AoFA Training Manager Guideline Procedures

AoFA Training Manager Guidelines Making a Booking Flow Diagram VENUE ALREADY EXISTS CHOOSE A VENUE CREATE A NEW VENUE When making a booking first decide if you wish to add a new Venue or use an existing one If the Venue already exists continue straight on to Create a New Course If you wish to add a new venue go to Create New venue The next step is to choose the type of course e.g. First Aid at Work Appointed Person CREATE NEW COURSE CHOOSE THE TYPE OF COURSE

AoFA Training Manager Guidelines Making a Booking To Make a booking click on the Booking button

AoFA Training Manager Guidelines Making a Booking Adding a Venue If you wish to add a new venue click on the Venues button You can also view previously added venues using this button

AoFA Training Manager Guidelines Making a Booking Adding a Venue If the venue you require is listed return to the calendar by clicking on the Booking button To add a venue click on Add New The new Venue Record form will appear Click Add New

AoFA Training Manager Guidelines Making a Booking Adding a Venue Complete the details Please note that the areas highlighted in red are mandatory When completed click Add New Record

AoFA Training Manager Guidelines Making a Booking Create a New Course Click Create New Course After either adding a new venue or deciding to use an existing venue click on Create New Course

AoFA Training Manager Guidelines Making a Booking Choosing Type of Course Next choose the type of course you wish to book To view the course template click on View. A new pop up window will appear Unless editing always use the view button to prevent unwanted changes to data Click on Create

AoFA Training Manager Guidelines Making a Booking Create a New Course The edit course form will appear Click the box adjacent to Course Status and a drop down box will appear click on your choice Available = Confirmed booking Preliminary = Unconfirmed booking On hold = Use this if a problem with booking has occurred Full = Course full Cancelled = Course is cancelled Click set Dates

AoFA Training Manager Guidelines Making a Booking Choosing the Dates Another calendar will appear The display will be in the current year, to change it to the year before or the next year click on 2008/2010 The coloured boxes indicate that a course has already been booked The boxes with the dates crossed show the booking is Preliminary Choose the appropriate dates and check the boxes

AoFA Training Manager Guidelines Making a Booking Choosing the Dates See the colour key chart above When you have selected the correct dates click on Update

AoFA Training Manager Guidelines Making a Booking Create a New Course The course booking form will appear Please note that the all the dates will not be shown until the screen is refreshed or you have clicked on update at the bottom of the screen The mandatory fields are highlighted in red The other fields are for you to record information Some fields are set automatically when setting the dates Choose the course type by clicking on the Select Bar Open = open to everyone Closed = this will be used when making a booking for a corporate client Mixed = a mixture of both Other = for you to use at your own discretion If you require ID cards ensure the field is ticked

AoFA Training Manager Guidelines Making a Booking Create a New Course The field Certificate signed by is automatically set, however you can change the name if you wish Fill in the Trainee/Closed Course Price Next choose the Course Venue by clicking on the bar A drop down box will appear click on the required venue

AoFA Training Manager Guidelines Making a Booking Create a New Course Select the Instructors/Assessors as necessary by clicking on the bars to show the drop down boxes Select the required person, please note that Trainers/Assessors will only appear once they have been approved by us You can also enter the costs When finished click on Enter and a new record is created

AoFA Training Manager Guidelines Adding Trainees Flow Diagram CORPORATE INDIVIDUAL MULTIPLE SINGLE There are two types of Trainees: Corporate and Individual Corporate Trainees can be added as Multiple Trainees or Single Trainees When adding either a Single Trainee or a Multiple Trainee you can choose to add an Existing Trainee or/and create a New Trainee When adding an Individual Trainee you can choose to add an Existing Trainee or/and create a New Trainee EXISTING NEW

AoFA Training Manager Guidelines Adding Trainees Click on Book Trainee To add Trainees to a course click on Book Trainee

AoFA Training Manager Guidelines Adding Trainees After clicking on Book Trainee a calendar will appear showing bookings To view previous or future years click on the 2008/2010 buttons The courses booked are listed on the right hand side To view course lists for particular months click on the relevant month button The colour codes are above

AoFA Training Manager Guidelines Adding Trainees Firstly select a course to book a trainee on This can be done by clicking on the Select Bar to show a drop down box Click on the chosen course

AoFA Training Manager Guidelines Adding Trainees Alternatively place the curser over the date of the chosen course and click on the drop down box that appears

AoFA Training Manager Guidelines Adding Corporate Trainees The next screen is the Course Administration Form Here you can book Corporate or Individual clients For this example we will book a corporate client Click on Corporate Click

AoFA Training Manager Guidelines Adding Corporate Trainees Finding the Corporate Client Type details here The next page will show the Find Corporate Client Box To find or add a Corporate first type in some search details Above Zoo has been entered Click on Find

AoFA Training Manager Guidelines Adding Corporate Trainees Adding a New Corporate Client This will bring up a list of current Corporates In this example we will assume a new corporate needs to be added Click on Add New Corporate

AoFA Training Manager Guidelines Adding Corporate Trainees Adding a New Corporate Client The next screen will be the Corporate Account Record Form Complete the details, remember the fields highlighted in red are mandatory When completed click on Add New Record

AoFA Training Manager Guidelines Adding Corporate Trainees Using an Existing Corporate Client In this example we will assume that one of the Corporates listed is the one we want to use From this screen you can also view the Corporates details by clicking on the Corporate button underneath View This will open a pop up window showing the details Unless editing always use the view button to prevent unwanted changes to data To select the required Corporate click on Use

AoFA Training Manager Guidelines Adding Corporate Trainees Adding Single Trainee You will then be asked to choose Single or Multiple Trainees For this example we will choose Single Trainee Click on Add Single Trainee

AoFA Training Manager Guidelines Adding Single Trainee Creating a New Trainee This will produce a list of Trainees For this example we will assume that the Trainee is not listed. To add a new Trainee click on Add New Trainee To View an existing Trainee click on View Unless editing always use the view button to prevent unwanted changes to data

AoFA Training Manager Guidelines Adding Single Trainee Creating a New Trainee Only needed for Re-Quals The Trainee Course Record will appear Complete the form Please note that the fields highlighted in red are mandatory

AoFA Training Manager Guidelines Adding Single Trainee Creating a New Trainee Continue to enter the details

AoFA Training Manager Guidelines Adding Single Trainee Creating a New Trainee When completed click on Add New Record

AoFA Training Manager Guidelines Adding Trainees This is the next screen that will appear choose accordingly and click

AoFA Training Manager Guidelines Adding Trainees Using an Existing Trainee For this example we will assume that the Trainee is listed To use the listed Trainee click on Use To View an existing Trainee click on View Unless editing always use the view button to prevent unwanted changes to data

AoFA Training Manager Guidelines Adding Trainees Using an Existing Trainee This will open the Trainee Record Update the relevant information and click on Add New Record Remember old Certificate information is only required for Re-Quals When completed click on Add New Record

AoFA Training Manager Guidelines Add Multiple Trainees For the next example we will go back to the screen where you are asked to choose Single or Multiple Trainees Now we will choose multiple trainees Click on Add Multiple Trainees

AoFA Training Manager Guidelines Add Multiple Trainees Key in the number of Trainees you wish to add and Click on Enter Key in the number of Trainees to be added Click

AoFA Training Manager Guidelines Add Multiple Trainees On the next screen key in the name of the first person to be added typing the Surname first The name will appear above as shown If the Trainee already exists the name will also appear after the words Existing Trainees Click on the name to use it It is very important to click on the name otherwise it won’t be entered Complete the details and repeat for the further candidates Click on Register

AoFA Training Manager Guidelines Add Individual Trainee For the next example we will go back to the Course Administration Form This time we will click on Individual

AoFA Training Manager Guidelines Add Individual Trainee Find the Trainee On the next screen type in search details Click on Find Click

AoFA Training Manager Guidelines Add Individual Trainee Using an Existing Trainee This expands the screen If the Trainee has been registered before their details will appear To use that Trainee click on Use

AoFA Training Manager Guidelines Add Individual Trainee Using an Existing Trainee This will open the Trainee Record Update the relevant information and click on Add New Record Remember old Certificate information as only required for Re-Quals When completed click on Add New Record

AoFA Training Manager Guidelines Add Individual Trainee Creating a New Trainee For this example we will assume that the Trainee is not listed To add a new Trainee click on Add New Trainee

AoFA Training Manager Guidelines Add Individual Trainee Creating a New Trainee The Trainee Course record Form will appear Fill in as before and click on Add New Record

AoFA Training Manager Guidelines Add Individual Trainee You now have the option to add another Trainee Click here to add another Trainee

AoFA Training Manager Guidelines Administration Editing a Course On the home screen click booking

AoFA Training Manager Guidelines Administration Editing a Course This will bring you to the calendar From the drop down box select the course you wish to edit

AoFA Training Manager Guidelines Administration Editing a Course The Course Administration Form will appear This course can be edited by clicking on the button as above The original booking form will appear

AoFA Training Manager Guidelines Administration Editing a Course Enter the changes you wish to make Please note that if you change the dates of the course the date Qualified must be changed manually

AoFA Training Manager Guidelines Edit Courses Click here You can also edit a course by clicking on Edit Courses

AoFA Training Manager Guidelines Edit Courses A list of courses will appear Click on the date filter to refine search Then click on List A List of courses will appear To view a course click on View. A pop up window will appear showing the details. Unless editing always use the view button to prevent unwanted changes to data To edit click on Edit The original booking form will appear

AoFA Training Manager Guidelines Administration The buttons that we will concentrate on now are shown above. To print an Attendance form click on print. To mark a course click on Mark. To record Course Evaluations click on Record. To print Certificate Cover letters click on Cover. To print an order Acknowledgement click on the right hand print button.

AoFA Training Manager Guidelines Print Attendance Form After clicking the print button for an Attendance form a new window will appear as above. Click on Produce and the Display button will appear. Click on Display.

AoFA Training Manager Guidelines Print Attendance Form After clicking on Display another window will open containing the Candidate Registration Form. This can be printed for your use.

AoFA Training Manager Guidelines Print Attendance Form Click Here Another way to print the Attendance Form is to use the Left hand menu.

AoFA Training Manager Guidelines Print Attendance Form The same form appears, however this time you will need set the information. Click on the Date Filter and then click on the correct choice. Click Select to choose the required course. Lastly click on Produce the display button will appear click on this to produce the same Candidate Registration Form

AoFA Training Manager Guidelines Marking a Course After clicking the Mark button a list of trainees names will appear. Mark the Trainees accordingly and click on Submit.

AoFA Training Manager Guidelines Printing a Covering Letter After clicking on the Cover button the screen above will appear. To print your Company logo on the letters un-tick the ‘Print on Letterheads’ To use Main contact name leave the next box ticked. To add the name of the person who will sign the letters type name next to ‘Signed by’ If you wish to add further notes type next to ‘Add following notes’ When completed click on Print.

AoFA Training Manager Guidelines Printing a Covering Letter A pop up box will appear with all the covering letters for that course. These can be printed for your use.

AoFA Training Manager Guidelines Print an Order Acknowledgement After you have clicked on the right hand print button to print an order Acknowledgement a pop up will appear. The Trainee/Corporate has already been selected. To print Your Company Logo un-tick the ‘Print on Letterheads’ box. Next click on Produce.

AoFA Training Manager Guidelines Print an Order Acknowledgement The Display button will then appear Click on Display

AoFA Training Manager Guidelines Print an Order Acknowledgement A new pop up window will appear containing the Order Acknowledgement letter. These can be printed for your use.

AoFA Training Manager Guidelines Print an Order Acknowledgement This is another way to print an Order Acknowledgement letter. Click here

AoFA Training Manager Guidelines Print an Order Acknowledgement The same screen appears however this time you will need to select the correct course and Trainee/Corporate. Then follow the same procedure.

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Corporates’ Click on the Corporates button.

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Corporates’ Type in details to find a particular Corporate A list of Corporates will appear. To view click on view. A pop up window will appear showing the details. Unless editing always use the view button to prevent unwanted changes to data. To Edit click on the Edit Button. The original form will appear. To view the history click on the History button.

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Corporates’ The records screen will be shown

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Corporates’ A search for a particular client can be made in various ways. Entering the name Entering the course name Checking beneath one of the month boxes or checking the ‘All’ box Which ever way you choose always click on the Search button to find

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Corporates’ When the correct course is chosen click on Click

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Corporates’ A pop up window will appear

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Corporates’ To add a new Corporate click on Add New. This will produce the New Corporate Record Form Please note that by adding a Corporate this way it will not be linked to a course or to trainees.

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Trainees’ To find a list of Trainees click on the Trainee button

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Trainees’ Click A list of all Trainees will be shown. From here you can Edit their details by clicking on the Edit button. The original form will appear. Unless editing always use the view button to prevent unwanted changes to data. To view their details click on the View button.

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Trainers’ To view a list of Trainers click on the Trainers button

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Trainers’ A list of Trainers/Assessors will appear. It will show if the Trainers/Assessors have been enabled. Please note the word True will only appear under Enabled once the Trainers/Assessors have been approved by us. From this screen you can edit their details by clicking on the edit button. You can view their details by clicking on the view button. Unless editing always use the view button to prevent unwanted changes to data. You can also add a new Trainer/Assessor by clicking on the Add New button

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Trainers’ The Trainer/Assessor form will appear. Please note the areas in red are mandatory.

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Trainers’ This is a list of the mandatory field required When you have entered the details click on Add New Record

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ Click on the Printing button

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ Address Labels The Document centre will appear Look at the menu buttons at the side Click on Address Labels

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ Address Labels The print Address labels screen will appear You can choose to print on Envelopes or for Address Labels by checking the appropriate box For this example we will choose Address Labels Choose which location use wish to start printing from e.g. 1 2 This is to help you save paper 3 4 5 6 For this example we have chosen to start from 2 Next choose who you wish to produce address labels for by checking the appropriate box You can select individuals or to choose multiple Corporates/Trainees by clicking on the first one and holding down the shift button to select others You can also have the words ‘Do Not Bend’ printed on the labels by checking the adjacent box (especially useful when posting certificates) After selecting click on Print

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ Address Labels The screen with the labels on will appear Notice the labels start from position 2 These labels can now be printed for your use

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ Address Labels You can also print Labels/Envelopes with the AoFA address on Check the box adjacent to ‘AoFA Address’ Next type the persons name you wish to send to, or leave blank For this example we have typed the name Jacqui Click on Print

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ Address Labels A sheet of labels will appear for you to print

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ Click on the Printing button

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ The Document Centre will appear Check the box next to the document you wish to produce

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ Course Evaluation Form For this example we will choose the Course Evaluation Form Check the box next to the words ‘Course Evaluation Form A4 Next choose the course Use the date filter to refine your search Click on select A drop down box will appear with a list of courses Click on the required course

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ Course Evaluation Form Don’t click here unless You want to select a Particular Corporate When you click on select the screen expands To print blank forms do not select anything To print a form for a particular Corporate click on the required Corporate and the Trainees will appear below Then select the Trainee To see all Trainees check the box Show All To show only Trainees that have passed check the box Pass Only To print a form for all candidates click on the first one and select all by holding down the shift button

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ Course Evaluation Form When the selection is complete click on Print

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ Course Evaluation Form The Display button will appear Click on Display

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ Course Evaluation Form A pop up window will appear containing the Course Evaluation Forms Print them out and hand to the Trainees at the end of the course.

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ Course Evaluation Form The form is divided into four sections About your course About your tutor About the learning venue and its facilities The assessor (if applicable) When you have all the completed forms back. Add up the total score of each section on each form Total = 18

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ Course Evaluation Report Form For the next step Click on the Course Evaluation Report Form Button which can be found on the Document Centre Page

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ Course Evaluation Report Form On the next screen choose the correct course Click on the Date Filter to refine the search Next click on the Select bar A drop down box will appear Choose the course Finally click on Produce

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ Course Evaluation Report Form The Display button will appear Click on Display

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ Course Evaluation Report Form A new window will open containing the Course Evaluation Report Form Print the form for your use Enter the Delegates ID and Names and record the total scores they gave for each section

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Printing’ Course Evaluation Report Form Next total each column Then calculate the average score by dividing each column by the number of Trainees This information is then recorded online

AoFA Training Manager Guidelines Course Evaluation To record the totals click on record in the Course Administration Form making sure the correct course has been selected

AoFA Training Manager Guidelines Course Evaluation The Course evaluation sheet will appear. Enter the figures obtained on the Course Evaluation Form Please note that once entered these scores cannot be edited! Type in the average scores as previously calculated and click on Enter

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Misc’ Click on the Misc Button

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Misc’ Backing Up Data The Miscellaneous Activities Screen will appear Here is where you back up your records Although the AoFA takes precautions to protect and periodically back up all information, common with all online systems, it cannot be guaranteed that information may not become lost or corrupted. Due to this, it is your responsibility to back up your data. The AoFA cannot accept any responsibility for data held on its server Click on Backup Data

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Misc’ Backing Up Data The three areas you can backup are: Course Information Corporate Client Information Trainee Information To back up Corse Information Check the box next to Backup Course Information Next choose the correct course Use the Date filter to refine your search Click on the select bar to produce a drop box containing a list of courses Click on the correct course Click on Submit Backup Course Information Backup Corporate Client Information Backup Trainee Information

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Misc’ Backing Up Data Click on ‘Click to Display Excel File’

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Misc’ Backing Up Data The File Download box will appear Click on Open CLICK HERE

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Misc’ Backing Up Data You may get a message that the file is of a different format, this is acceptable; press Yes in the message pop-up to continue. CLICK HERE

AoFA Training Manager Guidelines Using The Home Page Menu Buttons ‘Misc’ Backing Up Data A new window will open containing the chosen information You need to Save the file once opened - Enter a suitable filename from the Excel save menu