Terminology & Concepts - Getting Started
Terminology & Concepts
Before diving into your accessplanit training or starting to use the Platform, it’s a good idea to familiarise yourself with a few key concepts and features. By doing this, you'll not only gain a better understanding of the platform's capabilities but also see how these tools can enhance your experience and make your day-to-day usage better.
Some of these features might already be familiar to you, though they may be referred to by different names or organised differently within your Platform. On the other hand, some concepts may be entirely new. As you read through them, take a moment to consider how you might use these features, and if so, for what specific tasks or processes they could be helpful.
This initial reflection can make a significant difference in how smoothly you integrate accessplanit into your daily activities, helping you maximise its features right from the start
Platform Terminology
Term | Definition |
|---|---|
Account | An Account represents an organisation, company, department, or other entity that Users are associated with. Accounts provide a central place to manage organisation-level information, including Users, bookings, communications, invoicing, and reporting. Every User must belong to at least one Account. |
Account Group | Account Groups allow Accounts to be organised into groups based on criteria such as industry, sector, region, business size, or customer type. They can be used to support filtering, reporting, access permissions, Course exclusivity, and other processes. |
API Feed | An API Feed allows systems to exchange data with accessplanit programmatically. API Feeds can be used to integrate accessplanit with external systems and automate the movement of information between platforms. |
Awards | Awards represent qualifications, certifications, achievements, or other learning outcomes that can be associated with Users and Courses. Awards can be recorded against a User and can also be configured as awards that are achieved by, or required before attending, a Course. |
Booking | A Booking represents a customer's purchase or reservation of one or more places on a Course. A Booking identifies information such as who made the booking, which Course was booked, and the Delegates or Placeholder places included in the booking. The Booker and Delegate do not necessarily have to be the same User. |
Booking Link | A Booking Link is a URL that can be used to add a Course directly to the Shopping Basket or Checkout. Booking Links can be shared with customers or used in websites, emails, or other communications to make booking a Course easier. |
Categories | Categories are used to organise Course Templates and help with searching, advertising, filtering, and reporting. Categories are assigned at Course Template level and are inherited by Courses created from that Template. |
Checkout | Checkout is accessplanit's online booking and purchasing experience. It allows customers and end-users to select Courses or products, provide Delegate information, enter required details, and complete payment. Checkout can be customised to reflect your organisation's branding and booking requirements. |
Class Course | A Class Course is a trainer-led Course delivered in person at a scheduled date and time. It is typically associated with a Venue and one or more Trainers. |
Communications | Communications provide a central record of messages and correspondence sent or received through the platform. They help administrators maintain a history of customer and learner communications and provide visibility of previous interactions. |
Course | A Course is a scheduled instance of a training event or learning activity. Courses contain the operational information required to deliver that particular instance, including dates, Delegates, Trainers, Venues, Resources, capacity, pricing, and status. Courses are created from Course Templates. |
Course Date | A Course Date identifies the scheduled delivery of a Course, including when the Course takes place. Course Date information is used throughout the platform for scheduling, booking, availability, and customer-facing booking links. |
Course ID | A Course ID is the unique identifier assigned to a Course. It can be used to search for a specific Course and is particularly useful when contacting the accessplanit Support Team about a Course. |
Course Status | Course Statuses indicate where a Course is within its lifecycle, such as Provisional, Available, In Progress, or Completed. Statuses can also be used for filtering, reporting, and triggering automated Workflows. |
Course Template | A Course Template acts as the blueprint for a Course. It stores the standard information that should be used whenever the Course is scheduled, including the Course name, format, duration, pricing, capacity, and other default settings. |
Course Type | Course Type describes how a Course is delivered. Standard Course Types include Class, Web, eLearning, and Knowledge Document Courses. |
Credit Note | A Credit Note is a financial adjustment that reduces the value of an Invoice. Credit Notes can be used for cancellations, refunds, transfers, or other billing adjustments and provide an audit trail of changes to financial records. |
Custom Fields | Custom Fields allow you to capture additional information that is not included within the standard platform fields. They can be used across different areas of accessplanit to collect organisation-specific information and support processes, data management, and reporting. |
Custom Forms | Custom Forms allow Super Administrators to customise the screens used when creating or editing records. Fields can be shown, hidden, or made mandatory to ensure administrators capture the information required by your organisation. |
Custom List Item | A Custom List Item allows administrators to customise the values available within predefined drop-down or list fields in the platform. This helps organisations adapt terminology and categorisation to their own processes. |
DataGrid | A DataGrid is a configurable list or table used to view and manage records within accessplanit. DataGrids allow you to search, filter, sort, change columns, and export information. |
Delegate | A Delegate is a User who has been assigned to a specific Course. The Delegate record stores information about that User's participation on that Course, including booking status, attendance, completion, results, and other course-specific information. |
Discount | A Discount reduces the price charged for a booking, Course, or other eligible transaction. Discounts can be configured as a fixed amount or percentage and can include rules controlling when they can be applied. |
Document Template | A Document Template is a reusable template used to generate documents from information stored in accessplanit. Common examples include Certificates, Joining Instructions, Sign-In Sheets, and Registers. |
eCampaign | An eCampaign is a targeted bulk email sent to a defined group of Users or Delegates. eCampaigns can be used for marketing, promotional, operational, and other planned communications. |
eLearning Course | An eLearning Course is a self-led online Course delivered using SCORM-compliant learning content. Delegates can complete the Course independently rather than attending a scheduled trainer-led session. |
Email Template | An Email Template is a reusable email containing predefined content, formatting, and merge fields. Templates can be used by Workflows and other platform processes to ensure communications are consistent and contain relevant information automatically. |
Exclusivity | Exclusivity allows a Course to be restricted so that only specified Accounts or Account Groups can access or book it. This is particularly useful for private or customer-specific training. |
Fees | Fees are additional costs associated with a Course, such as Trainer expenses or other delivery costs. Fees can be recorded against a Course to support profitability calculations and, where appropriate, can also be charged to customers. |
File Store | The File Store provides a central location for storing documents and files within accessplanit. Files can include course documentation, images, maps, terms and conditions, and other resources. |
Guest Account | A Guest Account is used for Users who do not need to be associated with an employer or organisation. It provides a way to store Users who are booking or interacting with your training without requiring a traditional customer Account. |
Import | Imports allow information to be loaded into accessplanit in bulk, reducing the need to manually create or update individual records. Imports can be used for areas such as Users, Accounts, Courses, Delegates, Awards, and other platform data. |
Integrations | Integrations allow accessplanit to exchange information with other systems. They can connect accessplanit with websites, CRM systems, HR platforms, Learning Management Systems, finance systems, payment providers, and other applications. |
Invoices | An Invoice is a financial record of charges generated against a booking or transaction. It provides a breakdown of amounts due and supports the management of customer billing, payments, balances, and financial records. |
Juno | Juno is accessplanit's AI Advisor, designed to help users get information and guidance when working with the platform. |
Knowledge Document Course | A Knowledge Document Course is a self-led Course where Delegates access and read learning resources or documentation rather than attending a trainer-led session. |
Learner Portal | The Learner Portal provides learners with a dedicated online area where they can access information relating to their training. Depending on your configuration, learners can view Courses, manage their details, access learning information, and interact with other available features. |
Main Account | A User's Main Account identifies their primary organisation or employment within accessplanit. It can be used for filtering, reporting, and processes where the User's primary Account needs to be identified. |
Main Role | A User's Main Role identifies their primary platform role when they have more than one Role assigned. It can be used for filtering and reporting and helps identify the User's primary level of access. |
Merge Field | A Merge Field is a placeholder used within Email Templates, Document Templates, and other platform content that is automatically replaced with information from the relevant record. For example, a Merge Field can automatically insert a User's name, Course details, or booking information. |
Modules | Modules are the core functional areas of accessplanit, with each Module providing a specific set of capabilities. Some Modules form part of the core platform, while others are additional paid functionality that can be enabled when required. |
Notes | Notes provide a way to record additional information, updates, decisions, explanations, or other important details against records within the platform. |
Opportunity | An Opportunity represents a potential sale, enquiry, or area of interest. Opportunities can be used to track potential business such as bespoke training, private Courses, or customer enquiries through defined sales stages. |
Placeholder | A Placeholder reserves a place on a Course without assigning a specific User to that place. Placeholders are useful when a customer wants to purchase places but does not yet know who will attend. |
Price Scheme | A Price Scheme allows alternative Course pricing to be automatically applied to specific groups of Users or customers. They are commonly used for agreed customer pricing, preferred rates, or special pricing arrangements. |
Private Booking | A Private Booking allows a booking to be charged directly to the individual User rather than their associated organisation or Account. This is useful when the learner is responsible for payment themselves. |
Products and Services | Products and Services allow you to sell items or services alongside your training Courses. They can be used for additional items such as training materials, equipment, memberships, or other chargeable services. |
Profitability | Profitability provides visibility of the estimated income and expenditure associated with a Course. It can be used to understand expected revenue, costs, and forecast profitability before or during Course delivery. |
Report Writer | Report Writer is an advanced reporting tool that allows you to create customised reports using data from across your accessplanit platform. It can be used to combine, filter, calculate, and present information to meet specific reporting requirements. |
Reporting | Reporting allows you to turn platform data into useful information for monitoring performance, analysing activity, supporting decision-making, and identifying trends. |
Resource | A Resource is a person, location, item, or other requirement needed to deliver a Course. Common Resources include Trainers, Venues, equipment, and other assets. |
Resource Type | Resource Types categorise Resources so they can be managed and identified more easily. Standard Resource Types include In-House Trainers, External Trainers, In-House Venues, and External Venues. |
Role | A Role determines what a User can access and what actions they can perform within accessplanit. Roles control the level of access available to different types of Users. |
Sandbox Platform | A Sandbox Platform is a copy of your Live platform that provides a safe environment for testing, configuration, development, or training without affecting your Live platform. |
Sessional Course | A Sessional Course is a multi-part Course made up of individual sessions. Sessions can have different dates, Trainers, Venues, Resources, or Course Types, allowing complex or blended training programmes to be managed as a single Course. |
Shopping Basket | The Shopping Basket is the online booking area where customers can select Courses and other items before proceeding through the purchasing process. |
SmartGrid | A SmartGrid is a specialised view of related platform information. SmartGrids make it easier to find, filter, and manage information across related records. |
System Events Log | The System Events Log records events that have occurred within the platform. It can be searched and filtered to help administrators troubleshoot issues, understand activity, and investigate changes made within accessplanit. |
Task | A Task is an action or to-do that needs to be completed by an individual or team. Tasks can be assigned, prioritised, and tracked to help manage operational activity. |
Test Platform | The Test Platform is an anonymised copy of the Live platform maintained by accessplanit. It is used by the accessplanit team for testing fixes, validating changes, and preparing new releases. |
Trainer | A Trainer is a Resource responsible for delivering or supporting a Course. Trainers can be either In-House or External and can be assigned to Courses and individual sessions. |
Trainer Portal | The Trainer Portal provides Trainers with an online area where they can access information relating to the Courses and training they are responsible for delivering. |
Training Provider Account | A Training Provider Account represents an organisation responsible for delivering training. Training Provider Accounts can own Course Templates, Trainers, and Venues and can schedule Courses for delivery. |
User | A User represents a person stored within accessplanit. Users can include learners, Trainers, customers, Bookers, Managers, Training Administrators, and other people who interact with the platform. |
User Role | A User Role controls the level of access and functionality available to a User. Roles determine which areas of the platform a User can access and which actions they can perform. |
Venue | A Venue is a Resource representing a physical or online location where a Course is delivered. Venues can be In-House or External and can be assigned to Courses to help manage availability and delivery requirements. |
Waiting List | A Waiting List allows customers or Users to express interest in a Course when places are unavailable. Waiting Lists can be used to manage demand and identify potential attendees when spaces become available. |
Web Course | A Web Course is a trainer-led Course delivered online at a scheduled date and time. It follows the same Course management principles as a Class Course but is delivered remotely. |
Webhook | A Webhook allows information to be sent from accessplanit to another system when a defined event occurs. Webhooks are commonly used as part of integrations and automation processes. |
Workflow | A Workflow automates processes within accessplanit. Workflows respond to defined events or conditions and can automatically perform actions such as sending emails, creating Tasks, adding Notes, or updating records. |