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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:
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. Related guides: Add filters Add columns View all Delegates on a Course Complete a Delegate
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:
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.
How can I tell many Users have completed a specific Course Template?
You can find this using the Delegates SmartGrid by filtering for completed Delegates on the Course Template you're interested in. There are two approaches: Option 1 – Use the Delegates SmartGrid (recommended) From the Main Navigation Menu, select SmartGrids and choose the relevant Delegate type (e.g. Class Delegates, Web Delegates, eLearning Delegates or Knowledge Document Delegates) Add a filter for Status = Completed Add a filter for the Course Template name you want to check The DataGrid will now show only Delegates who have completed that Course Template — the record count displayed at the bottom of the DataGrid tells you how many Users have completed it You can also add extra such as Score/Points, Certifications/Awards, or Status Reason for more detail Option 2 – Use a Dashboard Gadget
If you want an at-a-glance count, you can set up a Dashboard Gadget using the Delegates module filtered to Status = Completed and the specific Course Template. This gives you a live count without needing to open the SmartGrid each time. Option 3 – Use the Report Writer (Advanced band only) Open the Report Writer from the Main Navigation Menu Use the userscoursescalendar data source Add filters for the Course Template name and Delegate Status = Completed Run the report to get a detailed breakdown of completed Users
When I 'change' a Delegate, will they receive a course confirmation and/or joining instructions
When you "change" a delegate (swap the person on the delegate record), the new delegate will receive a course confirmation and/or joining instructions, just as they would if they were added to the course normally. This is because the change effectively treats the new delegate as a new booking onto the course, so any workflows configured to trigger on a delegate being booked (e.g. confirmation emails, joining instructions) will fire as expected for the delegate.