Resources Overview

Learn about Resources

1 About Resources
2 Benefits
3 Key Terms and Glossary
4 Setting up a Resource
5 Other information stored against a Resource
6 Where to find Resources
7 Resources Management
8 Importing Resources
9 FAQ’s

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About Resources

Resources are the essential elements that make a Course possible. This includes the Trainer who leads and teaches the course, the Venue where the Course takes place, and any catering, special materials or equipment needed.

Resources are everything required to make sure your Courses run smoothly and effectively.

Benefits

Here are the benefits of using Resources:

Resource Calendar	The Resource Calendar functionality gives your admins full visibility of which resources are in use and when, helping them to prevent clashes and double bookings.
Additional Functionality for Venues and Trainers	While the vast majority of Resources need to be manually assigned to Courses via the Resource Requirements Section, Trainers and Venues (just Trainers for Web Courses) can be easily assigned to Courses via the Details > Resources section.
Resource Continuity from Course Templates	Do you have a Course that runs often, and is frequently led by the same Trainer? Look no further! Resource Requirements can be set up against Course Templates, so that they are automatically assigned to Course Dates.
Custom Resource Types	Resource types are not strictly limited to Internal/External Trainers and Venues - you can also set up Custom Resource Types, from specialist equipment to meet your Courses' needs.
Workflows	Automatically keep your Trainers and Venue Contacts informed through full compatibility between the Resource Module, and accessplanit Workflows.

Key Terms and Glossary

Resource Type	A Resource Type determines whether the Resource is an In-house or External trainer or Venue
My Teaching Access	My Teaching Access allows you to select what a Trainer can or cant access within the Platform, by enabling My Teaching Acces, your Trainers are able to edit, create and modify certain areas of the Platform
Resource Calendar	The Resource Calendar allows you to view any calendars for your Trainers or Venues
Availability	Availbility allows you to choose what availability your Trainers or Venues have
Unavailability	Within the unavailability DataGrid you can add holidays or events where a Trainer or Venue may not be available
Categories	Categories allows you to manage and organise your Venues and Trainers and select what Category a Venue or Trainer may fall under. For example, if you have a trainer that specialises in First Aid, you can select a Category for First Aid
Exchange Integration	Exchange Integration is used for setting how you wish the Trainers personal Calendar works with accessplanit. This is a module you will need to have enabled before it can be used.

Setting up a Resource

Before you create a new Resource, you'll need to fill in a few fields first. Here's an overview of what they all are:

Account

This is the Training Provider that the Resource belongs to. You can select the Account you wish this Resource to be assigned to from the drop-down.

Label

The label is the name of the Resource. For example, if this Resource is a Trainer, you would enter the Trainer's name.

Resource Type

This is a drop-down box allow's you to select what type of Resource this is, such as a Trainer or a Venue.

Cost Type

The Cost Type field determines how the Resource charges for its use. A Resource may, for example, be charged by Delegate or session.

Cost

The Cost of the Resource is how much the Resource charges to be used.

Quantity

This field determines how many of the Resource is available at a given time.

Colour

You may also choose a colour to associate with the Resource so it can be viewed easily from the Resource Calendar.

You should ensure the Enabled option is ticked so that it can be seen when choosing Resources for a Course Template or Date, otherwise, your Resource isn't marked as active on accessplanit and therefore cannot be attached to courses.

Additional Trainer Options

If the Resource you are adding is a Trainer then you will be presented with some additional options:

Internal Trainer – you will be able to select the internal User to link their Resource profile to
External Trainer – you will be prompted to enter further information such as their full name, telephone number etc.
Both Trainer types have the option to access the Trainer Access - My Teaching area. You can configure the level of access the Resource should have.

Top Tip!

If you would like your Trainer to have access to the Calendar, they will need to have 'Set Unavailability' checked as an option in their My Teaching access list.

Internal and External Trainers

As you have seen above you have the ability to add either an Internal or External Trainer to your platform. See below for the differences between the two.

Internal Trainer

When you add an Internal Trainer you must link this to a User that already exists within the platform first.

External Trainer

When you create an External Trainer you must ensure that the User record does not already exist as creating the External Trainer will automatically create the mapped User.

Additional Venue Options

If the Resource you are adding is a Venue:

Adding Venue information here will enable you to pull the data through to Workflows, assign them to courses, stop clashes, and report on utilisation. There are additional Venue options to add such as contact details, capacity, and specific access information.

Other information stored against a Resource

Attributes

This tab provides you information relating to the Resource such as its ID and Label.

Calendar

The Calendar tab allows you to see which course the Resource is currently allocated to within a calendar view.

Availability and Unavailability

In these tabs, you can determine the hours and days in which the Resource is available for use, and when it is unavailable. Setting Resource availability is ideal for registering set working hours against a particular Resource to help prevent clashes or unavailability. For instance, if there is a Trainer who works Monday, Wednesday and Friday you can define this within this tab.

Course Templates and Courses

Here, you can assign Course Template exclusivity to a Resource, or view the courses that the Resource is currently assigned to in a DataGrid view.

Resources and Categories

In these tabs, you can view and manage the associated Resources and Categories of this Resource.

Notes and File Store

In the Notes and File Store tabs, you can view and manage Notes or Files that are stored against this Resource.

Communications and Tasks

Within these tabs, you can view any Communications or Tasks associated with this Resource.

Sharing

The Sharing tab allows you to share this Resource across multiple Accounts or Account Groups.

When you share a Resource with another Training Provider they will not automatically show within the Resource Calendar under the shared providers. In order to ensure they show under the shared providers you will need to navigate to Advanced, check the box that is named Include shared resources in the selection list, select Apply Options and then Save

Exchange Integration

If your Resource is a Trainer, you can sync their Outlook calendar with their accessplanit calendar by configuring their account settings within this page. To find out more about Exchange Integration, please click here.

Workflow Errors and Instances

These tabs allow you to view any Workflows that have triggered in relation to this Resource, as well as any Workflow errors that relate to the Resource.

Where to find Resources

From the Main Navigation Menu select ‘Resources’, this will open a dropdown menu where the Resource Maintenance, and Resource Calendar options become available.
Selecting Resources, Manage

Selecting Resource Maintenance will open the Resources DataGrid.

From the DataGrid, you can search and add filters to narrow down exactly which Resource you are looking for, e.g. filtering by Resource Type.

Right-click on the Resource and select ‘Edit’ from the Context Menu, this will allow you to view and edit the details of the same Resource.

Choosing the Resource Calendar option will open the Calendar view for you, allowing you to check which Trainers or Venues are booked and when.

Resources Management

Learn how to create and manage Resources in your platform:

Define the Resource Requirements for a Course

Check Resources

Update the assigned Trainer on a Course

Update the assigned Venue on a Course

View all Courses missing a Trainer

View all Courses missing a Venue

Resource Types

Importing Resources

Learn how to import Resource information into your platform:

Import Other Resources

Import Venues in Bulk

Import Trainers in Bulk

Import Trainers or Venue updates to existing Courses in bulk

Import Resource Unavailability

How to Import Resource Cost

FAQ’s

Yes, you can do this under Resources and then Manage

If Edit the Trainer, you will have the option to add unavailability, this same process works for Venues as well

This can happen if a resource, in this case a Trainer resource is mapped to a user, but the user is also mapped to another Trainer resource

Trainer resources are named as the Trainers themselves, but they are not actual users, they link to a user.

In the example above, the same resource has been created twice, then linked to the same user, when the user logs in, the My Teaching will not display correctly.

So if my teaching is enabled on a resource, that is linked to a user that is also linked to another resource, My Teaching will not load any courses for the user.

One of the resources will need to be removed from the user.

It means you are unable to add a resource - Trainer to a Resource Requirement on a course.

It is worth checking if the user/trainer's account is set to enabled. As the user's status effects the ability to add the trainer to the Resource Requirement.

For example, If a trainer’s user account, ID: TRAINER1 is inactive, they are unable to be selected as a resource.

If you re-enable the user, by finding them in the Users DataGrid, editing their Account, and setting their status back to active.

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