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.