Delegates Overview

Learn about Delegates

1 About Delegates
2 Benefits
3 Key Terms and Glossary
4 Where to find Delegates
5 Delegate Management
6 Importing Delegates
7 FAQ’s

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About 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.

Benefits

Here are the benefits of using Delegates

Delegate Records	By having Delegates Records, it means that the same User could complete multiple versions of the same Course on different dates, which is then recorded accurately allowing little room for error
Customisable and configurable	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.
SmartGrid access	All Delegate information can be found in one place using the SmartGrid functionality. This saves time for Training Admins preventing them from having to go from Course to Course to locate detailed information
Certification and Awards	Certification and Awards can be stored against Delegates based on the Course they have attended and Completed, this allows you to keep a record of a Delegates progress and which Course they may need to attend next based on their Certification
Surveys	Survey responses can be stored against Delegates, whether this be pre-Course surveys, after Course Surveys or Trainer Surveys

Key Terms and Glossary

Users	The User becomes a Delegate once they have been booked onto a Course
Delegate Record	A Delegate Record is a single record for the User against a Course they have attended. A User can have multiple Delegates records if they have attended multiple Courses
Status	The Status of the Delegate is Important, You are able to determine whether the Delegate is Booked, In Progress, Cancelled, On Hold, Provisional and so many more
Status Reason	Status Reasons allow you to select a reason as to why the Delegate has this status. This is not a mandatory field. Selecting a Status Reason is useful when storing the reasons for a Delegate cancellation or transfer
Score and Points	Scores and Points is a great way of storing any information relating to the outcome for a Delegate when attending a Course. Any Points or Scores received can be stored once the Delegate has completed their Course
Financial Details	The Financial Details allows you to manually override the cost of the Course date for this Delegate, using the drop-down box next to Override Cost Type. You can choose from the following cost type options; per Delegate, per Session, per Day, per Hour or per Day the Delegate attends. This last option is particularly useful when charging the Delegate for optional Sessions in a Sessional course
Tax Exempt	The Tax Exempt tick box allows you to specify if the overriding cost is excluding the tax amount for the Delegate
Is Private Booking	The Is Private Booking tick box allows you to designate whether the Delegate is making the booking for themselves rather than through the Account that they belong to. This ensures that any finance requirements or communications are not related to the Account. Private bookings are only used when Delegates are booking and paying for a course themselves rather than billing their company. If the company name does not show in the Delegate Maintenance Page, this is because the Is Private Booking tick box was selected when they were added to the course.
Sessions	Sessions is used when the course is a head sessional course. This is where you select which sessions of this Course you are adding this Delegate too.

Where to find Delegates

From the Main Navigation Menu, select ‘SmartGrids’ and then either ‘Class Delegates’, ‘Web Delegates’, ‘eLearning Delegates’ or ‘Knowledge Document Delegates’
This will open the corresponding DataGrid for the Course Type you have selected
From each DataGrid, you can search and add filters to narrow down exactly which Delegate you are looking for, then view and edit the details of the Delegate

From the Main Navigation Menu, select ‘Courses’ and then either ‘Class’, ‘Web’, ‘eLearning’ or ‘Knowledge Document’
This will open the corresponding DataGrid
You can search and add filters to narrow down exactly which Course you are looking for,
Right-click on the Course and select ‘Delegates’ from the context menu
This will open the Delegates DataGrid for that Course

Delegate Management

Learn how to create and manage Delegates in your platform:

Add a Delegate to A Course

Transfer a Delegate

Complete a Delegate

Cancel a Delegate

Generate a Certificate for a Delegate

Generate an Invoice for a Delegate

View all Delegates on a Course

View all Delegates booked on a Course which starts next week

View all Delegate Survey Submissions for a Course

Re-book a Delegate on the same Course

Cancellation and Charges Guide

Importing Delegates

Learn how to import Delegate information into your platform:

Import Delegates onto Class & Web Courses in Bulk

Import Delegates onto eLearning or Knowledge Document Courses in Bulk

Import Users

FAQ’s

Whats the difference between a User ID & a Delegate ID?

A User ID and Delegate ID is a unique identifier for each individual, these are typically used to locate specific information about a User or Delegate within a Platform. Both of these ID’s can be used within the DataGrid Search bar’s

User ID
A User ID is usually the first 2 letters of the User's Forename and the first 4 letters of the User's Last name for example:
Harry Smith = ‘hasmit’

User ID’s can come in the form of numbers as well, for example: Harry Smith = User ID '12345'

Delegate ID
a Delegate ID is usually the Users ID with a squiggle hyphen '~' and then the Course ID

for Example:

Harry Smith’s Delegate ID would be ‘hasmit~25436’

Why is the wrong Account showing for a record in the Delegate Maintenance DataGrid of a course?

The Account column in this DataGrid shows the Booking Account of the Delegate.

If the Account that is showing is not their current Main Account, then this will have been the Account that the Delegate was in at the time of booking, which has since been changed.

Why is no Account showing for a record in the Delegate Maintenance DataGrid of a course?

The Account column in this DataGrid shows the Booking Account of the Delegate. This means that, if the Delegate booked the course as a Private Booking, then this field will be empty in the DataGrid.

Private Bookings are an option that can be enabled in the final stage of the shopping basket/ Checkout/booking process - there are circumstances where Private Bookings will not be a valid option however, e.g. where a single delegate is being booked onto a course by another user - the option will simply not appear in this case.

How do I generate Joining Instructions for Delegates?

You can automate Joining Instruction to be sent to your Delegate by following these pages:

Alternatively, you can Joining Instructions manually via the Delegates DataGrid, or by creating a Document Template to send to your Delegates via Email

Can I see which Delegates have opted into marketing from the Delegates DataGrid?

No, this feature is not currently available. Please raise a Product Suggestion with our Team

Where can I find data about Delegates on my Courses?

The easiest way is to use the Delegates DataGrid, you can add extra columns into these DataGrids and filter the results to see the data you need! You can also download it if you need to do any further analysis or manipulation. In additional to DataGrids, you can also report on Delegate data via your Dashboards and the Report Engine using the 'Delegates' modules, or within the Report Writer using the data source 'userscoursescalendar'

How do I view delegate progress?

Use Delegates SmartGrids (by course type)

Go to SmartGrids choose Class Delegates, Web Delegates, eLearning Delegates or Knowledge Document Delegates.
Add relevant filters (e.g. Status = In Progress/Completed) and columns to view: Status, Status Reason, Score/Points, Certifications/Awards, and for eLearning: progress/completion.
View progress from within a specific course
- Open the course (Class/Web/eLearning/Knowledge Document) right-click Delegates to open the course's Delegates DataGrid.
- Use/ add the same columns: Status, Status Reason, Score/Points, Certifications/Awards, and eLearning progress/completion.
- Tip: Use saved filters or views to quickly see in-progress vs completed cohorts.

How do I process refunds or cancellations for bookings?

To process refunds or cancellations for bookings in accessplanit, always use the built‑in cancellation tools. They will automatically handle credits/refunds and keep your invoices in sync. Follow the guidance below for how to do this:

Use the Delegate Cancellation Wizard:

Open the Delegates DataGrid for the course.
Right‑click the Delegate and select Cancel Delegate.
Add a Cancellation Charge if your policy requires it.
Confirm the cancellation.

What happens:

The Delegate is set to Cancelled and their place is freed.
The platform:
- Processes the refund (including via gateways like Stripe/PayPal/Adyen if used).
- Creates a Credit Note against the original Invoice to balance it.
Any configured cancellation workflows/emails are triggered.
More details can be found here: Cancel a Delegate

Can I filter my Delegate's list to only see those who have opted into marketing?

Yes. The marketing opt-in status is stored against each User's Contact Preferences. To filter for opted-in Delegates:

Open the relevant Delegates DataGrid (e.g. via Smart Grids > Class Delegates)
Use the Change Columns button to add the Marketing Opt In column if it isn't already visible
Create a Filter using: Marketing Opt In - Is In - Yes (or equivalent boolean field)

This will show only Delegates whose associated User record has opted in to marketing communications.

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