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Adding Trainers

Add and manage trainers who deliver instructor-led sessions

Overview

Trainers are users who can be assigned to lead training sessions. When you designate someone as a trainer, they can:

  • Be assigned to calendar training sessions
  • Have a trainer profile with bio and photo
  • Be listed on session details for attendees to see
  • Receive weekly session roundup emails

Tip

Trainers must first exist as users in the system. You cannot create a trainer without first creating a user account.

Step-by-Step: Adding a Trainer

1

Open Trainer Management

  1. Log in as an Admin
  2. Click Admin in the navigation menu
  3. Select Settings
  4. Click on the Trainers tab
2

Click 'Add Trainer'

  1. Click the Add Trainer button at the top of the page
  2. A form will appear to search for users
3

Search and Select a User

  1. In the search box, start typing the user's name or email
  2. A list of matching users appears
  3. Click on the user you want to make a trainer
  4. A checkmark shows the user is selected

Tip

Only users who are not already trainers will appear in the search results.
4

Confirm

  1. With the user selected, click Add Trainer
  2. The user now appears in the trainers list
  3. They automatically receive the "trainer" role

Managing Trainer Profiles

Each trainer can have a profile that displays on session details.

Editing a Trainer Profile

  1. In the trainers list, click the Edit (pencil icon) for the trainer
  2. A profile editor opens

Profile Fields

FieldDescription
Profile PictureUpload a photo (will be compressed automatically)
BioA short description (max 255 characters)

Uploading a Profile Picture

  1. Click Upload Picture
  2. Select an image file (JPEG, PNG)
  3. The image is automatically resized and compressed
  4. Click Save Changes

Writing a Bio

Keep it professional and relevant:

  • "John has 15 years of experience in health and safety training..."
  • "Sarah specialises in leadership development and team coaching..."

Removing a Trainer

  1. Go to Admin → Settings → Trainers
  2. Find the trainer in the list
  3. Click the Remove (trash icon) button
  4. Confirm when prompted
  5. The user loses the trainer role but remains a user in the system

Tip

You cannot remove a trainer who has upcoming sessions assigned. Cancel or reassign those sessions first.

How Trainers Are Used

Assigning Trainers to Sessions

When creating a calendar session:

  1. Select a trainer from the dropdown
  2. The trainer is notified of the session
  3. The trainer's name appears on the session details

Trainer Notifications

Trainers receive:

  • Session invitation emails when assigned to a session
  • Weekly roundup emails summarising their upcoming sessions
  • Session cancellation emails if a session is cancelled

Attendee View

When users view a session:

  • They see the trainer's name
  • They can view the trainer's profile picture and bio
  • This helps attendees know who will be leading the training

Tips

Who Should Be a Trainer?

  • Internal subject matter experts
  • Department heads who lead training
  • External contractors who deliver sessions
  • HR staff who run induction training

Trainer vs Manager Role

TrainerManager
Can lead training sessionsCan view team training progress
Has a trainer profileHas Team Management access
Receives session notificationsReceives team digest emails

A user can be both a trainer AND a manager.

Troubleshooting

Can't find a user to add as trainer

  • Check they exist in User Management
  • Check they're not already a trainer
  • Check your search spelling

Trainer profile picture not updating

Try refreshing the page. Profile pictures are cached for performance.

Can't remove a trainer

Check if they have upcoming sessions. Cancel or reassign those sessions first.

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