1. AoFA Training Manager Guideline
Procedures

2. 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

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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

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

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

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

31. 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

32. 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

33. 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

34. 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

35. 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

36. 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

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

38. 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

39. 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

40. 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

41. 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

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

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

44. 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

45. 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

46. 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

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

48. 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

49. 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.

50. 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.

51. 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.

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

53. 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

54. 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.

55. 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.

56. 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.

57. 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.

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

59. 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.

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

61. 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.

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

63. 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.

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

65. 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

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

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

68. 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.

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

70. 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.

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

72. 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

73. 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.

74. 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

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

76. 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

77. 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 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

78. 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

79. 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

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

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

82. 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

83. 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

84. 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

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

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

87. 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.

88. 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

89. 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

90. 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

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

92. 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

93. 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

94. 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

95. 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

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

97. 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

98. 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

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

100. 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

101. 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

102. 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