Getting Started Guide for Licensed Trainers: Creating Events

When a trainer gets a license from a certification brand to teach a particular topic on their behalf and pays a yearly fee for this license, they become a licensed trainer.

The license is the guarantee of the trainer’s qualification and the indication of their knowledge and skills in a certain area.

Workshop Butler helps licensed trainers both run events and keep tabs on their license. It saves you a lot of time by handling organisational aspects. And it also makes sure that you don’t miss the license prolongation time.

Important note: licensed trainers’ accounts can be created only by brand coordinators. Trainers cannot create accounts by themselves, however, they have full control over an account after its creation.

In this guide, we’ll look at the shortest way to start running your events with WSB help and go through the main options available to licensed trainers.

Tip: If you would like to learn more about advanced account settings and license management, read this article. And if you plan to create your own events, not related to a certification brand, we recommend this guide. It focuses on the aspects required for running independent events.

So where should you start after getting your account from a brand? 

Check event types

All events in WSB are divided into categories. Each category might have several types belonging to it.

When a certification brand creates your account, it gives you access to one or several event types, for which you can run licensed events.

All types given to you by the brand belong to the same category that has the brand’s name.

To check what types 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.

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

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.

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 won't 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 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.

After 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 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.

Important note: if your brand coordinator has activated the Obligatory Evaluations option, you won’t be able to generate a certificate without an evaluation.

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, Login Settings, or on Events Dashboard:

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