Workshop Management

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aXcelerate's Workshop system enables workshop coordinators to set up face-to-face training sessions, configure activities and manage and communicate with enrolled students.

Workshops are able to capture details of the training including the name of the Workshop sponsor or client, the Trainer, the venue contact and venue details, equipment required and additional details such as catering and room setup requirements.

Courses

 

Search Workshops

 

Select Workshop

Search and view workshops

Search Workshops allows you to filter your workshops by a range of parameters and view the filtered results.

The name of the workshop can be clicked to reach the Workshop View page.

Courses

 

Search Workshops

  1. Select the type of information you would like Search By
  2. Enter the details of your search into the relevant fields
  3. Adjust the Display of the results by selecting which information to display
  4. Select Submit
  5. Click the Name of a workshop to view it
 

Tip: You can generate a spreadsheet of your search results by clicking Create Spreadsheet at the base of the page.

 

Note: You can go view all upcoming workshops by going to Courses > Upcoming Workshops.

View active or inactive workshops

Any workshops that you manually create will be set as an Active workshop. You are able to inactivate any workshops you no longer require. These two tabs allow you to toggle between both inactive and active workshops.

Courses

 

Upcoming Workshops

  1. Click the Active tab to view your active workshops
  2. Click the Inactive tab to view your inactive workshops
  3. Click the name of a workshop to view it
 

Note: When you first load the view classes page, you will automatically be viewing all active workshops.

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Create a new workshop

When a workshop is created it will inherit many of the details of the associated Workshop Type. Changes can be made to each specific workshop as it is created or updated after its creation.

Courses

 

Add New Workshop

  1. Select the Workshop Type
  2. Select the Coordination Type
  3. Choose the workshop Trainer
  4. Set a Location for the training
  5. Set the Cost of the Workshop
  6. Select the Start Date, Finish Date & Duration of the Workshop
  7. Complete the Venue Setup or select Skip This Step if not applicable
  8. Click Submit
 

Tip: Complex dates should be used when the workshop duration is more than one day and it is not run over consecutive days. Complex dates can be added by selecting 'Add More' under the Dates & Duration header.

The coordination type of workshops can be set to In-House, Public or an In-House Quotation.

Public
In-House
In-House Quotation


Public workshops are generally 'pre-scheduled' on a calendar of training events and promoted either internally (for internal clients/staff) or externally to your client base or the general public. Public Workshops may be charged on a per person basis and are usually either self nominated or nominated by the individual's manager or training and development coordinator.

Workshops will need to be Public for them to be able to display on your website via the aXcelerate WordPress plugin.

In-House workshops are used for training that is delivered for a single internal or external client at their location. The fee of an In-House Workshop (if applicable) can either be determined by a flat rate or per person.

This option will only appear for clients who have this feature enabled. It allows you to create a workshop with limited information to quickly send out a quote using a Client Agreement mailout. You will have to know how much you will charge but not necessarily know the dates, trainer or venue. Extra items can be added to the quote.
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After creating a workshop of type In-House Quotation, a contact note will be added to the user page of the specified Client Contact. This contact note will contain a link to the workshop. This is the only way to view a workshop of type In-House Quotation. Workshops of type In-House Quotation will not be returned in workshop search.

Later, you can click Convert on the workshop view page. Doing so will switch this quote to a real workshop and allow you to fill in extra details, such as dates and trainers. If you create this quotation with a follow-up task, converting it will also set the task opportunity status to Won.

Update a Workshop

After a workshop has been created, the details can be changed from the Workshop View page.

  1. Select the Update tab from the Workshop View page
  2. Make the required changes to the workshop
  3. Click Submit

Bulk Update Workshops

Workshops can be updated in bulk by using the Bulk Update Workshops page, which can be accessed by clicking the Bulk Update option on the results page of the Workshops report (Live or Warehoused).

A table cell that is highlighted in yellow indicates that the value has changed. To reset fields to their original value, click the Restore to Default button when updating a field or workshop. Alternatively, individual records can be excluded from the update operation by unchecking the checkbox for that row. By default, each record will be checked for scheduling clashes prior to being updated. Use the Ignore clashes option to bypass this check.

Reports

 

Report Builder

  1. Run the Workshops Report (Live or Warehoused)
  2. Set the appropriate Report Filters to show the Workshops you wish to update
  3. Click Submit
  4. Click the Bulk Update tab
  5. Make any required updates to the Workshops displayed by the Report
  6. Click Bulk Update
 

Tip: Use the Display Columns dropdown to configure which fields can be updated. Fields that are not displayed will not be updated. You can modify a single field for all records by clicking the update icon in the column header, or you can modify all fields for a given record by clicking the update icon in the left-most column.

 

Note: Finish Date and Finish Time cannot be updated via this tool. These will be pushed out automatically if the Start Date or Start Times are updated. When changing the Start Date, any complex dates will automatically be pushed out by the same amount. If updating the Start Time, complex date times will only be updated if ALL complex date times match the workshop times.

 

Warning: Updating the Workshop Type will not affect an existing linked class. Updating the trainer will not update any linked accredited classes.

Cancel a workshop

Once a workshop is cancelled it will appear as Inactive when searching for workshops.
  1. Select the Cancel tab from the Workshop View page
  2. Click Cancel Workshop
 

Note: You will not be able to delete a Workshop if that Workshop has any registered Students with a current status of Booked, Replied, Paid, Invoiced or Moved. You will need to cancel all Students from the Workshop first before you can delete it.

 

Warning: A workshop can be permanently deleted by ticking the Permanently Delete From the Database box. Selecting this option will erase the workshop completely. This option should be used with caution.

Activate a workshop

Once a workshop has been cancelled it can be reactivated from the Workshop View page.

  1. Select the Activate tab from the Workshop View page
  2. Select the Activate tab
  3. Click Activate Workshop
 

Tip: The Activate tab of a cancelled workshop will be in the same place as the Cancel tab for an active workshop.

 

Note: You will need to search for inactive classes to view a cancelled class.

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Duplicate a Workshop

To save time when creating similar workshops, previously existing instances can be duplicated. When duplicating a workshop, you will be directed to a form to create a new workshop with most fields pre-populated (date fields will not be duplicated). Simply fill out any required information and proceed with the standard process of creating a workshop.

  1. Select the Duplicate tab from the Workshop View page
  2. Fill out all relevant information for the newly created duplicate workshop
  3. Select Submit
 

Note: A venue is required before a workshop instance can be duplicated.

Bulk Duplicate Workshops

This option allows for the creation of multiple duplicate instances of a base workshop in a single step. You can also modify key fields of the workshop such as date, trainer, and venue. This process will duplicate sessions (complex dates), venues, custom fields, skill groups, extra trainers, and any linked accredited class with assessments. This will not duplicate booked students, tasks, notes, or invoice data.

  1. Select the Bulk Duplicate tab from the Workshop View page
  2. Click the empty date input and choose a date to add a row which represents a new instance
  3. Click the Add Field dropdown to add fields that you wish to update for one or more of the created instances
  4. Enter data for the new instances within the table as required
  5. Select Submit
 

Tip: Grey values within the bulk-duplicate form indicate that the default value from the base workshop will be used; darker text indicates that the default value will be overridden.

Assign different trainer(s) per session

  1. Create your Workshop
  2. Click Sessions button
  3. Choose one or more Trainer(s) for the applicable session.
  4. Apply any other changes as required
  5. Click Apply and Submit
 

Tip: If you are unable to see the Sessions button then your aXcelerate instance is yet to be migrated to Workshop Sessions. Please reach contact our Support Centre to discuss activating this early.

Assign multiple trainers

  1. Create your Workshop
  2. Click the Update icon for the Trainers field
  3. Select a Trainer from the dropdown
  4. Enter the applicable Work for your trainer
  5. Apply any other fields as required
  6. Click Submit
 

Tip: If you have complex dates against your workshops, you can also apply different trainers to different complex dates. To do this, update your complex dates after creating your workshop and select the applicable trainers.

 

Note: If your aXcelerate instance has moved to Workshop Sessions please see this section.

Print a workshop attendance sheet

  1. Click Print Workshop Attendance from the Workshop View page
  2. Select which Fields you would like to display on the attendance sheet
  3. Set the Orientation of the sheet
  4. Select Printing Instructions for instructions on how to print the page from your internet browser
 

Tip: Right-click in your browser and select 'Print' to print the page.

View the workshop log

The Workshop Log will show a record of each of the events that have occurred in relation to a particular workshop.

The log can be viewed by selecting the Workshop Log tab from the Workshop View page

 

Tip: Select the Update icon next to a log entry to leave a comment.

Add a venue to a new workshop

The Workshop Venue relates to the room or area where the training will take place.

  1. During the creation of a new workshop, set the Room Name that the training will be held in
  2. Select a Venue Contact
  3. Set the cost for Room Hire, Equipment Hire & Catering
  4. Select Submit
 

Tip: You can Select a Room to automatically populate venue information using the details of a previously configured room.

 

Note: If Venue Setup is not required for your workshop, select 'Skip This Step'.

Add a venue to a workshop

  1. Select the Venue tab from the Workshop View page
  2. Enter search parameters to Search Venue Contacts
  3. Click Submit
  4. Select a Room from the list of contacts or select New Room Setup
  5. Fill out the relevant venue information
  6. Click Submit
 

Tip: You can Select a Room to automatically populate venue information using the details of a previously configured room.

 

Note: The address of the venue will be determined by the venue contact's street address.

Update a workshop venue

  1. Select the Venue tab from the Workshop View page
  2. Click the Update icon
  3. Edit the relevant venue details
  4. Click Submit

Delete a workshop venue

  1. Select the Venue tab from the Workshop View page
  2. Click the Delete icon
  3. Click OK after being prompted to confirm the deletion
 

Warning: Once a workshop venue has been deleted it cannot be retrieved or recovered and must be re-added.

Send workshop agreements

Agreements are able to be sent to contacts associated with the workshop regarding the details of the training.

  1. Select the Mailouts tab from the Workshop View page
  2. Select the type of Mailout you would like to send
  3. Click Send Agreement
 

Note: The agreement can be updated by using the editor to make any changes. Click Refresh Agreement after any alterations have been made.

The types of agreements able to be sent out are listed below:

Client Agreement
Trainer Agreement
Venue Agreement

A Client Agreement can be sent to a client associated with an In-house workshop outlining the details of the training that will be delivered.

A Trainer Agreement can be sent to a sub-contracted Trainer to confirm the details of their engagement for the delivery of the Workshop.

A Venue Agreement can be sent to an external venue coordinator (such as a hotel, function centre or other training venues) to confirm the details of the venue for the Workshop.

Email and Print workshop information

  1. Select the Mailouts tab from the Workshop View page
  2. Click Logistic Information
  3. Select the information you would like to send or print
  4. Click Preview Logistics Document
  5. Click Send Email or Print Document

Send an email to workshop participants

  1. Select the Mailouts tab from the Workshop View page
  2. Click General Email & SMS
  3. Set the message Type to Plain Text or HTML
  4. Set the Subject of the email
  5. Populate the Message field with the information you would like to send
  6. Click Send Email
Sending_an_email_from_W_S.gif

Send an SMS to workshop participants

This function allows you to send a mobile text message to the participants of a particular workshop.

  1. Select the Mailouts tab from the Workshop View page
  2. Click General Email & SMS
  3. Set the message Type to SMS
  4. Populate the Message field with the information you would like to send
  5. Click Send SMS
 

Note: Only students who have a mobile phone number populated will be able to be sent an SMS.

Add workshop accommodation details

  1. Select the Mailouts tab from the workshop view page
  2. If existing accommodation details are already present click Add New Accommodation Details
  3. Select the contact who the accommodation is For
  4. Set the Accommodation contact
  5. Populate the appropriate information relating to the accommodation
  6. Click Submit
 

Note: The address of the accommodation will be determined by the Accommodation contact's street address.

Update workshop accommodation

  1. Select the Mailouts tab from the Workshop View page
  2. Select the Update icon
  3. Update the appropriate information relating to the accommodation
  4. Click Submit

Delete workshop accommodation

  1. Select the Accommodation tab from the Workshop View page
  2. Select the Delete icon
  3. Click Submit
 

Warning: Once workshop accommodation has been deleted it cannot be retrieved or recovered and must be re-added.

Send workshop templates

Templates can be sent to participants of a particular workshop from the Workshop View Page.

  1. Select the Template tab from the Workshop View page
  2. Please refer to our Template Communication help article for further information on how to use this function
Send_a_template_via_workshop.gif

Add workshop travel details

Workshops allow you to specify any travel costs required by contacts associated with the training.

  1. Select the Travel tab from the Workshop View page
  2. Select the Method of travel
  3. Select the Contact that travel is required for
  4. Populate the appropriate information relating to the required travel
  5. Click Submit

Update workshop travel details

  1. Select the Travel tab from the Workshop View page
  2. Click the Update icon
  3. Update the appropriate information relating to the required travel
  4. Click Submit

Delete workshop travel details

  1. Select the Travel tab from the Workshop View page
  2. Click the Delete icon
  3. Click Ok
 

Warning: Once workshop travel details have been deleted they cannot be retrieved or recovered.

Update the workshop timestamp

When on the workshop update page, a timestamp will be displayed to show the time that the last update occurred as well as the user that performed the update.
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The following actions will cause the timestamp to be updated:

  • Creating a workshop
  • Updating workshop fields
  • Adding, updating or removing workshop complex date sessions
  • Editing workshop travel, venue, accommodation, or extra items
  • Adding or removing extra trainers
 

Tip: Altering a class linked to a workshop will not count as a workshop update, however it will update the class timestamp.

 

Note: Booking students onto a workshop or altering trainer data - such as trainer rate - does not count as a workshop update.

Workshop Management Webinar

This webinar covers:

  • What is Workshop Management?
  • Workshops vs. Classes
  • Workshop Types - Public and In-house
  • Non-accredited Workshop creation
  • Workshop scheduling
  • Accredited Workshop creation

Linking Workshops to Classes Webinar

This webinar demonstrates:

  • Creating a Workshop
  • Linking the Workshop to an existing class

Workshop Management FAQs

Q.

How do I add online assessments to an existing workshop?

A.
The following will add online assessments to an existing workshop.
  1. Navigate to the workshop page
  2. Click on the linked Class in the upper right hand corner. Go to the class update.
  3. Add your assessment plan to the Class from the drop down box at the bottom of the page. Click submit.
  4. If there are existing enrolments, ensure that the students are enrolled to the assessments using the Bulk Enrol Assessments tool (available when changing the View of the matrix to "Assessments")
Q.

How can I upload files against a workshop?

A.
To upload files against a workshop, navigate to the workshop you want to upload files against. Once on the workshop view page, click the plus symbol next to 'Workshop Notes'. Here you can add comments and upload files to the workshop instance. The files can be accessed again at a later date.
Q.

Why can't I use Mailouts within Workshops?

A.
The setting "Disable Workshop legacy booking confirmation templates" has been set to Yes within Settings -> System Settings -> Additional Options, changing this setting to No will enable this functionality.

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