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Create and manage training locations

Updated

Training locations are the physical locations where classroom trainings take place. By managing locations centrally, you can easily link them to sessions and keep an overview of the available rooms.

Requirements

  • You need the Planning_Beheer_Trainingslocatie right to manage locations.

Viewing locations

Go to Planning > Trainings > Locations to open the overview of all training locations. In the overview you see the name, place, supplier, owner (if enabled), address, postcode, code and last modification date of each location.

You can filter the overview on keyword, place and supplier.

Creating a location

  1. Go to Planning > Trainings > Locations.
  2. Click Add location.
  3. Fill in the desired details (see the field table below).
  4. Click Save.

Fields

Field name Description Mandatory
Name The name of the location. Yes
Code A unique code for the location. The system automatically checks whether the code is already in use. No
Details Additional information about the location. This field supports formatting (rich text) and can be used in messages and notifications. No
Information General information about the location. This field supports formatting (rich text). No
Trainer information Information intended specifically for the trainer. This field supports formatting (rich text). No
Contact person The name of the contact person at the location. No
Phone number The phone number of the location or contact person. No
Address The address of the location. No
Postcode The postcode of the location. When you change the postcode, the coordinates can be updated automatically. No
Place The name of the town or city. No
Province The province or region. No
Country The country where the location is situated. No
Update coordinates Select this option to have the coordinates determined again based on the postcode. No
Latitude The latitude of the location (numeric). No
Longitude The longitude of the location (numeric). No
Supplier The supplier linked to the location. This field is only visible if you are not a supplier user. No
Owner The owner of the location. This field is only visible if the portal setting for owner is active. No

Editing a location

  1. Go to Planning > Trainings > Locations.
  2. Click the edit icon next to the location you want to change.
  3. Adjust the desired details.
  4. Click Save.

Saving a location as a copy

  1. Open the location via the edit icon.
  2. Click Save copy.

A new location is created with the same details. The name of the copy automatically gets the suffix "- copy".

Deactivating a location

  1. Go to Planning > Trainings > Locations.
  2. Select one or more locations via the checkboxes in the list.
  3. Click Deactivate.

The selected locations are set to inactive and are no longer available when creating new sessions. Existing sessions at these locations remain unchanged.

Note: To view deactivated locations, click Show inactive at the top of the list. From that view you can activate locations again by selecting them and clicking Activate.

Deleting a location

  1. Go to Planning > Trainings > Locations.
  2. Click the delete icon next to the location you want to delete.
  3. Confirm the deletion.

Note: If the location is linked to future sessions, the confirmation shows how many future sessions there are. The location is then marked as deleted (soft delete).

Frequently asked questions

Can I delete a location that is linked to sessions?

Yes, but you get a warning with the number of future sessions linked to the location. After confirmation the location is marked as deleted.

Is the capacity of a location checked during registration?

There is no capacity field at location level. The maximum number of participants is determined at session level.

What is the difference between the Details and Information fields?

The Details field is used in messages and notifications (for example confirmation emails). The Information field contains general information about the location that is not automatically included in messages.

Are coordinates filled in automatically?

When you enter or change a postcode and the Update coordinates checkbox is selected, the system automatically tries to determine the latitude and longitude based on the postcode.

What does the Supplier field do?

With the Supplier field you can link a location to an external training provider. This is useful if you manage locations that are offered by different suppliers. This field is not visible to supplier users.

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