Terminology & Concepts - Getting Started

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Before you begin your accessplanit training or begin to use the platform, it can be helpful to read over the following concepts first.

Some of these features and concepts you may already be familiar with, however label them differently within your organisation. Others may be brand new to you and you can start to think about if you might use them, and if so, what for.

Account Groups

Every person within your platform is stored as a User, and every User needs to belong to at least one Account, which is typically their employer or their department. If the user has several employment records, then you  have the option to specify the user's Main Account.

Within your accessplanit platform you are able to group your Accounts together, most commonly done by sector/industry/region/business size.

Click here to view the Help Guide page related to Account Groups.

Training Provider Account

You will have at least one Training Provider Account on your platform, which behaves like every other account on the platform. However, this Account is assigned to the Industry 'Training Provider', which means that it can have Course Templates assigned to it, it can own Trainers and Venues, and it can schedule course dates.

Click here to view the Help Guide page related to Training Providers.

Course Templates

Course Templates exist to make your course scheduling process easier, and hold the most common information about each course that you offer, including the cost, duration, etc.

When scheduling a new course date, you will select a Course Template and all of the settings you applied to the Template will be automatically applied to your new course date, saving you from re-entering the information over and over again for every new course date.

Click here to view the Help Guide page related to Course Templates.

Permission Sets/User Roles

There are three core Permission Sets/User Roles available in the platform for you to assign to your Users. This determines what level of access the User has on the platform and which kind of tasks they can complete.

Click here to view the Help Guide page related to Permission Sets/User Roles.

Placeholder

A Placeholder booking is where a Course Date (Class or Web) is booked through the Shopping Basket, however no Users are assigned as Delegates, this booking is only to reserve the spaces on the Course Date. These are mostly used when you want to book a Course Date but you don't know who you want to attend yet, or you don't have the full details for the Users attending.

Click here to learn more about how to add and manage Placeholders.

Private Booking

A Private Booking will bill the individual for the booking, rather than a non-private booking, where the User's Account will be billed instead. You can select this option when adding users through a DataGrid and through the Shopping Basket.

Resource Types

Resources include your Trainers, Venues, catering options and equipment. Your list of Resources is the list of items that you need for a course to run. Resource Types are your way of categorising these Resources. There are four standard Resource types within the platform:

  • In-House Trainers

  • External Trainers

  • In-House Venues

  • External Venues

Click here to view the Help Guide page related to Resource Types.

Sandbox/Test

The Sandbox platform is a copy of your Live platform that is used primarily during Implementation, however this can be purchased if you would like to keep a testing/training area for yourselves internally.

The Test platform is an anonymised copy of your Live platform that is owned by accessplanit and used for testing bug fixes and new feature releases.

Click here to view the full Help Guide page on accessplanit platform versions.

Sessional Courses

Sessional Courses are one of the more complicated areas of the platform. They are typically used to break down large courses into sessions, so that you are able to track attendance on each session, and assign different Trainers or Venues to each session if wanted.

Click here to view the Help Guide page related to Sessional Courses.

Workflow Templates

Workflow Templates on accessplanit are used for automation, to recognise an action being completed on the accessplanit and then perform another action based on this.

An example of a Workflow Template would be a Booking Confirmation email that sends to Delegates on the Delegate is booked onto a Course.

Another example would be a Task that is created for a Training Administrator when a Delegate is booked onto a Course, as a ‘To Do’ to send the Delegate materials/joining instructions.

Click here to view the Help Guide page related to Workflow Templates.