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Class and Web Courses are scheduled by selecting a Course Template, and then choosing what date/time it will run on.
When you schedule a new Course, it will automatically inherit information from your selected Course Template; including the duration, min/max places, and cost. However, you can override this information per Course if required!
Benefits
Here are the benefits of using Courses
Consistent
Courses support you with ensuring uniformity across your platform, as you pre-define much of the information on the Course Template, the chances of mistakes are much lower when you schedule your Courses, this is also a big help towards providing a consistent customer experience.
Configurable and Customisable
To support your ways of working, Custom Fields can be created to ensure you are storing all useful and relevant information needed about your Courses, and Configure Forms can be used by Super Admins to define what information is mandatory when a new Course is scheduled.
Exclusivity
Courses can be configured exclusively for specific customers, which means that these Courses will be unavailable to other customers, with custom labelling using the 'alias', and support for cost overrides to provide bespoke pricing.
Availability
Statuses can be used to flag the progress of your Courses from planning (Provisional) through to Available, In Progress, and then Completed! These statuses can be used to trigger automated emails to your customers and your administrator team, keep your team informed of progress. Course statuses also support your filtering of the Course list to find the right courses quickly.
The ‘Advertise’ option also gives you control of exactly when your Courses are available publicly.
When you first schedule a Course Date, the Status will default to either ‘Available' or ‘Provisional’ depending on your platform default - if you are unsure about this, or would like your default to be changed, please contact the Support Team - they can change this from ‘Available’ to ‘Provisional’ or vice versa!
Pricing Flexibility
A wide variety of cost types are available to help price your Courses perfectly including day rates, hourly rates, delegate rates, and rates that cover the entire Course.
Price Schemes are available to offer custom / preferred pricing to groups of Users, such as key clients or charity/not-for-profit organisation.
For your multi-part Courses, there are further cost-type options to support Courses that should be priced as a block, or priced per booked session, or charge additional fees for bookings on optional sessions.
Profitability
The Profitability tool is available for each of your Classroom and Webinar Courses to track your estimated Course income and expenditure so that you can decide if your Course should go ahead! You can track the following for each Course:
Income (and which items contribute towards this income)
Expenditure (and which items contribute towards the expenditure)
Profitability Forecast
Key Terms and Glossary
Training Provider
This is the Accountthat is responsible for running your Courses. Make sure you select the correct provider as you'll only be able to select from Course Templates that are allocated to that Training Provider.
Course ID
Course IDs are a Course’s unique identifier. The ID is a great way of searching or filtering for a specific Course. If you ever have an issue with a Course and need to speak to the accessplanit Support Team, providing the ID helps the team to narrow down exactly what Course you are referring to and creates a smooth process of getting the issue resolved.
Course Template
Each Course Template contains information about how your Courses should be run; including its format, duration, and cost.
This information is then used as the 'blueprint' when a Course is scheduled so you do not need to type these details in again every time you add the Course to your calendar! If you make changes to a Course Template, e.g. a cost update, these changes will be in place for all new Courses you schedule using this Course Template, your existing Courses will be unaffected.
Course Type
Type is the format for how your course is run. There are up to 4 types of Course Template available.
Document Courses are self-led Courses run online where the Delegate will access and read resources.
Delegates
When a User is assigned to a Course, they become a Delegate. Each time they are added to a Course, a new Delegate record is created for them, storing all relevant details about that User on the Course including their current status (e.g., booked, completed, in-progress, cancelled, or transferred). Users can have multiple Delegate records, one for each Course they are part of.
Placeholders
Placeholders are similar to Delegates as they too reserve a spot on a Course, allowing for booking and invoicing places on a Course. However, unlike Delegates, Placeholders don't have a specific User assigned at the time of booking. Instead, they represent reserved seats that will be assigned to Users later on.
Override Alias
Course Aliases are where you can provide an alternative name to a Course, instead of the Course Template name, this is very common for in-house or bespoke Courses. For example a ‘First Aid at Work’ Course Template could be scheduled with the alias ‘Workplace First Aid at Brighton Manor House’.
Start Date and End Date
Your Start Date & End Date determines when your Course begins and when the Course ends.
Duration
This is the length of time your Course will be running, e.g. is it days, hours, minutes
Exclusivity
Exclusivity allows you to determine whether this Course is only allowed to be attended by certain Accounts or Account Groups
Resources
Resources are the people, locations, equipment that you need for the Course to run, the most common type of Resources are Trainers and Venues.
Sessional
Sessional Courses are multi-part Courses, as the Course is split into multiple parts, they can be used to track attendance on multiple-day Courses.
Bookings
Bookings show you information regarding bookings that have been made, The Booker and Delegate may not always be the same, from here you can see who made the Booking and which Delegates are that were booked onto your Course
Price Schemes
Price Schemes are a way of overriding the Cost of the Course for a specific group of Users, such as key clients or charity/not-for-profit organisation.
Booking Link
A booking link is the link that adds the Course to your Checkout/shopping Basket, you can provide this link to your customers or include it on your social channels to encourage bookings.
Fees
Fees, (such as trainer expenses) can be added to your Course to track their impact on your Course profitability, fees can also be charged back to your customers
Profitability
Profitability allows you to see the Income and Expenditure of your Course and can be used for financial and reporting purposes
Delegates and Placeholders Explained
Delegates:
A Delegate is a User who is assigned to a Course, when a User is added to a Course they become a Delegate on that Course.
One User can have multiple Delegate records, one for each Course they have been assigned to.
Each Delegate record includes information including; when the User was booked onto the Course, their current status on the Course (e.g. booked, cancelled, completed), and their score on the Course.
Placeholders:
Placeholders are used when your Customer wants to purchase places on a Course but does not know the names of the people who they would like to attend at the time of Booking. Placeholders allow you to book the places and add the Delegate information at a later date.
What is inherited from your Course Template
Nearly all settings defined on a Course Template are automatically inherited when you schedule a Course. This includes the Cost of the Course, the Duration, and the Min/Max places available.
You can override much of this information if a Course you are running needs to be a bit different, for example, if a scheduled Course has a different Cost to the Course Template you can change it for this Course only.
There are some exceptions to this, however:
Course Label You cannot edit the Course label, however, you can provide a Course Override Alias, this means you can still use the Course Template but give it another name. For example, you may have a Course Template named ‘First Aid at Work’ but you want to change it to ‘First Aid in a Workplace’ The Override Alias allows you to do this. This will then appear in the Course Calendar & Courses DataGrid.
The Override Aliascan also be included in Document Templates and Workflows as an alternative to the Course label.
Course Text There are several text fields on your Course Templates which are used to outline and describe them. These are:
Aims
Objectives
Summary
These are defined at a Course Template level only, and cannot be changed for an individual Course.
Course Awards You can associate each course with Awarded Awards (what the User achieves by attending) and Required Awards (what the User needs to achieve before they take this course). This can only be set at a Course Template level.
Document Templates & Surveys Each Course Template can be assigned three Document Templates and three Surveys, these cannot be changed for an individual Course.
Categories Categories are assigned to Course Templates to support searching, advertising, and reporting on your Courses. Additional or alternative Categories cannot be assigned to individual Courses.
Sessional Courses Explained
Sessional Courses are multi-part Courses, as the Course is split into multiple parts, they can be used to track attendance on multiple-day Courses, they can be used for Courses that contain a combination of Course types such as classroom, web, and eLearning elements, and they can be used for Courses where you need to use different Resources on different parts - such as a different trainer on each day
From the Main Navigation Menu and select ‘Courses’, this will open a dropdown menu where all Course type options become available When selecting the Course Type you want to create a new Course for, the corresponding DataGrid will open From the DataGrid, you can search and add filters to narrow down exactly which Course you are looking for, then view and edit the details of that Course If you chose the Course Calendar option, this will open the Calendar view for you
Course Management
Learn how to create and manage Courses on your platform:
Yes! Hybrid Courses can be created using Sessional Courses. This means you can have Class Courses as well as eLearning, Knowledge Documents and even Webinar sessions. You will need to create a Parent Course first and then add your hybrid sessions as separate sessions from the Parent Course. Please visit our help guide on Sessional Courses for more information.
Can I use a Booking Link to add multiple Courses to a basket?
Booking links can be for adding a single Course straight to your Shopping Basket or Checkout or they can be bundled so multiple courses can be booked together, For example, a single Booking looks like: https://customername.accessplanit.com/accessplan/clientinput/course/coursebooker.aspx?coursedateid=1234 A bundled Booking link looks like: https://customername.accessplanit.com/accessplan/clientinput/course/coursebooker.aspx?coursedateid=1234|5678 by using a pipe separator ('|') this would add both Course Date ID: 1234 and ID: 5678 to your basket at the same time. The pipe separator symbol can typically be found at the bottom left of standard keyboards. By using Booking links, they allow you to provide the links to customers for easy purchasing or help Administrators easy access when taking bookings on Customer’s behalf. Please Note Adding the same Course ID multiple times for a booking link will not increase the number of places, ❌ https://customername.accessplanit.com/accessplan/clientinput/course/coursebooker.aspx?coursedateid=1234|234|1234 If your Customer requires multiple places for the same Course, only add the ID to the Booking Link once and then the Customer can update the places once they have logged in.
Where can I find the Course ID for a Course?
Course IDs are a great way of finding information about a specific Course and are really helpful when speaking with our Customer support Team when there is an issue as it helps the team locate the information easily and resolve the issue quickly. To find your Course ID, begin by navigating to the Main Navigation menu on the left-hand side and selecting the Course Type you want the Course ID for This will open the corresponding DataGrid Next, search/filter for the Course you need the ID for using the search bar You then have two options, the first you can add the ‘ID’ column to the DataGrid Click on the ‘Change Columns’ button available at the top-right of the DataGrid results This will display a pop-over where you can manage your DataGrid columns Choose where you would like to add your new column (the columns are listed in the order that they are displayed in your DataGrid), and click the '+' icon on the column that will be displayed above it Click the new column drop-down box that has appeared, search for ‘ID’ and select the column that you would like to display in your DataGrid Click the ‘Apply’ button and the ID column will now be added to your DataGrid The second option to locate your ‘Course ID’ is to search for the Course within the Datagrid, right-click on the Course and select ‘Edit’ from the context menu This will open the Course Details page and the Course ID will be located at the top
How do I add a Course Administrator to a Course?
Communication is a key reason to assign the appropriate Admin to each Course. Once assigned they can receive Workflow emails about your course; i.e. Course Date Stats, Low Booking Numbers, Course Profitability Additionally, Admins can access the Courses DataGrid and filter it to only show the Courses that they are assigned to. Decluttering their view so that they can focus on the Courses that they are accountable for You can add a Course Administrator within the Course ‘Details’ section If this isn’t available to you, please speak to a member of the accessplanit team to put this in place for you!
How can I find out the next available course date for a specific course?
To find out what the next available Course is, go to your Class or Web Courses DataGrid and make sure it is sorted by start date ascending
Then search or filter for your Course, using the Filter Course Template ID - is in - (select the template for the course in question) Add a name for your filter and press ‘save’, this will show you all next available Courses
Optional - If you only want to see courses that are available to be booked you may also want to add one or more of the following filters:
Course Status - is in - available
Spaces available - is greater than or equal to - 1
Advertised - is in - yes
How do I schedule courses outside of standard hours (e.g., overnight shifts)?
To schedule a course outside of the standard hours, your account working session hours need to be updated by the accessplanit support team. Once the working hours have been updated, you will then be able to create courses outside of your normal hours.
How do I update course schedules?
To change the date of a course, you can do this using the calendar. You can drag & drop the course to move the date or you can edit the course to update the information. You will also need to let your existing Delegates/Trainers know the course has been updated. You may have some automated emails already configured for this, so check your workflows.
How do I view Course attendance
To view attendance for a Course: From the Main Navigation Menu, go to Courses > Class (or Web) Find the Course in the DataGrid Right-click the Course and select Delegates The Delegates DataGrid will show each Delegate and their Status (e.g. Booked, Completed, No Attend, Cancelled) To mark attendance quickly: Right-click the Course and select Edit Course & Delegate Status Use the pop-up window to set the Course status and update individual Delegate statuses in one go Use the checkbox option to match all Delegate statuses to the Course status to save time Tip: You can add filters such as "Status = Completed" to the Delegates DataGrid to quickly isolate those who attended.
How do I make sure Time Zones are displayed and converted correctly?
Find your Training Provider Account in the Accounts DataGrid, and edit it. Next, go to the Details section, and scroll down to Timezone. This will allow you to set the time zone for any courses created under that Provider.
How do I set up notifications for course changes or cancellations?
To set up notifications for any course changes or cancellations, you can use workflows to automate this process. Please see our dedicated guides listed below:
Why can I not edit the Account Exclusivity on a Course?
If this option is greyed out, you can still update the exclusivity via the 'Exclusivity' page on the Course.
How do I delete courses with linked invoices?
You can’t delete courses that still have linked invoices, the platform deliberately blocks that action so you don’t break the finance/audit trail. We recommend you cancel the course instead. Use the link below for guidance on how to cancel a course.
How do I set up recurring courses or events?
To set up a recurring course or event, please follow the guidance below: From the Main Navigation Menu, go to Courses > Class or Web (depending on the course type). In the Courses DataGrid, click the arrow next to the green Add Course button and choose “Add Recurring Course”. Select your Training Provider and Course Template. Complete the Scheduling, Places, Resources (Trainer/Venue) and Financials sections. Choose whether the courses will be Sessional (multi‑part) and if they should be Advertised and allow Waiting List bookings. In the recurrence section, set: The start date for the first occurrence Whether there is an end date How many courses to create The pattern (daily/weekly/monthly), interval, and whether to include weekends. Click “Create” to generate all of the recurring course dates. Use the Course Calendar to review the new dates and edit any individual course if needed. Full guide: Schedule a recurring Course
How do I manage or update the dates or time of a course?
To manage or update the date or time of a course in accessplanit, you can use the Course Calendar or the Course Details form. Follow the guidance listed below for how to do this: 1. Quickly move a course to a different date Go to Courses → Calendar. Use the date finder / view selector to locate the course. Click and hold the course in the calendar, then drag it to the new working day. Release, then click OK to confirm.
More information can be found here: 2. Change the start/end time or fine‑tune the date Option A – From the Calendar Go to Courses → Calendar. Find the course, right‑click it and choose Edit. In the Scheduling / date section, update: Start Date / Time End Date / Time Click Save. Option B – From the Courses DataGrid Open Courses – Class or Courses – Web from the main menu. Search/filter to find the course (you can use Course ID). Right‑click → Edit to open the Course Details form. In the Scheduling section, update: Start date/time End date/time Click Save.
More information can be found here: If Delegates / Trainer are already assigned to the course, you may want to send them an email notification. An automated email may already be set up using Workflows, if not you can send them an email from the Delegates DataGrid (delegates only).
How do I change the delegates listed on a course?
How do I change the delegates listed on a course? There are several ways to manage the delegates on a course, depending on what you need to do: To add a new delegate: Open the Class Courses or Web Courses DataGrid from the main navigation menu. Find your course, right-click it, and select 'Delegates'. Click the 'Add Class Delegate' or 'Add Web Delegate' button. Use the 'Select' button to choose the User, set their status (e.g., Booked), and click Save. 📄 To replace a delegate with a different user: Navigate to the course and open the Delegates DataGrid. Right-click the delegate you want to replace and select 'Change Delegate'. Use the 'Select' button to choose the replacement user, then click Save. ⚠️ Note: Replacing a delegate will not update any previously generated documents (e.g., certificates or invoices). 📄 To remove a delegate: Navigate to the course and open the Delegates DataGrid. Right-click the delegate and select 'Cancel Delegate'. Optionally apply a cancellation fee, cancel linked purchases, and add cancellation notes. 💡 Tip: If the delegate was added in error and you want to avoid it appearing on their training record, you can delete the delegate instead — but only if there are no linked invoices or communications. 📄 To view all delegates on a course: Right-click the course and select 'Delegates' to open the Delegates DataGrid. Use filters to hide cancelled or transferred delegates if needed (e.g., Status – Is Not In – Cancelled, Transferred). 📄
How do I filter the Courses DataGrid to see upcoming Courses with a low fill rate?
You can create a reusable DataGrid filter to surface Courses with low fill rates: Go to Courses > Class (or Web) from the main navigation menu Click the Filters drop-down and select '+ Create New' Add a filter rule: 'Fill Rate (%)' – 'Less Than Or Equal To' – your chosen percentage (e.g. 50) Add a second rule to limit to upcoming Courses: 'Start Date' – 'Period' – 'Next 30 Days' Click Preview to check your results, then Save your filter for reuse Use Change Columns to add the 'Fill Rate (%)' and 'Delegates Booked' columns if they're not already visible
How do I delete a course?
Here's how to delete a course in accessplanit. The process depends on the type of course: Deleting a Standard Course (Class or Web) From the Main Navigation menu, go to Courses > Class or Courses > Web Search or filter the DataGrid to find the course you want to delete Right-click the course and select Delegates. Confirm there are no Delegates listed. Do the same check for Placeholders Navigate back to the Course DataGrid Right-click the course and select Delete from the context menu Click Yes to confirm, then OK on the confirmation pop-up Deleting an eLearning Course From the Main Navigation Menu, select Course Templates Search or filter for the Course Template you want to delete Right-click and select Delete from the context menu Click Yes to confirm, then OK on the confirmation pop-up Deleting a Multi-Part (Sessional) Course You need to delete the Sessions first, then the Course itself: Open the Courses DataGrid, find the course, and confirm no Delegates or Placeholders are assigned Go to Sessions, select all sessions, and use the mass actions dropdown to Delete Copy the Course ID from the Details section Navigate back to the Courses DataGrid, find the course by ID, right-click, and select Delete Important Notes ⚠️ Courses cannot be deleted if Delegates or Placeholders are still assigned. Remove or transfer them first. ⚠️ eLearning Course Templates cannot be deleted if Delegates have been mapped (to preserve learner history). Instead, create a custom field labelled "Archived" or add "Do Not Use" to the Course Template Label and filter it out. ⚠️ Deletion is permanent and cannot be recovered. If delegates have already been registered, consider instead to keep an audit trail.
When is the next x Course?
Follow the guidance listed below to find the next scheduled date for a specific course in your accessplanit platform, including how to filter by venue: Using the Courses DataGrid: Go to Courses → Class or Web → from the main navigation menu Use the filters at the top of the DataGrid to search by the course name or Course ID To filter by venue, add a filter on the Venue column, you can select one or multiple venues to narrow results Sort by Start Date ascending to see the next upcoming date for that course at your chosen venue Using the Course Calendar: Go to Courses → Calendar Use the date finder and view selector to browse upcoming dates You can visually locate the next occurrence of the course you're looking for Use can also use the Venue filter in the calendar's filter panel to display only courses running at a specific venue Combine with a course name filter to pinpoint the next occurrence
How do I manage or update course pricing?
Follow the guidance listed below for ow to manage course pricing in accessplanit: Go to your Course Templates DataGrid Right-click the template → Edit Update the Cost and Cost Type (per Delegate, Session, Hour, Day, or Delegate Day) in the Cost section Save. Any new courses created from this template will inherit the updated price
How do I troubleshoot issues with Course visibility in the portal?
If a Course isn't appearing in the Learner Portal, check the following: Advertise flag – Ensure both the Course Template and the Course Date have 'Advertise' ticked Advertise date range – If an advertise date range is set, confirm the current date falls within the start and end dates Course status – Booking links are only populated for Courses with a status of 'Available' or 'Fully Booked' Course Template setup – For eLearning, check that the Course Template has an eLearning Package or URL attached Training Provider – Confirm the portal user is viewing the correct Training Provider If the Course still doesn't appear, contact the with the Course Template ID and Course Date ID
If a Course has more than one Venue, will both be referenced in emails to Delegates and Trainers?
No, if a Course has more than one Venue, only one Venue will be referenced in the emails sent to Delegates and Trainers, not both. The venue merge fields available in email templates (such as @@VenueLabel & @@VenueFullAddress) pull through a single venue value. Please note: The system prioritises the first Venue which is added to the Course, that will be the Venue referenced in the email.
How can I change the cost for all my courses from a certain date?
To change the cost for all Courses from a certain date, you have a few options available. See below: Changing the Course Template will mean all Courses scheduled from that point on have the new cost. If your Courses are already scheduled, apply a filter to your DataGrid to just see the Courses you want to update (e.g. start date filter and Course Template id filter), you can then use bulk edit to update the costs. Follow the guidance listed below.
If there is a really high volume of Courses to update, importing the updated cost may be the easier option. Follow the guidance listed below.
Can I reserve a date in the diary for a potential course?
Yes, you can reserve a date in the course diary before a course is confirmed. There are two recommended approaches depending on your situation: Option 1 – Schedule the course with a Provisional status This is the most common method for holding a date while awaiting confirmation. Schedule the course as normal, setting the status to Provisional. Assign the required trainer and venue to reserve those resources in the diary. Ensure advertising is disabled so the course does not appear publicly on the portal or website. Once the course is confirmed, update the status to Available. See for guidance. Option 2 – Schedule an In-House course for a specific customer If the potential course is being held for a specific customer or organisation: Follow the steps in . This keeps the course exclusive to that customer and off the public diary until confirmed. Option 3 – Place an existing course On Hold If the course has already been scheduled but needs to be paused while awaiting customer or trainer confirmation: Update the course status to On Hold. See . This preserves the date and resource allocation in the diary without making the course bookable. Note: In all cases, reserving a trainer and venue against the course will block those resources in the diary, preventing them from being double-booked.