Training Booking System User Guide Contents: Register to Use the System... 2 Password Reminder... 4 Log In and Page Overview... 6 Book a Course for Yourself... 7 Book Yourself and Another Staff Member on to the Same Course... 8 Book Another Staff Member on to a Course but Not Yourself... 11 Cancel a Delegate Booking... 12 Resend Booking Confirmation... 14 1
Register to Use the System 1. Go to http://www.trainingbooking.wsht.nhs.uk/ and click on the Register link 2. Enter your Full Name, Email (Please ensure that you enter the correct email address as you will need to verify your details in the email we send you before completing the registration process) Phone Number, Mobile Number (if you have one) and create a Password (must be at least 8 characters and include a number) 3. Click on the Register button 4. You will receive a message informing you that you will soon receive an e-mail with a link to complete your registration click on OK to this message 5. Please check your e-mail (check Junk Mail folder if e-mail hasn t appeared) 2
6. Open the e-mail from training and click on the link to complete your registration if the images in the e-mail aren t showing then please click on the yellow warning bar across the top of the email to allow them 7. To complete your registration, please complete your Trust, Site, Department & Job Title from the drop down lists. Enter your password again and click on Register to confirm 8. You will now be logged in to the booking system and will see the course availabilty 3
Password Reminder 1. Click on the Password Reminder link 2. Enter the e-mail address that you used to register on to the booking site into the Email field (please ensure that your enter the correct email address) 3. Click on the Send button 4. You will receive a message informing you that you should soon receive an e-mail with a password reminder click on OK to this message 5. Please check your e-mail (check Junk Mail folder if e-mail hasn t appeared) 6. Open the e-mail from training, this will contain your password for the booking system and you can now click on the link to log in if the images in the e-mail aren t showing then please click on the yellow warning bar across the top of the email to allow them. 4
7. Enter your e-mail address in the Email or Name field and your password in the Password field and click on Login 8. You will now be logged in to the booking system and will see the course availabilty 5
Log In and Page Overview 1. Enter your email address and password and click on the Login button 2. The Course Availability page opens: The following elements are displayed: Your name in the top right corner to confirm you are logged in Appropriate tab options for other actions (not all will be available to all users) The welcome text giving information on booking The left column giving a list of courses that are currently available. The selected course is marked with an arrow The right column giving details on the course that has been selected in the left column: o Course title and Book Now button o Course date and time o The number of delegates already booked on to the course o The number of spaces that are still available to book o A brief explanation of the course o Any documents relating to the course, such as course objectives to download o The course venue and a link to download a venue location map o The contact details for the Clinical Systems Training team o Any more information that may be appropriate 6
Book a Course for Yourself 1. Once you have logged in to the Booking System (http://www.trainingbooking.wsht.nhs.uk/), you will see all available courses on the left hand side and when you select a course the details will appear on the right hand side 2. Select the course you want to book on to, click on the Book Now button 3. On the Booking screen, the course details appear on the left hand side so you can check you have selected the correct course (if you haven t then click on the Availability tab to go back to view Course Availability) 4. To book a place on the course for yourself, scroll to the bottom, enter your email address and click on the search icon: 5. Your details will populate the fields automatically, click on the Book Now button: 7
Book Yourself and Another Staff Member on to the Same Course 1. After logging in to the booking system (http://www.trainingbooking.wsht.nhs.uk/), select the course that you want to book. When you select the course it will be marked with an arrow and the course details will show in the right hand column: 2. Click on the Book Now button in the Course Details to the right of the selected date: 3. On the Booking screen, the course details appear on the left hand side so you can check you have selected the correct course (if you haven t then click on the Availability tab to go back to view Course Availability). 4. To book a place on the course for yourself, scroll to the bottom, enter your email address and click on the search icon: 5. Your details will populate the fields automatically, click on the Book Now button: 6. The Booking Confirmation page will appear to confirm that you have booked the space along with your booking reference 8
7. A confirmation e-mail will also be sent to you (a reminder e-mail will also be sent to you, two days before the course start date) If the images in the e-mail aren t showing then please click on the yellow warning bar across the top of the email to allow them. 8. Now that your booking has been confirmed you can add another person to the same course by clicking on the Add Another Delegate button to go to the Booking Form. 9. Enter the full details of the person that you wish to book. Ensure that you give as much detail as possible to ensure that the correct SemaHelix access is given. If you do not know, or do not have an email address for the person please leave it blank. Once completed click on Add Delegate at the bottom. 9
10. Click on Yes to confirm the booking. The Booking Confirmation page opens showing the Booking reference number, you will receive an email as you are the course organiser and the person you booked will also receive an email if you entered their email address. Please ensure that you confirm with the other person that they have been booked on to the course along with where and when they should attend. If you need to book another staff member to the same course then please return to point number 8 above. If you need to book another staff member on to a different course then select the Availability tab and go through the process. 10
Book Another Staff Member on to a Course but Not Yourself 1. After logging in to the booking system (http://www.trainingbooking.wsht.nhs.uk/), select the course that you want to book. When you select the course it will be marked with an arrow and the course details will show in the right hand column: 2. Click on the Book Now button in the Course Details to the right of the selected date: 3. On the Booking screen, the course details appear on the left hand side so you can check you have selected the correct course (if you haven t then click on the Availability tab to go back to view Course Availability). 4. Enter the full details of the person that you wish to book. Ensure that you give as much detail as possible to ensure that the correct SemaHelix access is given. If you do not know, or do not have an email address for the person please leave it blank. Once completed click on Add Delegate at the bottom. 5. Click on Yes to confirm the booking. The Booking Confirmation page opens showing the Booking reference number, you will receive an email as you are the course organiser and the person you booked will also receive an email if you entered their email address. Please ensure that you confirm with the other person that they have been booked on to the course along with where and when they should attend. 11
Cancel a Delegate Booking 1. Click on the Bookings tab, this will show your upcoming course bookings on the left along with your bookings for others. On the right hand side you will see the course details for the booking you have selected 2. Click on the course you wish to cancel from the left hand side 3. On the right hand side, click on the Cancel Booking button 4. Please select the Reason for Cancellation from the drop down list and then click on the Confirm button (Cannot be Undone) 12
5. The booking will now show as Cancelled under your upcoming course bookings 6. A cancellation e-mail will also be sent to you (if you have cancelled a booking that you made for someone else and you originally put in their e-mail address then they will also get the cancellation e-mail) If the images in the e-mail aren t showing then please click on the yellow warning bar across the top of the email to allow them 13
Resend Booking Confirmation 1. If you no longer have the confirmation e-mail that was sent to you, you can request for it to be resent to the delegates e-mail address 2. From the booking system Login page, click on the resend link 3. Click into the Email field and type in the email address of the delegate you want the confirmation to be re-sent to (If you don t have this then you will not be able to resend the confirmation. Please e-mail the training team at SemaHelixTraining@wsht.nhs.uk and they can send your confirmation details manually) 4. Click on the Resend button 5. A message will appear informing you that the latest booking confirmation has been sent to the e-mail address that you entered 6. Click on OK 14
7. Please check your e-mail (check Junk Mail folder if e-mail hasn t appeared) 8. Open the e-mail from training, this will contain your booking details if the images in the e- mail aren t showing then please click on the yellow warning bar across the top of the email to allow them 15