allowing you to mark attendance on each part and assign different Trainers and Venues

Please enter one of the following:

  • Y
  • N

Y

Sessional Course Layout

Mandatory if sessional

This is where you describe how the course is laid out (for sessional courses only)

2 consecutive days, 6 days gap, 1 final day (i.e. Mon, Tues, Mon)

Sessional Cost TypeMandatory if sessional

Insert how the course will be charged:

  • Course cost plus sessions
  • Course cost plus optional sessions
  • Course cost
  • Sum of sessions
Course Cost 
Min SessionsMandatory if sessionalDefine the minimum number of individual sessions/parts of the Sessional/Multipart course a delegate must attend
Max SessionsMandatory if sessionalDefine the maximum number of individual sessions/parts of the Sessional/Multipart course a delegate must attend3
E-Learning Lifetime (Months)Mandatory if eLearning

The number of months a delegate has access once they have been booked.

If there is no limit, enter the value 0

5
E-Learning Start DateOptional The date in which all registered delegates can access the eLearning course from21/08/2019 
E-Learning Expiry Date Optional The date in which access for any registered delegates will be removed21/08/2019 
E-Learning Package File Reference Mandatory if eLearningThe filename of the eLearning packageFAW2019.zip
Course Template Details

Training Provider

Mandatory

If you only have one Training Provider in the platform this should be "TRAINIBVKH". However, if your platform will have multiple Providers please state the name of the Training Provider offering the course here

Training Provider Inc

CourseID

Optional

You can provide your own course code here, or you can allow the platform to generate one. Do not include any special characters or spaces within a Course ID. This value can be no more than 10 characters

FAW

LabelMandatory Insert the name of the courseFirst Aid at Work 
Pre-Requisite Course(s)OptionalList here any courses that a user must have completed before booking this courseIntroduction to Manual Handling 
 AdvertiseMandatory Show in course search Yes 
 CPD PointsOptionalNumber of training points awarded (if applicable)12
Waiting List Enabled?MandatoryWaiting lists allow your customers to book onto fully booked courses and be added to a waiting list in case a place frees up. Yes
Maximum PlacesMandatory Maximum number of places available on the course 18
Minimum Places Mandatory Minimum number of places available on the course 4
Internal/External/Both Optional Mark this course as an internal course, a course available to the public (External) or bothExternal
No. Months award is valid for OptionalThe number of months until the course award expires and the Delegates will need to resit 18
Aims OptionalThe aims of the course. This will be available to delegates booking the course and can be included in automated communicationsLorem ipsum dolor sit amet, consectetur adipiscing elit
ObjectivesOptionalThe objectives of the course. This will be available to delegates booking the course and can be included in automated communicationsLorem ipsum dolor sit amet, consectetur adipiscing elit
Summary OptionalA summary of the course. This will be available to delegates booking the course and can be included in automated communications

Lorem ipsum dolor sit amet, consectetur adipiscing elit

Joining Instructions Text OptionalInclude any specific information for the delegate regarding the dayLorem ipsum dolor sit amet, consectetur adipiscing elit

Course Dates

The course dates sheet is used for providing a list of your scheduled and historic course dates.

Field Name

Required?

Description

Example

Training ProviderMandatoryIf you only have one Training Provider in the platform this should be "TRAINIBVKH". However, if your platformwill have multiple Providers please state the name of the Training Provider offering the course hereTraining Provider Inc

CourseID

Mandatory if entered in course templates

If you provide a Course ID in the Course Templates sheet you can include it here to link your course to the Template

MH1

Course Name

Mandatory 

If you do not include the Course ID you must include the course label. This must be an exact match the label of the course provided in the Course Templates sheet

Manual Handling

Course Date ID Mandatory if supplying delegatesThe unique reference for the course date. This needs to be completed if you are supplying a list of class course delegates.20158

Alternative Course Name

Optional

This is an alternative name for the course which will override the course label in the Shopping Basket and in your Course Calendar. Typically this used for customer-specific courses

Manual Handling for Northern Rail

Start Date

Mandatory

This is the date and time that the course starts. The format must be dd/mm/yyyy hh:mm, if you do not include a start time your course will be scheduled for 00:00

19/08/2018 09:30

End Date

Mandatory

This is the date and time that the course ends. The format must be dd/mm/yyyy hh:mm, if you do not include a start time your course will be at at 00:00

19/08/2018 16:30

Multipart Course?Mandatory Is the course made up of multiple parts (sessional course). Use the Sessional course explanation sheet for guidanceNo

Status

Mandatory

This is the current status of the course. Typically all courses are Available which means that they are in the future and not yet fully booked. Options available are Available, InProgress, Completed, Cancelled, FullyBooked, Provisional

Available

Cost

Optional

This is the cost of the course. If the cost is the same as the Course Template you do not need to fill this field in

800

CostType

Optional

This is the cost type. Please enter one of the following:

  • Candidate
  • Day
  • Session
  • Hour
  • Candidate Day

If this is the same as the Course Template you do not need to fill this in

Day

CurrencyCode

Optional

Leave blank for GBP

GBP

Duration

Optional

This is the duration of the course .If the cost is the same as the Course Template you do not need to fill this field in

3

DurationType

Optional

This is the duration type, please enter one of the following

  • Day
  • Hour
  • Minute

Please note that ‘days’, ‘hours’ or ‘minutes’ will not validate. If this is the same as the course template you do not need to fill this in

Day

Places Available

Optional

Maximum number of places available on the course. 

12

Trainer

Optional

This is the name of the Trainer who is running the course. The value you supply here must be an exact match to a name of a Trainer in the Trainers sheet (see the Resources spreadsheet). If you have more than one Trainer running a course, please comma separate them in this field.

Jane L Smith

Venue

Optional

This is the name of the Venue which is hosting the course. The value you supply here must be an exact match to a name of a Venue in the Venues sheet (see the Resources spreadsheet).

Northern Rail Headquarters, York

Exclusive for

Optional

If your course is exclusive to a certain customer, you can define this here. Provide the Account ID or the Account Group ID.

NRY87626B

Exclusivity Type

Optional

If your course is exclusive to a certain customer, this is where you will state if the ID provided in the previous field is an Account ID or an Account Group ID. Please enter one of the following:

  • Account
  • Account Group

Account

External System ReferenceOptional This field is used as an External Identifier, usually to link to another platform such as a finance platform or a CRMHSGs12F

Multipart Course Details

Multipart or sessional courses are courses made up of multiple parts. Here you can define which sessions/parts make up the course.

For more information on sessional courses, please follow this link

Field NameRequired?DescriptionExample
Training ProviderMandatoryIf you only have one Training Provider in the platform this should be "TRAINIBVKH". However, if your platform will have multiple Providers please state the name of the Training Provider offering the course hereTraining Prover Inc.
Parent Course IDOne of these must be provided

You can provide your own parent course code here, or you can allow the platform to generate one. Do not include any special characters or spaces within a Course ID. This value can be no more than 10 characters


FAW2019
Parent Course LabelInsert the name of the parent courseFirst Aid At Work
Session Course IDOne of these must be provided
 
You can provide your own child course code here, or you can allow the platform to generate one. Do not include any special characters or spaces within a Course ID. This value can be no more than 10 charactersFAWA1
Session Course Label Insert the name of the child courseFirst Aid At Work - Day 1
Trainer  Optional

This is the name of the Trainer who is running the course. The value you supply here must be an exact match to a name of a Trainer in the Trainers sheet (see the Resources spreadsheet). If you have more than one Trainer running a course, please comma separate them in this field.


Jane L Smith


Venue  Optional

This is the name of the Venue which is hosting the course. The value you supply here must be an exact match to a name of a Venue in the Venues sheet (see the Resources spreadsheet).


Northern Rail Headquarters, York


Start Time  Mandatory

This is the date and time that the child course starts. The format must be dd/mm/yyyy hh:mm, if you do not include a start time your course will be scheduled for 00:00


19/08/2018 09:30


End Time  Mandatory

This is the date and time that the child course ends. The format must be dd/mm/yyyy hh:mm, if you do not include a start time your course will be at at 00:00


19/08/2018 16:30


Offset  MandatoryEnter how many days, weeks, months or years this child sessions should start after the start date for the parent course2
Offset Type MandatoryDefine the offset type as days, weeks, months or years Days
Duration  Mandatory 

This is the duration of the child session.If this is the same as the Course Template you do not need to fill this field in

1
Duration Type  Mandatory 

This is the duration type, please enter one of the following

  • Day
  • Hour
  • Minute

Please note that ‘days’, ‘hours’ or ‘minutes’ will not validate. If this is the same as the course template you do not need to fill this in

Day
Type  Mandatory classroom, web and eLearning courses are available in the platform. For each course name and ID specified, insert which course type the course isClass
Mandatory  Mandatory If this session should be mandatory when making a booking, enter Yes, otherwise enter NoYes
Min Places  Mandatory Minimum number of places available on the course1
Max Places  Mandatory Maximum number of places available on the course15



Finance Settings

The finance settings page is where you define your invoicing and payment method options for your customers.

If you will not be taking payments, generating Invoices, or managing any course costs through the platform you can ignore this part of the build.

Basic Details

Basic details include:

  1. Your purchase tax label. This is defaulted to VAT.
  2. Your tax rate. This is defaulted to 20%.
  3. Your Invoice Standard Term Days and your Invoice Term Type. These two combined determine the Invoice due date for the Invoices generated in your platform.
  4. When your Invoices are generated. Invoices can either be generated automatically following a booking, or manually by an Administrator.

Payment Methods

This is where you will indicate which payment methods you would like to have enabled on your platform within your Shopping Basket.

Against each option, mark a Y or a N to state whether the method should be enabled, then state which users this method should be available to.

Typically, the selected Payment Gateway (i.e. Opayo (formally SagePay)) is available to all Users so that everyone can book and pay online for their courses.

The Invoice option tends to be available to select Users only (including Administrators), and specific Accounts, or to Customer Manager Users only (the key contacts from your customers).

Cash, Card, BACS, Cheque (if enabled) should only be available to Administrators. These options are used by Administrators to indicate that payment has been received by this method.

If you would like to issue Vouchers to your customers, you will also need to enable the Voucher payment method to allow your customers with Vouchers to spend them.

Invoice Footer

The Invoice footer is the text which is displayed under the content of the Invoice. This typically includes BACS payment details. You do not need to provide Invoice footer. content.



Resources

Resources in the platform are the equipment, Venues, Trainers, and catering that you require for the courses that you run. Resources are assigned to your scheduled courses allowing you to keep track of their diaries and availability. Resources can also have a monetary value assigned to them so that you can report on how much you are spending on your Resources and monitor your course profitability figures.

Resource Types

Resource Types are used to categorise your Resources. These are important as they are used to define what each course needs to run. 

There are four standard resource types configured in your platform; in-house trainer, external trainer, in-house venue, and external venue.

Field Name

Required?

Description

Example

Resource Type CategoryMandatoryEnter the Resource Type categoryEquipment

Resource Type

Mandatory

Enter the name of the Resource Type

Laptop

Trainers

This sheet is where you will list each Trainer that runs your courses.

Field Name

Required?

Description

Example

ResourceTypeName

Mandatory

The type of Trainer. This must match the label of a Resource Type from the Resource Types sheet

In-House Trainer

Label (must be unique)

Mandatory

This is typically the Trainer’s full name. This field is what Administrators will see when they are selecting a Trainer to run a course, therefore each Trainer must have a unique label. If you have two Trainers with the same name, providing a middle initial here if a good way to differentiate them.

Jane L Smith

FirstName

Mandatory

Trainer's first name

Jane

LastName

Mandatory

Trainer's last name

Smith

EmailAddress

Optional

Trainer's email address

jsmith@gmail.com

Training Provider

Optional

If you only have one Training Provider in the platform this should be "TRAINIBVKH". However if your platform will have multiple Providers please state the name of the Training Provider who manages this Trainer

TRAINIBVKH

Cost

Optional

This is where you can define how much it costs you to use this Trainer

350

CostType

Optional

This is where you define the cost type. Please enter one of the following:

  • Candidate
  • Day
  • Session
  • Hour
  • Candidate Day

Day

CurrencyCode

Optional

Leave blank for GBP

GBP

Enabled

Mandatory

This is where you define if the Trainer is currently an active Trainer with you (1 = Yes, 2 = No).

1

Quantity

Mandatory

This will nearly always be ‘1’ for Trainers, however if you have listed a company name instead of a person’s name in the Trainer label you can state here how many Trainers from their company you work with

1

URL

Optional

Enter the Trainer's web address

www.janesmithtraining.co.uk

Mapped ID

Optional

The User ID of the Trainer, if known.

If your trainer is also listed in your Users sheet, you can enter their user ID here to prevent a duplicate being created

Jamieb

Venues

This sheet is where you will list each venue that host your courses.

You can choose to list each room that you can use as a venue (e.g. Classroom 1), this is common with in-house Venues, alternatively you can list a building as a Venue (e.g.. The Ritz) and enter how many rooms you can use there at any given time within the ‘quantity’ field.

Field Name

Required?

Description

Example

Resource Type Name

Mandatory

The type of Venue, this must match the label of a resource type from the Resource Types sheet

External Venue

Label

Mandatory

The Venue label

The Kings Hotel, Manchester

Training Provider 

Mandatory

If you only have one Training Provider in the platform this should be "TRAINIBVKH". However if your platform will have multiple Providers please state the name of the Training Provider who manages this Venue

TRAINIBVKH

Address 

Optional

First line of the Venue address

12 Kings Road

Town 

Optional

The Venue’s town

Manchester

County

Optional

The Venue’s county

Greater Manchester

Country

Optional

The Venue’s county

United Kingdom

Postcode 

Optional

The Venue’s postcode

M1 ABC

Phone 

Optional

The Venue’s phone number, please note there is a character limit of 20

0124123456

Cost

Optional

This is where you can define how much it costs you to use this Venue

15

Cost Type

Optional

This is where you define the cost type. Please enter one of the following:

  • Candidate
  • Day
  • Session
  • Hour
  • Candidate Day

Hour

Quantity 

Mandatory

How many of this Venue (i.e. rooms) are available at one time

3

Capacity 

Mandatory

How many people can this Venue hold. If your Venue has multiple rooms (e.g. you have specified in the quantity 2 or more) please enter the capacity of the biggest room

30

Description 

Optional

This is where you can provide a description about the Venue. It is common to include directions and parking information here

This venue is a 10-minute walk away from Piccadilly Train Station, for more information please see www.khma n.com

Mappedid Type 

Mandatory

This is always 10

10


Other Resources

This sheet covers all of the other Resources that you use on your courses, including specialist equipment, course materials, and catering options.

With equipment you can list each item that you have available, which allows you to manage which specific laptop/projector etc. is being used at any given time. If this piece of equipment becomes damaged you’ll be able to see where it was last used. Alternatively, you can have just one resource labelled ‘Laptop’ and then you can state how many laptops you have available at any given time within the ‘quantity’ field.

Field Name

Required?

Description

Example

Resource Type

Mandatory

The Resource Type

Laptop

Label

Mandatory

The name of the Resource

HP Envy #1

Training Provider 

Optional

If you only have one Training Provider in the platform this should be "TRAINIBVKH". However if your platform will have multiple Providers please state the name of the Training Provider who owns this Resource

TRAINIBVKH

Cost

Optional

This is where you can define how much it costs you to use this Resource

0

CostType

Optional

This is where you define the cost type. Please enter one of the following:

  • Candidate
  • Day
  • Session
  • Hour
  • Candidate Day

Candidate

CurrencyCode

Optional

Leave blank for GBP

GBP

Enabled

Mandatory

This is where you define if the resource is currently active (1 = Yes, 2 = No)

1

Quantity

Mandatory

How many of this Resource you have available at any given time. If you have listed a specific piece of equipment you should state ‘1’

1

URL

Optional

Enter the Resource's web address if applicable


Trainer Holidays

You are able to define periods of time where your Trainers are not available to train, such as if they are going on holiday or completing jury service. If you have any Trainer holidays or known unavailabilities to store for your implementation, please complete this sheet.

Field Name

Required?

Description

Example

Trainer Label

Mandatory

The Trainer's name. This must be an exact match to the label provided in the Trainers sheet

Jane L Smith

Start Date & Time

Mandatory

Start date of the unavailability. The format of this must be dd/mm/yyyy hh:mm

21/09/2018 09:00

End Date & Time

Mandatory

End date of the unavailability. The format of this must be dd/mm/yyyy hh:mm

01/10/2017 18:00

Reason

Mandatory

This is where you will select the type of unavailability. Please enter one of the following:

  • Absence
  • Unknown
  • Internal Meeting
  • External Meeting
  • Holiday
  • Preparation
  • On the Job Training

Holiday

Description

Optional

This is a free text box where you can add further information about the unavailability

Cape Verde trip

Trainers Association to Courses

By default, each Trainer that is created in your platform will be able to run any of your course. This allows an Administrator to select them as the Trainer during the course scheduling process. If you would like to limit your Trainers to only be able to selected for the courses that they are qualified to run, you can define this in this sheet.

Please note that once you have associated a Trainer to at least one course, they will not be available to train the other courses in your platform. However, you are able to add courses into a Trainer’s repertoire as they become more qualified to allow them to train these courses too.

Please include a line per Trainer and course that they can run. For example if a Trainer should be associated with 5 courses, there will be 5 rows in this sheet for them.

Field Name

Required?

Description

Example

Trainer Label

Mandatory

The Trainer's name, this must be an exact match to the label provided in the Trainers sheet

Jane L Smith

Course ID

One of these must be provided

The Course ID of the course that this Trainer is able to run

MH1

Course Label

The Course Label of the course that this Trainer is able to run

Manual Handling

 


Workflows / Automated Communications

Workflows are a very big part of the platform build, as they cover your automated communications to your Delegates, their managers and employers, your Trainers, and your course administrators.

Before defining your Workflows, it is a good idea to map out your processes to determine when you would like communications to send out from the platform.
More information is available about this here.

The Workflows datasheet is complete with many example communications. When making changes, for any intended merge fields, please identify these by prefixing them with @@. i.e. @@CourseName

For each Workflow, we need to know:

Title

This will be the name of your Workflow.

Description

This is how we know what rules to set up on the Workflow.. For example, if you’re sending a course date reminder email you will only want to send it to booked Delegates, not cancelled or transferred Delegates, ensure that the description text reflects this.

Recipients

This will be the person/people who receive this Workflow.

When

This is when the Workflow will trigger. This can either be based on when the rules have been met (i.e. send booking confirmation when delegate has been booked), or based on the date of the course (i.e. send reminder email 7 days before the start date).

Output

Subject

The subject will be the subject of the email which is sent. This is not required for SMS Workflow Actions.

Body

This is the content of the email or SMS. You can make use of the accessplanit merge fields in here to personalise the content of your workflows. There are plenty of examples available in the example content.

Attachments

Indicate what should be attached to the email (not available for SMS). This may be a Joining Instructions letter, a Certificate, or your terms and conditions.



Awards and User Awards

Awards can be granted to delegates in the platform so you can keep track of their qualifications.

Awards

This datasheet allows you to detail any awards that will be automatically granted to successful delegates upon completion of a course.

Field Name

Required?

DescriptionExample
Award IDMandatoryThis is the unique ID for the award. Do not include any special characters or spaces within a Course ID. This value can be no more than 10 charactersFAW1
Award LabelMandatoryInsert the name of the awardFirst Aid At Work
LifetimeMandatoryInsert the number of months until the award expires. If there is no expiry, enter 036
Course Template IDOptionalIf you would like the award granted to successful delegates, enter the ID of the course template that should grant this awardFAW2ajs3
Course Template LabelOptionalIf you would like the award granted to successful delegates, enter the ID of the course template that should grant this awardFirst Aid At Work 2019

User Awards

This datasheet allows you to enter the awards that users have gained. Take note that this is similar to the sheet 'Delegate upload', however the user awards sheet is not used to detail delegate records


Field NameRequired?DescriptionExample
Award IDMandatoryThis is the unique ID for the award. Do not include any special characters or spaces within a Course ID. This value can be no more than 10 charactersFAW1
Award LabelMandatoryInsert the name of the awardFirst Aid At Work
UseridMandatory

The User ID is a unique user code which is assigned to each user in the platform, if you already have a unique ID for each user put it here. This cannot be longer than 10 characters.

Jsmit1
Completion DateOptionalThe date in which the delegate gained the award31/08/2018
Expiry DateOptionalThe date on which the award expires31/08/2020
Start DateOptionalThe date in which the delegate started working towards the award31/08/2018
Target DateOptionalThe target date for the delegate to complete the award31/08/2020
StatusMandatory

The current status of the delegate award:

  • Completed
  • In Progress
  • On Hold
  • Target
Completed

Delegates

This datasheet allows you to detail delegate records past, present or future. Take note that this is similar to the sheet 'Delegate awards', however the delegates sheet is not used to detail user qualifications.

Class or Web Delegates

Field NameRequired?DescriptionExample
CourseCalIDMandatoryThe unique reference for the course date. 20185
Course Start DateOptional

This is the date and time that the course starts. The format must be dd/mm/yyyy hh:mm, if you do not include a start time your course will be scheduled for 00:00

19/08/2018 09:30


Course End DateOptional

This is the date and time that the course ends. The format must be dd/mm/yyyy hh:mm, if you do not include a start time your course will be at at 00:00

19/08/2018 16:30


Course LabelMandatory

If you do not include the Course ID you must include the course label. This must be an exact match the label of the course provided in the Course Templates sheet

Manual Handling


Currency CodeOptional

Leave blank for GBP

GBP
Course Date StatusOptional

This is the current status of the course. Typically all courses are Available which means that they are in the future and not yet fully booked. Options available are Available, InProgress, Completed, Cancelled, FullyBooked, Provisional

Available
Userid of DelegateMandatory

The User ID is a unique user code which is assigned to each user in the platform, if you already have a unique ID for each user put it here. This cannot be longer than 10 characters.


Jsmit1
ForenameOptionalThe forename of the delegate as listed in the Users datasheetJane
SurnameOptionalThe surname of the delegate as listed in the Users datasheetSmith
StatusMandatory

The status of the delegate:

  • Cancelled
  • Completed
  • In Progress
  • Provisional
  • Booked
  • On Hold
  • No Attend
  • Waiting List
  • Deferred
  • Failed
  • Attended
  • Transferred
  • Unconfirmed
Booked


E-Learning Delegates

Field Name

Required?

DescriptionExample
Userid of DelegateMandatoryThe User ID is a unique user code which is assigned to each user in the platform, if you already have a unique ID for each user put it here. This cannot be longer than 10 characters.Jsmit1
ForenameOptionalThe forename of the delegate as listed in the Users datasheetJane
SurnameOptionalThe surname of the delegate as listed in the Users datasheetSmith
Allow StartMandatoryHere you can state if the delegate should be allowed to access the eLearning course yetYes
Course IDMandatoryThe unique reference for the course template. FAW01
Course LabelMandatoryThe name of the course template. This must be an exact match the label of the course provided in the Course Templates sheetFirst Aid At Work eLearning
StatusMandatory

The status of the delegate:

  • Cancelled
  • Completed
  • In Progress
  • Provisional
  • Booked
  • On Hold
  • No Attend
  • Waiting List
  • Deferred
  • Failed
  • Attended
  • Transferred
  • Unconfirmed
Completed
Completion StatusOptionalHere you can state if the delegate has completed or not completed the eLearning courseComplete
Success StatusOptionalHere you can state if the delegate passed of failed the eLearning courseFailed