Add a trainer in 3 Steps

Overview

Trainers, facilitators, instructors, presenters - call them what you will.  These are the people who run your courses or events.  To give these people instant access to their attendee list, allow them to mark the attendance register on any device and even record learning outcomes that way, they will need proper trainer access.  If you have the trainer schedule activated, this also controls whether a person is available to be assigned to a course from the schedule.  If you have feeds to trainer's Google or Outlook Calendars, this needs to be set up before the Calendar links can be activated. Setting a trainer up is a 3-step process:

1. Ask the trainer to sign-up and verify
2. Grant them Trainer access privileges
3. Set up the trainer's profile

Step 1 : Ask the trainer to sign-up & verify

Trainers can access to private data about the people that are registered on the courses they are running.  To protect the privacy of your customers only people who have signed up and verified can become trainers.. 

• Give your trainer the link to your Booking Rooster software (e.g book.yourdomain.co.nz)
• Ask them to sign up and verify (see the  starting point below in the image below)
• Then, let you know when its done.

An example of the sign up page from the link https://demo.bookingrooster.nz/

Step 2 : Grant their access privileges

Everyone who signs up and verifies on the public facing pages of your Booking Rooster software will have a quirky little Rooster head beside their names in the contacts list.  Once you see that Rooster simply:

• Go to Contacts
• On the Organisation Contacts page, click on the contact's name.
• Check the "Is Trainer" box (This may say 'Is Facilitator", "Is Instructor", "Is Coach" or the likes - see the image of this screen below)
• Scroll down and click "update" to cement your change.

Immediately that this is done the trainer will be available for you to select from the dropdown when creating events.  They will also receive an email letting them know they are ready to go.  At this point it is very important that they log out and log in again.  The platform can't apply their new training privileges until they have logged out and in again.

The view after clicking Organisation/Contacts and clicking on their name

Step 3 : Set their Trainer Profile

The trainer profile is controlled by people with administrator level access and allows you to set as much or as little information about each trainer as you like. 

• After making someone a trainer, go to Contacts/Trainers
• Click on the trainer's name
• Set as many of the profile features as suit you. 
• This is arranged in 3 sections (as below)
• Don't forget to scroll down and click "Update" to cement any changes you make to any section.
• Yes, there is a status option at the bottom of the profile where you can make a trainer inactive.

Tips for Key Details:

• If you need trainer ID's (eg NZTA ID) on your certs or in reports be sure to enter it here. 
• Same goes for trainer expiry.
• The colour you set here shows in the trainer schedule.
• If you add a photo of your trainer here, and you display trainers publicly (see Display Tips ).
• As an optional custom add-on you may also have fields associated with your trainers in these sections.  They might things such as:
  •  skills or levels taught
  • areas they are available to run courses.

•  

The first section of trainer details

Tips for Working Hours

• The days you show as 'off' here will show as Off in the Trainer Schedule.
• Set the normal working hours 'generously'. Each time you schedule a trainer for a time they don't normally work, you will get a warning telling you they don't work at that time.  While you can over-ride this, it can be annoying to get it every time you schedule Fred for a course that starts an hour before his normal working hours, if that happens often.

See how whole day's off are marked, and how start and finished times entered

Scheduled Off (Leave etc)

• The days you show as 'off' here will show as Off in the Trainer Schedule.
• They will show in a list, as below.
• You can come back to this page at any time to notate their scheduled leave days, or regular 'non-contact hours, or other times they are not available to lead courses.  Anything you enter is the 'scheduled off' section will shown in the schedule as 'off'
• You can not edit these but you can delete and re-enter.

Add or delete leave, scheduled non contact hours and the likes here

Social Media

• The links you add here will only be visible to bookers and students if you have "Private Trainer Names" selected at the top of the Contacts/Trainers menu (see Display Tips).
• Most large training businesses leave that off and do not complete these section.  This stops people booking on the basis of their 'favourite facilitator'.
• For smaller training businesses and for events, adding a high quality profile is good for building trust.
• It is best practice to only add those details that both you and your trainer would be happy to have displayed publicly in association with them and with your business.
• If adding Facebook links its usually best to add the link to an organisation Facebook page, not their personal one - unless they use their Facebook solely for personal interaction.  For Linked-In, personal profiles are more usual.
• If adding Facebook or Linked-In links, be sure to enter them in the format shown in the image below, and test them by clicking a booking link - there's nothing worse than a broken link

A near complete profile, like many kiwis, Fred isn't into twitter

Display Tips

• To display the profile and social media tips to bookers you need to go to Contacts/Trainers and uncheck the the "Private Trainer Names" box (image 4 below)
• Once this is done the following appears
  • The trainer name shows in the tile on the courses or events landing page - unless you have small tiles activated (see image 1 below).  Note that if your site uses the word facilitator, instructor, performer or something else here, that language is used in the tile
  • A link to the trainer profile shows on the course booking page (see image 2 below)
  • When this link is clicked, the profile pops up (see image 3 below).  All links in the profile are clickable.

Image 1: The courses or events landing page

Image 2: The course or event booking page

Image 3: The profile displayed (Fred's image is copyrighted - enjoy the car pic)

Image 4: Setting  all trainers & their profiles to public or private

Have questions? Contact [e-mail]