Signing In

Go to trainer-portal.html and sign in with your email and password. You'll see your upcoming sessions immediately.

Your Schedule

The Schedule tab shows all sessions assigned to you. Filter by:

• Upcoming — all future sessions
• This Week — sessions in the next 7 days
• Next 30 Days — planning view
• Past — completed sessions

Click any session card to expand it and see the full delegate list — names, email addresses, organisations and any notes.

Delegate Lists

Each expanded session shows all confirmed delegates. You can see:

• Delegate name and email
• Organisation / employer
• Any additional named delegates added by the booker
• Session location with Google Maps link
• Online meeting link (if applicable)

Course Resources

The Resources tab shows pre-reading PDFs and materials for courses you are qualified to deliver. Resources are grouped by course. You cannot see resources for courses not in your qualifications list.

Setting Up Your Account (for admins)

Signing In

You will receive an invitation email from GTS MedOH. Click the link, set your password, and you will be taken to the Organisation Hub at company-portal.html.

Organisation Hub Overview

Making a Booking

Compliance Tab

The Compliance tab shows your organisation's full compliance picture across four sub-tabs:

• Overview — compliance score, priority actions, full records table
• Heatmap — department × compliance type grid. Green ≥80% · Amber 60–79% · Red <60%
• Departments — per-employee drill-down with all records and expiry dates
• Competency Matrix — which employees have which required certificates

Using the AI Assistant

Go to the AI tab and type any question about your organisation's compliance. Examples:

• "Show expiring certificates in the next 90 days"
• "Which employees are missing mandatory training?"
• "What is our overall compliance score?"
• "Generate a management summary"

Signing In

Go to my-bookings.html and sign in. If you don't have an account, click Sign Up and use the same email address that was used when your booking was made — your records will link automatically.

What You Can See

Downloading Your Certificate

Certificates are issued automatically as soon as a session is marked complete, and emailed to you — you don't need to do anything. Find your certificate under your booking or in the Certificates section. Click Download — it opens as a PDF you can save or print.

Submitting Course Feedback

After attending a session your certificate is emailed to you automatically. You'll also receive a feedback email — click the link, or use the ⭐ Submit Feedback button on your booking card. Feedback is optional and your certificate is never held back for it, but we'd genuinely love your input.

Rescheduling or Cancelling

• Reschedule — click Reschedule Request on your booking. A message is sent to the GTS MedOH team who will contact you with available alternatives.
• Cancel — click Cancel Booking on any upcoming confirmed booking. Cancellation policies apply — check your booking confirmation for details.

Creating a Course

Scheduling a Session

Admin → Sessions → + Add Session. Select the course, date, time, location and trainer. Sessions automatically appear in the booking form as available dates once created.

Marking a Session Complete

Automatic Issuance

Certificates are issued automatically — no manual action needed — when:

1. An admin marks the session complete and ticks the delegate as Attended

Feedback is requested separately and is optional — the certificate is never held back waiting for it.

The certificate is emailed to the delegate as soon as the session is marked complete. It also becomes available in their delegate portal and in the organisation hub.

Certificate Contents

• Unique certificate number (format: GTS-2026-00001)
• Delegate name, course name, session date, trainer name, location
• CPD points awarded
• Issue date and expiry date (based on course validity months)
• Public verification URL

Downloading a Certificate

Certificates can be downloaded from:

• Delegate portal — the delegate downloads their own
• Organisation Hub → Bookings — bookers download for their delegates
• Admin → Sessions — admins can download any certificate

Verifying a Certificate

Anyone can verify a certificate at certificate.html?token=XXXX. No login required. The page shows the full certificate details and confirms it is genuine.

Voiding a Certificate

Admin → Certificates → find the certificate → Void. You must enter a reason. Voided certificates remain in the system with a void marker and cannot be downloaded. A replacement can be issued by reissuing.

Reissuing a Certificate

After voiding, select Reissue and enter a reason. A new certificate with a new number is generated and linked to the original for audit trail purposes.

Expiry Tracking

Certificates have an expiry date based on validity_months set on the course. Reminder emails fire automatically at:

• 60 days before expiry
• 30 days before expiry

Compliance records track expiry separately with additional alerts at 180, 90, 30 and 7 days (configurable per compliance type).

The Auto-Generation Pipeline

When set up correctly, compliance records are created with no manual entry:

Delegate attends course
→ Certificate issued
→ Compliance record created automatically
   • Employee matched or created by email
   • Expiry computed from compliance type validity
   • Status: current / expiring_soon / expired
→ Expiry alerts set at 180 · 90 · 30 · 7 days

Three things must be true for this to work:

1. The course has a Compliance Type set (Admin → Courses → edit)
2. The booking has a company_id (automatic for known orgs)
3. The delegate has an email address on the booking

Compliance Types

Admin → Comp. Types. Each type is a card showing category, validity period and reminder schedule. The platform ships with 20 pre-configured types.

To add a new type: click + Add Type and set:

• Name — as it appears in reports
• Category — training, occupational_health, equipment, risk, operational, audit
• Validity (months) — blank = permanent
• Reminder days — e.g. 180,90,30,7
• Evidence required — forces upload when recording manually

Competency Requirements

Define what each job role requires. Admin → Compliance → Competency Requirements → + Add Requirement. Set Organisation, Job Role, Compliance Type and whether it's mandatory.

Once set, the gap analysis automatically identifies which employees are missing required certificates.

Recording Compliance Manually

For external certificates or historical records: Admin → Compliance → All Compliance Records → + Add Record. Or use the CSV import button for bulk uploads.

Compliance Heatmap

Organisation Hub → Compliance → Heatmap. Shows a department × compliance type grid. Green ≥80%, amber 60–79%, red <60%. Hover any cell for the exact count.

How the AI Works

The AI reads your question, selects the most appropriate approved report from a catalogue of whitelisted functions, runs that report against your data, and returns a structured response. It never generates SQL and never has direct database access.

Where to Access the AI

• Admin → AI Assistant tab — full operational AI for all approved reports
• Organisation Hub → AI tab — scoped to the organisation only
• Management Intelligence dashboard — executive AI with 7 quick prompts

Example Questions

Saving Reports

After the AI runs a report, click Save Current. Name the report and set visibility:

• Private — only you can see it
• Organisation — all users in your org
• Admin Global — all platform administrators

Saved reports appear below the chat and can be re-run instantly.

If the AI Can't Find a Report

Try rephrasing. The AI matches natural language to a fixed catalogue of reports. If your question doesn't map clearly, it will offer general advisory guidance. Use the quick prompts on the Management Intelligence dashboard for inspiration.

Renewal Revenue Intelligence Tab

Admin → Renewals. This operational dashboard shows:

• Total Pipeline — forecast renewal revenue based on expiring certificates × course price
• At Risk (unbooked) — pipeline value with no renewal booking confirmed
• Already Booked — renewals already secured
• Revenue Leakage — unbooked pipeline as a % of total, colour-coded green/amber/red
• Revenue Timeline — week-by-week expiry chart
• Expiring Categories by Value — which compliance types drive most revenue

How the Pipeline Is Calculated

For each expiring compliance record, the system finds the cheapest published course price for that compliance type. If no course is mapped, it uses the organisation's average booking value as a fallback.

The pipeline window is set by the time selector (30/60/90/180 days) at the top of the tab.

Renewal Probability Score

Each organisation receives a probability score (0–100) based on:

• Historical rebook rate — did they rebook after previous expiries? (50% weight)
• Booking recency — how recently did they last book? (30% weight)
• Volume — number of expiring certificates (20% weight)

At-Risk Customers

The At-Risk table shows high-value organisations with expiring compliance and no recent booking. The action priority column shows:

• 🔴 Urgent — £1,000+ at risk, inactive 180+ days
• 🟠 High value — contact soon — £500+ pipeline
• 🟡 Monitor — renewal approaching

AI Recommended Actions

Click 🤖 AI Actions on the Renewals tab. The AI analyses the current pipeline and generates specific account manager recommendations — which organisations to contact, which compliance types to prioritise, and suggested next steps.

Revenue Leakage

Revenue Leakage = Total Pipeline − Already Secured. The traffic light thresholds are:

• 🟢 Green — less than 20% leakage (most pipeline converting)
• 🟡 Amber — 20–40% leakage (action recommended)
• 🔴 Red — more than 40% leakage (significant revenue at risk)

For a full drill-down by organisation and compliance type, go to the Management Intelligence dashboard → Revenue Leakage section.

Getting Started

Operations

Technical Reference

Book a delegate onto a course

Booking form → select course → select date → enter delegate details → pay by card or PO → confirm.

Mark a session as complete and issue certificates

Admin → Sessions → find session → click Manage → tick attended delegates → click Mark Complete & Issue Certificates. Certificates are issued and emailed straight away; a feedback request is also sent (optional).

Download a certificate

Admin → Sessions → session → delegate row → Download Certificate. Or via Delegate Portal → Certificates.

Add a new compliance type

Admin → Comp. Types → + Add Type → fill in name, category, validity months and reminder schedule → Save.

Record an external certificate manually

Admin → Compliance → All Compliance Records → + Add Record → select organisation, employee, compliance type, dates and provider.

Import bulk compliance records from CSV

Admin → Compliance → ⬆ Import Certs → upload CSV file (email, first_name, last_name, compliance_type_name, issued_date, expiry_date, certificate_number, provider_name) → preview → confirm import.

Set up competency requirements for a job role

Admin → Compliance → Competency Requirements → + Add Requirement → select organisation, job role and compliance type → mark mandatory → Save.

Run a gap analysis for an employee

Admin → Workforce → find employee card → click Gap Analysis button. The system shows every required compliance type they are missing or have lapsed.

Add an asset to the register

Admin → Assets → + Add Asset → fill in name, category, organisation, serial number, location, next inspection date and calibration due date → Save.

Log a near miss or risk assessment

Admin → Risk & Audit → + Add Item → select type (Near Miss, Risk Assessment etc.) → fill in title, description, risk level, owner and due date → Save. A reference number is generated automatically.

Send a portal invitation to a company booker

Admin → Users → Send Portal Invite → enter their email address and organisation name → Send. They receive a set-password email and can access the Organisation Hub immediately.

Link a trainer to their portal account

Admin → Trainers → find trainer → Edit → scroll to Portal Login Account → enter their email → Link Account → save.

Void and reissue a certificate

Admin → Certificates → find certificate → Void (enter reason) → Reissue (enter reason). A new certificate with a new number is linked to the original for audit trail.

Export compliance records to CSV

Admin → Compliance → All Compliance Records → ⬇ Export. The CSV includes organisation, employee, compliance type, category, status, dates, certificate number and provider.

Refresh the Management Intelligence dashboard

Click the ↻ Refresh button at the top of admin-intelligence.html. To force a full cache refresh, run the four compute functions in the Supabase SQL Editor.