Getting Started Guide for Trainers

This guide is for trainers who run events for training companies. Workshop Butler will deal with boring organisational routines, like accepting registrations, keeping track of attendees, requesting evaluations, and so on. With it, you can focus more on the event itself and save plenty of time.

The functionality of your account and the range of access to various features will depend on the type of working agreement the training company has chosen for you when creating your account. It can either be an employee or an external trainer. 

If you are an employee, the company fully controls your profile, creates and manages events for you. You cannot create events by yourself or manage attendees.

If you are an external trainer, you have almost free rein over your account. You can edit your profile however you like, create and manage events and attendees. 

Let’s look at the fastest way to get started working in WSB for both types of accounts.

Employee

If you are an employee, it means that the company has already filled in your profile information and most probably created an event and assigned you to it. With this, they have taken care of the registration process.

Now, apart from running an awesome event, what else can you do?

Check your schedule

You can see the list of the events you have been assigned to by clicking on the Dashboard in the upper part of the menu. And by clicking on each event, you can check more detailed information about it:

On the Dashboard, there are also the list of the most recent events you have finished, the latest registrations, and evaluations. There is more information about the Event Dashboard in this article.

Change participation status

After the event has finished, you can change the participation status for those who have actually taken part in the event, not just registered:

Open the Events tab in the top menu and click on the event you need:

Click View on the Attendees tile and find an attendee whose status you would like to change.

Click on the link Registered under the Participation Status and choose the status:

You can read more about why it’s important to change participation status and in what situations it changes automatically, in this article.

Approve evaluations

You can also change the status of evaluations.

When an attendee submits an evaluation, it gets the Pending status until you approve or reject it.

After the evaluation is approved, an attendee receives an email informing them about it and a certificate, if there is one.

This article contains detailed instructions on how to approve evaluations manually.

Important note: You do not have to approve evaluations manually if your training company or certification brand has activated the Automated approval of evaluations. WSB will do it automatically and attach a certificate if there is one.

Generate certificates

You can also generate certificates manually, without evaluations. 

Certificates are the proof of the event attendance and the way to recognise an attendee’s efforts and achievements. Naturally, most of the attendees would be glad to receive one.

There are several ways to generate a certificate. They are described in this article. Depending on the situation and your preferences, you can use any of them.

That sums up the options available to you as an employee of a training company. If you are working with several organisations and for some of them you work as an external trainer, check our guide for them below.

External trainer

As an external trainer, you are presented with a wide range of options from managing your profile to creating events.

In this guide, we will go through the main processes available to an external trainer who manages  events for a training company.

Tip: if you are planning to manage your own event, not related to the company, check this article. It also contains detailed information about managing your profile.

Check available categories

The more events you run, the harder it might be to distinguish between them and remember the details. 

Categories and types help you group events in a logical way. 

Most probably, you already have some categories and types available to you if the training company you work with has given you access to them. It means that you can run events of this type for the company.

To check what categories are available to you, open the dropdown menu in the top right corner, click on Account Settings and choose Categories in the Facilitation section on the left side.

You will easily recognise that it’s the categories added by someone else because you cannot edit or delete them.

Important note: your company might give and revoke access to any of the categories at any time. If a certain category they gave you has suddenly disappeared from your profile or you would like to teach some new category, you should contact the training company manager.

You will find more information about categories in this article

Add a signature

If you plan to give certificates to those who have attended your event, you should upload a signature. It will be added to certificates.

You can find the instructions on how to upload a signature in this article.

Create an event

Now you can start creating your first event.

In order to do this, choose the Events section in the top menu and click the Add Event button.

The whole process of creating an event is described in this article. There is a lot of other useful information on this matter in the Event Configuration category of Help Center.

Important note: When creating an event for a training company, there will be an additional selector where you can choose the company. This way, you will delegate the event to this company.

The list of all events you created will be available in the same tab - Events. From here, you can edit, confirm, and cancel them. 

Confirm an event

By confirming an event you indicate that you are sure it will take place and won't be canceled. We recommend doing it once you have reached the required number of attendees. 

To confirm an event, open the list of  Events from the top menu, find the event you need and click on it to see the detailed information. You can confirm the event on the Event State tile:

If the event did not take place for some reason, you can change its state to Canceled. The information about canceled events will still be kept in the system, however, we won’t charge you for it. 

You can read more about event confirmation in this article.

Change participation status

Congratulations, you have created an event and have run it successfully! But that’s not the end of its lifecycle.

You would like to collect feedback from the attendees and probably send certificates to them.

WSB can save your time and handle the process of asking for evaluations and collecting them for you. And it can also issue certificates so that not a single attendee would be left out accidentally.

Once the event has been confirmed and finished, you can change attendees’ statuses to Participated for those who have taken part in your event. 

You can do it by opening the event’s information from the Events menu and clicking on View on the Attendees tile. Here you will see that the current status of all attendees is Registered. After the event is confirmed, you can change it to Participated:

Those attendees, who have been marked as Participated, will start receiving follow-up emails if you have not turned this option off. And after some time, you will start receiving evaluations.

You can read more about why it’s important to change participation status and in what situations it changes automatically, in this article.

Approve evaluations

Apart from changing the attendee’s status, you can also change the status of evaluations.

When an attendee submits an evaluation, it gets the Pending status until you approve or reject it.

After the evaluation is approved, an attendee receives an email informing them about it and a certificate, if there is one.

This article contains detailed instructions on how to approve evaluations manually. 

Important note: You do not have to approve evaluations manually if your training company or certification brand has activated the Automated approval of evaluations. WSB will do it automatically and attach a certificate if there is one.

Generate certificates

You can also generate certificates manually, without evaluations. 

Certificates are the proof of the event attendance and the way to recognise an attendee’s efforts and achievements. Naturally, most of the attendees would be glad to receive one.

There are several ways to generate a certificate. They are described in this article. Depending on the situation and your preferences, you can use any of them. 

Learn more with Help Center

Help Center contains a lot of useful information on different topics divided by categories. At the beginning of each article, there is a disclaimer indicating the target audience of this article - training company, trainer, or certification brand. Each of these three types has differences in functionality available to them hence the article will be useful only to the audience it was intended for. It also helps you understand if you can delegate a certain action to someone else (for example, trainers) who have access to the corresponding functionality.

If you have not found the answer to your question in the Help Center, you can always contact our support team. You can find the Contact button in the lower right corner of the screen when you are in Account Settings, User Settings, or on Events Dashboard:

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