What's new: May 2026
Your May update includes a new DataGrid to view and manage all Delegates, a new page to track enquiries for a specific Course, and improved renewal tracking for expiring and expired awards.
Updated areas:
- 1 Manage every Delegate from one Smart Grid
- 2 💼Track linked Opportunities against each of your Courses
- 3 📝Add more meaningful Opportunity Overviews
- 4 🔍Reduce manual date filtering with new time-based Filters!
- 5 📥Give Managers direct access to Delegate certificates
- 6 Renewal tracking for User Awards
- 7 Course duration validation
- 8 Filter your Checkout Basket emails by Account Group
Further links:
🤗 If you would like any support with any new features or changes 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
Manage every Delegate from one Smart Grid
There is a brand-new Smart Grid where you can view, search for, and manage every Delegate from one place!
A brand-new Delegates Smart Grid is now available to give you a single place to view and manage your Delegates across all course types! Instead of navigating between separate Smart Grids for Class, Web, eLearning, and Knowledge Document Delegates, you can now view and manage them all together.
When would I use this?
The Delegates Smart Grid is best for admin and reporting tasks where you need visibility of Delegates across multiple course types. Here are a few examples:
Tracking Delegates on their blended, Sessional Courses
You can track Delegates completing a mix of Classroom, Webinar, eLearning, and Knowledge Document Courses without needing to review separate Delegate Smart Grids for each delivery method. Filter using the ‘Is Session Candidate’ - ‘Equal To’ - 'Yes' to narrow down the results to only show Delegates on sessions, then use the search to find your User!Send emails to Delegates requiring attention
Use filters and searches to quickly identify Delegates with incomplete training, outstanding actions, or pending activity across all Course types, then contact them directly from a single DataGrid!Generate invoices across multiple Course types
Review all Delegates to find those that still need to be invoiced, and generate them in one batch!View all past or future Delegates for a Customer Account
Quickly see every active Delegate linked to a specific customer, regardless of whether they are attending Classroom, Webinar, eLearning, or Knowledge Document Courses.
You can find the new Smart Grid above the existing Delegate Smart Grids in your platform main menu:
Adding new Delegates
At the top of the Smart Grid is an Add Delegate button, the standard button is to ‘Add a Class Delegate’, however if you click the drop down arrow to the right of the button you can also add Web, eLearning, or Knowledge Document Delegates directly from the grid.
Update to DataGrid names
To make sure this new Smart Grid is easy to identify, the existing Smart Grids for Class and Web Delegates have been renamed from ‘Delegates’ to ‘Class Delegates’ and ‘Web Delegates’:
FAQs
Can I clone my filters from other Delegate DataGrids to this new all Delegates DataGrid?
Why do my eLearning Delegates have a Course Status of ‘Fully Booked’
💼Track linked Opportunities against each of your Courses
Quickly identify which enquiries relate to each of your Courses, so you can prioritise and progress them.
Your Class and Web Courses now include a dedicated ‘Opportunities’ page, making it easier to view the Opportunities associated with each specific Course!
To access this page, edit your Course and scroll down the menu to find the ‘Opportunities’ option:
Click to option to this to view all Opps where this Course is a linked item!
Please note
The specific Course must be linked to the Opportunity Item for it to appear within this view. Opportunities that only have a Course Template selected will not be displayed.
This page is really helpful for understanding demand and pipeline activity for your individual courses. Particularly if you are considering cancelling a Course due to Delegate numbers - this DataGrid view can become a hub for chasing interest and closing bookings!
📝Add more meaningful Opportunity Overviews
Capture more information in your Opportunity overviews with increased character limits.
The Overview text box for Opportunities has been expanded from 50 characters to 150 characters, giving your team more space to record useful summaries and context about each Opp.
While the ‘Description’ text box tends to be used for recording information you are happy to share with the customer. The overview tends to be used for internal knowledge sharing, a shorter internal description that your team can use to quickly log what an enquiry is about, and then reference later to be brought back up to speed!
By making this box larger, your team can record clearer Opportunity summaries, elaborate on abbreviated descriptions, and overall improve visibility of sales activity!
🔍Reduce manual date filtering with new time-based Filters!
Find the right records faster with flexible new time-based filtering options available in DataGrids, Gadgets, and Workflows!
Find the right records faster with flexible new time-based filtering options.
We’ve introduced 4 new relative date filters across the platform to give you more flexibility when filtering records by timeframe.
New filter options:
More than _ Days ago
More than _ Days in the future
Last _ Days
Next _ Days
These new filters allow you to create more dynamic searches and reports without relying on fixed date ranges such as “Next 7 Days”, and they are available from Smart Grids & DataGrids, Report Engine & Dashboard Gadgets, and in your Workflow Rules!
Here are some examples for this in practice!
Find Courses that started more than 30 days ago
View Opportunities due to close within the next 10 days
View Delegates that were registered in the last 3 days
Send Invoice reminders for Invoices where the due date is more than 10 days ago
These extra options gives you better control when reporting on historical and upcoming activity across your platform!
📥Give Managers direct access to Delegate certificates
For previously issued certificates, Managers can now self-serve and download them directly from their Manager Portal.
Managers can now download Delegate Certificates directly from Manager Access, making it easier to review completed training for auditing, compliance, or access requirements!
The new ‘Download Certificate’ option is available for managers from:
Their ‘All Delegates’ DataGrid page
Their ‘User Awards’ DataGrid page
This allows Managers to quickly access Certificates for auditing, compliance, or access requirement purposes without needing to request them from you!
Certificates are only available for download once they have already been generated by the platform. This can happen:
Automatically, for example when a Certificate is attached to an email template
Manually, using the Generate Documents option within the Delegates DataGrid
Good to know:
Managers must have the ‘Download Delegate Certificates’ role (
AP-MNG-CERT) assigned to access this functionality.If the Certificate associated with a Course Template is changed to a different Document Template, previously generated Certificates for Delegates on that Course Template will no longer be available for download until they are regenerated
This functionality is only available for Awards achieved by Delegates when they complete a Course, Awards assigned to Users manually outside of a Course (e.g. clicking ‘Add’ in the User Awards DataGrid) are exempt
In the rare scenario where multiple Awards exist for the same Delegate, any Award-related merge fields within the Certificate template will use the alphabetically highest Award associated with that Delegate
If a Certificate has not yet been generated, the option will be disabled with a helpful message explaining that no Certificate currently exists for the selected Delegate. Once a certificate has been generated for this Delegate, the manager will be able to download it!
Updates for Administrators
Training Administrators and Super Administrators also have additional download options for existing Certificates! From the All Delegates Smart Grid and the User Awards Smart Grids, they can also access existing certificates without needing to regenerate the document each time.
When available, selecting Download Certificate will immediately download the Delegate’s Certificate.
FAQs
How do I give managers access to downloading certificates?
Renewal tracking for User Awards
Better manage expiring Awards with clearer renewal visibility within Workflows and Smart Grids!
We’ve introduced new renewal tracking functionality for User Awards to help better manage Award expiry reminders and renewal communications!
Renewal in progress
A new option called ‘Renewal In Progress’ is now available from your User Award Smart Grid.
This field will automatically display ‘Yes’ when a Delegate is booked onto a Course that will renew their Award and their Delegate status either is ‘Booked’ or ‘In Progress’
If the Delegate is not currently on a renewing Course, the field will display 'No'
Filter your Workflows on renewal statuses
To support more targeted automation, the following fields are now also available within Workflow rule settings:
Renewed
Renewal In Progress
This means you can update your Award Expiry emails to no longer trigger to your customers that have already renewed, or are booked / on their way to renew!
Course duration validation
Improve Course setup accuracy with new Duration field validation.
We’ve introduced new validation rules for the ‘Duration’ option on both Course Templates and Courses to help prevent incorrect Course setup.
Previously, it was possible to save Courses with a Duration of 0, which could lead to wider scheduling and administration issues, following this update the minimum duration is 1.
Filter your Checkout Basket emails by Account Group
Create more targeted abandoned basket workflows using Account Group filtering.
Administrators can now filter ‘Checkout Basket’ Workflows using the Booker User’s Account Group, this means you can target specific groups of customers more easily for emails like ‘Abandoned Baskets’.
The new Workflow rule option uses ‘Booker User Account Group IDs’.
To set your abandoned baskets emails to only send to specific customers, based on their Account Group, use the Workflow Rule:
Booker User Account Group IDs - Contains - [select the relevant Account Group(s)]