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
- Log in as an Admin
- Click Admin in the navigation menu
- Select Settings
- Click on the Trainers tab
2
Click 'Add Trainer'
- Click the Add Trainer button at the top of the page
- A form will appear to search for users
3
Search and Select a User
- In the search box, start typing the user's name or email
- A list of matching users appears
- Click on the user you want to make a trainer
- A checkmark shows the user is selected
Tip
Only users who are not already trainers will appear in the search results.
4
Confirm
- With the user selected, click Add Trainer
- The user now appears in the trainers list
- They automatically receive the "trainer" role
Managing Trainer Profiles
Each trainer can have a profile that displays on session details.
Editing a Trainer Profile
- In the trainers list, click the Edit (pencil icon) for the trainer
- A profile editor opens
Profile Fields
| Field | Description |
|---|---|
| Profile Picture | Upload a photo (will be compressed automatically) |
| Bio | A short description (max 255 characters) |
Uploading a Profile Picture
- Click Upload Picture
- Select an image file (JPEG, PNG)
- The image is automatically resized and compressed
- 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
- Go to Admin → Settings → Trainers
- Find the trainer in the list
- Click the Remove (trash icon) button
- Confirm when prompted
- 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:
- Select a trainer from the dropdown
- The trainer is notified of the session
- 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
| Trainer | Manager |
|---|---|
| Can lead training sessions | Can view team training progress |
| Has a trainer profile | Has Team Management access |
| Receives session notifications | Receives 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.
Related Guides
- Creating Users - Create the user account first
- Adding Calendar Sessions - Assign trainers to sessions
- Recurring Sessions with Teams - Set up regular training