Terminology & Concepts

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1 Terminology & Concepts
2 Platform Terminology

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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

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 using Account Groups, most commonly done by sector/industry/region/business size.
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.
Placeholder	A Placeholder booking is where a Course (Class or Web) is booked through Shopping Basket or Checkout, however no Users are assigned as Delegates, this booking is only to reserve the spaces on the Course. These are mostly used when you want to book a Course but you don't know who you want to attend yet, or you don't have the full details for the Users attending.
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/Checkout.
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
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.
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.
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.
User Roles	There are three core 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.
Workflows	Workflows 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 once 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.