Manager Portal Overview
Learn about the Manager Portal:
Related Help Guide Pages
Creating Managers & rolling out access
About the Manager Portal
The Manager Portal is designed to give your customers direct access to manage their team’s learning, without needing to rely on you for day-to-day updates and tasks.
It provides your customer managers with a dedicated, self-service space where they can oversee training activity, book their Users onto Courses, monitor their progress, and maintain their information, all in one place.
Instead of requesting reports, chasing updates, or asking for bookings to be made on their behalf, Managers can log in and access everything they need in real time.
This not only improves the experience for your customers, but also reduces the administrative workload on your team, so you can focus on higher-value activities!
Benefits
There are several reasons to make use of the Manager Portal!
Reduce time spent on repetitive requests | The Manager Portal removes the need for your team to manually respond to common requests such as:
Managers can access this information themselves, reducing back-and-forth communication and freeing up your team’s time |
|---|---|
Provide real-time visibility of learning
| Managers have instant access to their team’s training activity, including:
This means they no longer have to wait for updates, they can check progress whenever they need to. |
Enable self-service booking and management | Managers can browse available Courses and book their team members on directly through the portal. They can also:
This gives them full control over their team’s training, without needing to get support from you. |
Support compliance and accountability | By having visibility of awards and training completion, Managers can easily monitor compliance across their team. They can quickly identify:
This helps to make sure training requirements are met and reduces the risk of non-compliance. |
Improve data accuracy | Managers can maintain their own team information by:
This reduces reliance on your team to manage data changes and provides an extra source for the information in your platform staying accurate. |
Enhance the customer experience | The Manager Portal gives your customers a faster, more efficient way to manage their training. Instead of waiting for support, they can:
This creates a smoother, more modern experience that puts them in control. |
Create a more scalable way to deliver training | By shifting routine tasks to a self-service model, the Manager Portal helps you scale your operations more effectively. |
What is a Manager?
The Manager Role is an access level in your platform designed specifically for your customers who need to oversee and manage their team’s learning.
By default, most customer users are set up with the ‘Individual Role’. This allows them to:
Log in to the platform
View their own past, current, and upcoming Courses
Book themselves onto Courses
The Manager Role builds on this by giving additional visibility and control.
As well as everything included in the Individual Role, Managers can:
Access one or more Accounts (typically this is their employer, company, or team)
View training activity for all Users within those Accounts
Book Users from those Accounts onto Courses
Update User details (such as names)
Add new Users into their Account(s)
This means that instead of managing just their own learning, Managers can oversee and organise training for their entire team.
Here is a quick table showing the differences between the two customer roles:
Access | Role: Individual | Role: Manager |
|---|---|---|
View available Courses | Yes | Yes |
Register onto Courses | Yes | Yes + Users in their Account |
View upcoming Courses | Yes | Yes + Users in their Account |
Manage personal details | Yes | Yes + Users in their Account |
View company Account details | No | Yes |
Add new Users to their Account | No | Yes |
Managers have access to a limited view that has been specifically designed for them, they don’t see Course set-up, anything for Administration, they have a very targeted view which means it’s easy for them to navigate and use.
What can Managers do within the Manager Portal?
Manage their team
Managers have access to an Accounts page and a Users page
Accounts
From the ‘Accounts’ page they can preview the details of their company Account(s).
They cannot make any updates, or add any additional Accounts.
Users
From the ‘Users’ page they can update the details of the Users in their Account to keep information up to date, and they can add new employees.
This removes the need for you to manage those changes on their behalf!
Book Course places
Managers have a Course List and a Course Search
Course List
If they just want to browse what’s available, the Course List shows them available, future Courses, and they can click to book from here!
Course Search
The Course search is where they can search for a specific Course, and see if there are available dates that suit them, again they can book from here!
Manage Delegates & Placeholders
Once bookings have been made, Managers can also view and manage those Delegates & Placeholders - all the course places they’re responsible for.
In the ‘All Delegates’ page they are view and report on all Delegates!
Within ‘Future Delegates’ the page is filtered to only include Delegates on future Courses
From either of these Delegates pages, Managers can ‘Preview’ each Delegate to access more information
We can also enable for a cancellation options on your behalf, please ask a member of our support team if you would like to offer either:
A ‘request cancellation’ option - this generates an email request to the Training Provider to cancel the Delegate’s place
A direct ‘cancellation’ option which allows your managers to instantly cancel Delegate places
In the ‘Placeholders' page managers can assign people to their Placeholders bookings, so, instead of sending lists of Delegate names over to you, they’re able to take care of it themselves.
Track progress & compliance
One of the biggest value areas for Managers is tracking progress and compliance.
From the User Awards page, Managers can view the awards and achievements of their team, helping them understand who is compliant and who might need attention.
This is often one of the biggest reporting requests.. ‘who’s completed what?’ ‘what expiry dates do we have coming up’.. and from here, they can answer that question instantly.
The renewed and renewing columns are really helpful in here too – they tell the manager whether an expired award needs any action, or has the user already completed the award again, or already booked onto a Course that will renew it.
Review Survey responses
They can review survey responses from their team to understand course feedback, and (depending on your survey) identify further opportunities for professional development.
View and manage financial documents
They can also view financial documents like Invoices and Credit Notes.
From the 'View' option in the Invoices page, they can see their Invoice and what is included on it
From the ‘Pay’ option they’ll be able to access your enabled payment gateway, such as Opayo, PayPal, or WorldPay, and make payments for any of their Invoices that have an outstanding balance!
Can I configure the Manager Portal?
There are quite a few configuration options available so you can tailor the Manager Portal it to suit your customers and your processes.
It is important make the experience as simple and intuitive as possible for your Managers, while still giving them the pages and options they need. Getting this right can make all the difference in your customers actually adopting it, getting value from it, and reducing the number of queries you receive!
Please note
To configure the Manager Portal you must have the Super Administrator role
Update the content of forms
If you have looked through the Manager pages and thought to yourself, “our customers don’t need to fill in the National Insurance Number” or “Email Address should be mandatory”, you can use Configure Forms to control this.
As a Super Admin, you should have access to the Manager menu options, these will be at the very bottom of your main menu
Open the Manager Page you want to configure, for example open the ‘Users’ DataGrid and edit a User
Click the ‘Configure Form’ button at the top-right of the page
Use the checkboxes to decide which fields on the form should be hidden, and which should be mandatory
Click on the ‘Save Configuration’ button when you’ve finished making your selections
Your settings here will apply for every manager when they access this page!
Build a useful Manager Dashboard
Having a useful Dashboard makes a world of difference for the usability of your Manager Portal – if there are frequent questions you get asked, try to answer those with data on the Dashboard. This means your managers only have one place to go to get all the key information!
As a Super Admin, you will have access to the ‘Dashboards’ page in the Administration menu
Open the Dashboards DataGrid
You should already have an off-the-shelf Manager Dashboard available to you, if you don’t create new and map it to the Role of ‘Manager Role’
Open the ‘Dashboard’ tab from the management menu, and add and edit gadgets as you would normally
It is very important thing that you only use the modules that are specific to Managers!
All Manager modules are suffixed with “(Manager Access)”:Course (Manager Access)
Credit Note (Manager Access)
Delegate (Manager Access)
Delegate Authorisation (Manager Access)
Invoice (Manager Access)
Placeholder (Manager Access)
User (Manager Access)
User Award (Manager Access)
Voucher (Manager Access)
This is because Managers need to have limited access compared to Administrators, these specific modules are tailored for that, and they are the only modules that will work for Managers when they view their Dashboard.
A list of upcoming Delegates on Courses, so the manager can see (in date order) what learning their team has coming up!
Gadget type: DataGrid
Header: Upcoming Delegates
Module: Delegate (Manager Access)
Columns:
First name
Last name
Course
Course Start Date (sorted: Ascending)
Status
Filters:
[Course Start Date] - [Period] - [Future]
A list of upcoming Award expiries, so the manager can see (in date order) what learning their team needs to renew soonest!
Gadget type: DataGrid
Header: Expiring User Awards
Module: User Award (Manager Access)
Columns:
Full name
Award
Date Completed
Expiry Date (sorted: Ascending)
Renewed
Filters:
[Expiry Date] - [Period] - [Next Six Months]
[Status] - [Is In] - [Completed]
A chart showing the attendance / non-attendance of their team on Courses last year, so the manager can see how frequently people are cancelling or not showing up!
Gadget type: Chart
Header: Expiring User Awards
Module: Delegate (Manager Access)
Chart: Pie
Group By: Status
Calculate: ID (Count)
Filters:
[Course Start Date] - [Period] - [Last Year]
Set DataGrid Views for Managers
If there is specific sets of information you would like your managers to be able to view from their DataGrids, without having to direct them to update the columns in the DataGrids themselves.
As a Super Admin, you should have access to the Manager menu options, these will be at the very bottom of your main menu
Open the Manager DataGrid you want to create a View for, for example open the ‘User Awards’ DataGrid
Open the ‘Views’ tab at the top of the DataGrid
From the ‘Views' menu on the right of the DataGrid, select the ‘Save as New View’ option
Provide your View with a descriptive name, e.g. “Monitor Targets”
Update the columns and sorting options of this DataGrid View via the ‘Change Columns’ button
on the right of the DataGrid
Click on the ‘Save View’ button when you’ve finished making your selections
You now need to share this View with Managers, from the ‘Views' menu on the right of the DataGrid, select the ‘Share Current View’ option
Select the ‘Manager Role’ within the ‘Roles’ selector
Click 'Save & Close' to apply!
Hide the Finance options for Managers
If you do not want your Managers to have access to the Finance menu options, these can be hidden completely.
This can be really helpful:
If you do not charge for your courses and this is just a confusing menu option to your customers
If you invoice from another software, such as Sage or Xero, and it’s really important that your customers do not get confused by the invoices in accessplanit
To have the ‘Finance’ menu options removed from your Manager Portal, please get in touch with a member of the accessplanit team.
Top tip!
As you make changes to the Manager Portal, use the ‘Impersonate User’ option on a Manager to check your changes as you go!
Click to expand: 
FAQs
Will customer Managers need training?
How are Managers created?
Will this replace the need for us to support our customers?
What kind of reporting can Managers access?
What if our customers prefer emailing us?
Can the Manager Portal be branded to match our organisation?
Can we track which Managers have logged in?
A Manager who is not the original Booking User is not able to view Placeholders mapped to their Account, why is this?