Trainer Portal Overview
On this page:
Related Help Guide pages:
Watch our dedicated on-demand webinar:
The Trainer Portal is available to Trainers to view and manage the Courses they have been assigned to.
What is the Trainer Portal?
When Trainers log into your accessplanit platform, they access a dedicated space called the ‘Trainer Portal’, this gives them everything they need - in one place.
From viewing their schedule, to accessing Course details, completing registers, and uploading documentation, the Trainer Portal is a huge help for streamlining your Course delivery. It empowers your trainers, reduces the number of questions they have for you, and provides them with real-time information.
So, if your trainers are still relying on emails, spreadsheets, or last-minute phone calls to manage their Courses, introducing the Trainer Portal could be the right thing for you!
Why use the Trainer Portal?
Before introducing the Trainer Portal, most organisations manage Trainer communication and collaboration through a combo of emails, attachments, spreadsheets, shared drives, and.. constantly updated calendar invitations.
That usually means:
Email chains going back and forth and things get buried
Trainers getting in touch the night before their course to check some details
Registers are sent manually, and then there is a last-minute booking, so it needs to be sent again
There are a lot of different versions of the same document floating around
And admins are chasing for paperwork after the Course has happened
This works, but it’s reactive, and it creates unnecessary admin and stress for both you and your Trainers.
The Trainer Portal provides a central space for your trainers to login and access their Course details, and complete actions.
Reduce admin workload
If your team is spending valuable time chasing down registers, resending details, or uploading documents on behalf of your Trainers, the portal shifts that ownership back to the Trainer, and frees your team back up.
Eliminate Trainer frustration
If they’re digging through emails for venue details, unsure where to upload paperwork, or unclear on expectations or timescales, the portal gives them clarity and structure.
Support a growing Trainer network
As you scale, informal communication becomes harder to manage. The portal gives you a consistent, controlled way to support every Trainer, whether you have five or fifty.
Standardise delivery processes
Instead of every Trainer and Admin combo doing things slightly differently, the portal creates one agreed way of working.
Strengthen compliance and record keeping
Registers, documentation, timestamps.. everything is stored centrally in your platform, reducing risk, and improving visibility.
What access can Trainers have?
When a trainer logs in, they aren’t presented with the full platform.
Instead, they see a streamlined, focused view that’s tailored specifically to their role. There’s no access to platform configuration, unnecessary pages, or financial information, just the tools they need to successfully deliver their Courses. This keeps their experience simple and easy to navigate.
You decide, per trainer, what they can access. Here’s what a trainer with full ‘Trainer Portal’ access can view and do:
Dashboard
Like Administrators, the first thing your trainers will see when they login is their Dashboard, it’s worth spending a bit of time figuring out what would be useful to have in place for your trainers here to save them time or highlight important information.
Super Administrators can configure a default dashboard for trainers in the Dashboards DataGrid in Administration.
Courses
Instead of relying on diary invites or email confirmations, in the ‘Courses’ page of the portal Trainers can see their full schedule in one place, if something changes, they log in and it’s updated.
View Course Details
For each Course, the Trainer can access a ‘View Course Details’ option which opens a new page dedicated to the details of that Course.
From this page, they can also download the Register and Sign-In Sheet. These are Document Templates, which means you design them. You can include whatever information you want your Trainers to have to hand, branded, venue details, delegate fields, any compliance wording - it’s completely in your control.
Delegates
They can also view the Delegates on the Course, which is of course incredibly important for their prep and delivery.
For each Delegate, they can:
View additional information
Maintain certain details, for example, if a phone number is incorrect, your Trainer can correct it there and then, avoiding follow-up admin later.
View and add Notes and Tasks
Files
Your trainers can view and upload files against their Courses, this can be incredibly helpful for collaboration!
This can be a way to share course materials (such as slide decks) with your trainers, and it can be a way for them to upload post-course documents (such as ID verification files) for you to access.
Good to know
Trainers can only access admin-uploaded Files where you have selected the “Trainer can view this file” option.
Notes
Similarly to Files, Trainers can view and add Notes against the Courses, this can be a great way to share Course updates. From sharing logistical changes, to logging customer sentiment and feedback, to reporting venue issues - Notes are a very flexible way of keeping a track of information transparently across Admins and Trainers.
Tasks
Per Course, trainers can view any tasks that you’ve assigned to them specifically for this Course. They can also log additional tasks for themselves.
Here we have a couple of admin-set tasks, and Trainers can quickly update their progress using the quick-edit option.. keeping everything visible and trackable:
Placeholders
The Trainer can also monitor any Placeholders on the Course.
If you use Placeholders, this means Trainers can see the expected group size, even if you don’t yet have all Delegate names confirmed.
View Survey Submissions
Per Course, Trainers can monitor the feedback you have received from your accessplanit surveys, giving them visibility of Delegate responses and supporting continuous improvement.
Edit Course & Delegate Status
Once a Course is complete, trainers can mark the Course & Delegate attendance very easily. From the Edit Course & Delegate Status pop-up window, they use drop-down options to set the new Course and Delegate statuses, and then save!
Good to know
'Cancelled' and 'Transferred' Delegates are not included in their Edit Course & Delegate Status pop-up window, so they do not need to navigate around names that were never due to attend.
Confirmations
If you ask your Trainers to confirm or decline their allocated Courses, this is where they can keep tabs on that. They can clearly see which Courses they’ve responded to, which are still awaiting a response, and keep track of their overall confirmation status.
Calendar
The Calendar gives trainers a visual overview of their schedule. Instead of viewing Courses in a list, they can see their delivery dates mapped out in a calendar format, making it easier to plan and spot availability at a glance.
They can also record any meetings or holidays they have here, so you don’t book them onto Courses when they are unavailable.
Tasks
The main Tasks page brings together all of their tasks across multiple Courses and Delegates into one central view. They can filter to see what’s overdue, what’s coming up, and what’s been completed.
How do I set up a Trainer with access to the Trainer Portal?
When adding or editing a Trainer, you can determine whether that trainer can access their Portal, and then choose what level of access they have!
Check the boxes to include/exclude access for your trainer:
Here is an overview of the options available:
Set Unavailability - This option gives your trainers access to the Calendar, so that Trainers can set when they are unavailable (e.g. holidays, meetings)
View Course Notes - This option gives your trainers access to view Notes recorded on Courses they are assigned to, for Notes that have been ‘shared with Trainer’
Edit Course Notes - Allows the Trainer to make changes to existing notes stored against their Courses
Create Course Notes - Allows the Trainer to add their own Notes to their Courses
Delete Course Notes - Allows the Trainer to delete existing notes stored against their Courses
View Survey Submissions - Allows Trainers to view survey responses/submissions that Delegates have made in relation to the course they are booked against.
Modify Course Status - Allows Trainers to update Course and Delegate statuses on their Courses
Generate Register Sheet/Generate Sign-in Sheet - Allow trainers to generate/issue documents to delegates, such as Sign in Sheets and Registers
These Documents are created using Document Templates, which are available to Admins to create and edit via Administration > Document Templates
Signatures - On the Trainers Course DataGrid, they can right-click the Course and have an option for Signatures. When they click this menu option accessplanit gives them the option to draw in and save a signature per Delegate
View Tasks - This option gives your trainers access to view Tasks recorded on Courses they are assigned to, they can only view Tasks that are assigned to them to complete
Edit Tasks - Allows the Trainer to make changes to existing Tasks on their Courses
Create Tasks - Allows the Trainer to add their own Tasks to their Courses
Delete Tasks - Allows the Trainer to delete existing Tasks stored against their Courses
View Course & Delegates Files - This option gives your trainers access to view Files recorded on Courses they are assigned to, for Files that have been ‘shared with Trainer’
Edit Course & Delegates Files- Allows the Trainer to make changes to existing Files stored against their Courses & Delegates
Create Course & Delegates Files- Allows the Trainer to add their own Files to their Courses & Delegates
Delete Course & Delegates Files- Allows the Trainer to delete existing Files stored against their Courses & Delegates
Delegate / Placeholder Access - Gives the Trainers access to view the Delegates and Placeholders on their Courses
Modify Delegate Contact Details - Allows Trainers the ability to edit contact information Delegates on their courses
Add Delegates to Course Date - Allows Trainers to add additional Delegates to Courses, they are limited to view only the Delegates already assigned to their Courses so they typically create new Users each time
Modify Delegate Status Details - Allows Trainers to amend a Delegate's Status on the Course (i.e. attended, booked, provisional etc.). They are also able to do this in bulk.
Replace Delegate - Allows Trainers to swap an existing Delegate with another, they are limited to view only the Delegates already assigned to their Courses so they typically create new Users each time for this.
View Delegate Notes - This option gives your trainers access to view Notes recorded on Delegates on Courses they are assigned to, for Notes that have been ‘shared with Trainer’
Edit Delegate Notes - Allows the Trainer to make changes to existing notes stored against Delegates they can access
Create Delegate Notes - Allows the Trainer to add their own Notes to their Delegates they can access
Delete Delegate Notes - Allows the Trainer to delete existing notes stored against their Delegates they can access
Controlling trainer access to Files & Notes
When you are adding Files or Notes to your Courses or Delegates, you have the option to decide if that is a File or Note that the Course Trainer should have access to.
For Files added to Courses, there is a ‘Trainers can access this file’ option, if this option is has not been checked then trainers will not able to access this File from their Trainer Portal even if they have been granted access to Course Files.
For Notes added to Courses, there is a ‘Trainers can access this note’ option, if this option is has not been checked then trainers will not able to access this Note from their Trainer Portal even if they have been granted access to Course Notes.
Onboarding trainers to the Trainer Portal
There is a bit more to introducing the Trainer Portal than just flipping a switch, it’s about preparation, clear communication, supporting your Trainers, and then (once they’re using it) monitoring that usage to make sure everyone is benefiting.
There are five key stages to onboarding trainers
1. Pre-rollout preparation
Review your current Trainer processes and pain points
Configure Trainer access in your platform in advance
Prepare your Courses, Document Templates, Notes etc.
Decide on phased or full rollout approach
2. Communication strategy
Announce the portal and explain why it will be used
Clearly outline what Trainer will be responsible for in the portal
Set expectations for attendance and document uploads
Provide a clear go-live date
Introducing your trainer portal Dear @@Forenames, We’ve got something new to share with you, your Trainer Portal is here! This portal has been designed specifically with you in mind, giving you a simple, focused space to manage and deliver your Courses without any unnecessary distractions. Why are we introducing the Trainer Portal? The Trainer Portal brings everything you need for managing your courses into one place, helping you to:
What this means for you From 18th September, you’ll receive your login details for your Trainer Portal where you can focus on preparing for and delivering your Courses. Ahead of this date, we'll be sharing walkthrough videos and step-by-step guides so you are ready to go and supported from day 1. We’ll be continuing to enhance this experience over time, making it even easier for you to manage your training activity. If you have any questions or feedback, we’d love to hear from you. Thanks for everything you do! Many thanks, |
3. Training & support
Deliver a short live demo or recorded walkthrough guides so Trainers know how to navigate the portal
Provide simple ‘how-to’ guides or FAQs
Focus on key pages: Courses, Calendar, Tasks
Make support channels visible and accessible
4. Pilot rollout
Start with a small group of Trainers
Gather usability feedback from them
Adjust access levels, resources (like Register & Sign in Sheet designs), or processes as needed
Refine before wider rollout
5. Ongoing monitoring and celebrating usage
Monitor task completions, attendance completion, and file/note usage
Collect Trainer feedback regularly
Celebrate wins! Reward and recognise those who are doing a great job, and make a big deal of the benefit it’s bringing!