Overview

The Booking Portal allows a training Coordinator to book on behalf of Learners. For example, each department lead may manage training for their team separately, such as Account Management vs. Marketing teams, while additionally allowing a corporate training Coordinator to book courses for all teams.

How to set up a Booking Portal

Please contact our Support or Customer Success team to discuss implementing the Booking Portal and any associated charges.

 

Logging in to the Booking Portal

In order to gain access to a Booking portal, you need to have Coordinator permissions on that portal.

How to assign a Coordinator

• Go to the Account which is associated with the contact you need to be set as a Coordinator. (Note that this Account must be non-individual.
• Click on the Booking Portal Tab
• From there you can add and assign Coordinators

 

Setting up Credentials

Logging on to a Booking portal is similar to logging on to a WebLink portal or the LMS.

• Go to the Contact and click on the Credentials tab
• Setup credentials if there are no credentials set for the portal brand.

Accessing your Portal

Go to your Booking Portal URL and you will land at the login page. Follow up with the instructions on the screen to log in to your portal.

 

Portal Navigation

The left pane has the navigation bar, which is collapsed by default and allows you to switch between the different screens and options.

• My Courses: View the courses you have been assigned and start learning.
• My Achievements: View the achievements you have acquired
• Learner Management (only available for Coordinators): Manage your learners, and team, and ensure they are on the right training.
• Catalog: View and search through available training (Courses & LPs) and book your team or yourself on them.

The top bar includes your account/profile info, where you can update your information, and password, and log out.
The middle pane is where you can get work done.

 

Learner Management

This screen allows you to manage all your learners and contacts whose Accounts have been designated to you as their Coordinator.

From here, you can:

• Search and Filter through Learners & Accounts
• Manage Learners & Bookings
• Transfer/Cancel Learners from bookings
• Assign new Coordinators

Adding a new learner

Coordinators can add new Learners (ie: Contacts) within the Accounts they manage.

1. From the Learner Management Screen, Click Add Learner
2. Fill in the required fields
3. Select the Account you want to associate the Learner to
4. Click Ok

 

Editing Learner information

Coordinators can edit certain Learners' information to ensure the data is accurate and up-to-date.

1. From the Learner Management Screen, Click on a Learner
2. Click on Edit
3. Update the fields you need
4. Click Ok

Coordinators are now able to modify a Learner’s email address.

Transferring / Cancelling Learners

Coordinators can cancel and transfer learners from/to Courses & Learning Paths.

Canceling a Learner

1. From the Learner Management Screen, Click on a Learner
2. Click on the 3-dot menu and choose Cancel Learner
3. Hit ok and confirm

Transferring a Learner to another Course/LP

1. From the Learner Management Screen, Click on a Learner
2. Click on the 3-dot menu and choose Transfer Learner
3. From the modal screen, select the Event you want to transfer the learner to
4. Hit ok and confirm

Catalog

The catalog displays Courses & Learning Paths that are available for booking. Administrators can configure which content gets to be displayed on the Catalog, usually at the setup of the booking portal (More info here).

In order to access the Catalog, click on the book icon (catalog) that is found on the right navigation bar. The catalog screen offers two views:

1. Browse Catalog Tab
2. All Dates

Features Courses are on the top, followed by all other courses in alphabetical order.

 

Coordinators can search for a specific Training, or use the filters to narrow down the search based on a certain category or training type.

When you click on a Course Card or a Learner Path Card, you will access its details. From there, Coordinators can proceed to book them for their users.

 

Booking Training

Booking a Course

1. From the catalog, search for a Course and click on the desired Course Card

2. From the Course Details, find the Event you want within the event list and click on ‘Book Now’

 

3. Select the number of Learners you want to book for

 

4. You can choose to leave the Learners unnamed if you don’t know who they are at this time, and assign them at a later stage. Or you can assign them before you continue to checkout.

 

5. Click continue and proceed to checkout to complete the booking.

 

Booking a Learning Path

1. From the catalog, search for a Learning Path and click on the desired Learning Path Card
2. From the Learning Path details, select the Region where the training is held

3. After selecting the Region, the Learning path will load the Events that are running in the selected region. Find and select the Event you need and click Book Now.

4. Similarly to the Courses bookings, select the number of learners you are looking to book for and proceed to checkout.

 

Viewing Bookings

Coordinators can view bookings by navigating to Learner Management → Bookings. Search by date range to view all bookings and show Learners that have been booked. Export Bookings to CSV as needed.

From this screen, Coordinators can also:

1. Cancel & Transfer Learners
2. Assign unnamed Learners (Learners you have booked for but kept unnamed)

Supported Payment Methods

You have the option of:

1. Pay by Invoice
2. Pay by Credit Card
   1. Stripe
   2. Converge (Elavon)
   3. Multisafepay

FAQ

Q: How do I assign unnamed learners in the booking portal?

A: Go to Learner Management → Bookings → Click on a booking → Assign Learner