easylearning Frequently Asked Questions


Section One – Getting started



 How do I get to the site to register and once  I’ve registered?

 The green lightbulb on the intranet homepage or this link


 Register with easylearning

You will need the following: surname, trust email and employee number (8 digit number without a '-2' at the end if you have a second assignment, which can be found on your payslip) to log into the system.

You will need to choose a password which must be at least eight characters long. easylearning will send you a verification email.

In the email follow the link, select your line manager and answer three role specific questions. If you have more than one job please answer for the role that requires the most job relevant training.


What’s my password?

Your password will be at least 8 digits. If you need to reset it please click on the following link. Please note that if you cannot access this link it means that you need to update your web browser.

In order to do this you will need contact ICT services.




Section Two - Viewing my record

How do I view my training record?

 From the homepage (once they’ve logged in) click on ‘My Training Record’ on the left hand side. The start date is the date of the training and date booked is when it was recorded.


Under “my certificates” there are skills that I do not think I require. What do I do?

 Please ask your manager to email us at [email protected]  to confirm this and we will pass this on to the relevant lead for approval of the exemption.



What happens to my mandatory training record if I go out of the office for a period for example maternity, external secondment career break or paternity leave ?

Your training record will drop into the the “non mandatory” section until you return to work. There may be a short delay while your ESR record is updated with your absence.


Section Three – Booking Training

I have received a reminder email. How do I book my training?

Please click on the link and log into easylearning.

  1. Once you have selected your course click the book button
  2. Select if for you or someone else (managers can book their team on). Click continue
  3. Check it is the right course and date click continue if correct or discard if incorrect
  4. Check your Line Manager is correct – you can change this now if incorrect and tick the box for the terms and conditions. Click Continue.
  5. This has now been sent to your line manager to approve

I have booked but I haven’t received a confirmation email

When you book a course an email is sent to your manager to approve it. Once your manager has approved your training request you will receive a confirmation email.


There were no dates available do I go on the waiting list for a course?

If you log onto easy learning and choose the course that you want to book for you can only view the first eight dates. To see more dates click on the “show all events” which is located just above the list of course dates. By clicking on that link you will be able to see more than the 8 showing dates and book yourself to dates that are not full.


My line manager was not there in the system

Please email the team.


Section Four – Changing a booking

I can’t attend this session can I rebook/cancel?

You will have to cancel the booked session first and book yourself on the next session through easylearning.

In order to cancel a training session that you are already booked for, you will need to log onto easy learning system and under “my training” you will see the date you are currently booked for. Click on the date and on the following screen you will see the option to cancel your booking.

If you are unable to your training session it means that your request has not yet been approved by your line manager. In this case you will need to contact your manager to cancel it.



Section Five – After the course

I have received a feedback form online and I completed on face-to-face, do I need to do both?

You don’t have to complete two feedback forms. As the easy learning system is still fairly new we ask participants to complete one of the two feedback forms (online or face-to-face).

If you would like to fill in both forms there is no problem with that. The future plan is that all learners will complete feedback forms online onto the easy learning system.


How can I download my certificates?

In order to download your certificates: log on to easy learning and go to your training record.  You will be able to see your certificates by clicking on the red ribbon next to your confirmed attendance. Unfortunately, you will not be able to see any other certificates from previous courses because the system displays only the certificates completed since the beginning of the easy learning system.



Section Six – Managers

There is further guidance for Managers available on the homepage

How do I view my team?

Your team members will appear on the bottom left of the screen. If the team hasn’t signed in yet then it’s likely that they won’t appear.

Managers who have the correct access can add team members by clicking on Edit Members of My Team on the bottom left. They search by Surname, then click on the name once it’s appeared and press Save when finished.

To view a summary of the team click ‘View My Team’s Certificates’

If they want to see the individuals training record they need to click on the little blue person next to the member of staff’s name.


I am a Line Manager how do I update easylearning?

Please email us at [email protected]

Why am I receiving reminder emails for my staff who are already booked to complete?

Please note that the emails that you receive are automatic from the easy learning system and unfortunately we can’t alter this. The system does not take in consideration that your team members have booked for training sessions as they may cancel the course or not attend that’s why you still receive these reminders. Please ignore these emails as they are automatic.


My team member’s details (ie name change) have changed how do I update easylearning?  

In order for the records on the LMS (easy learning system) to be updated, the payroll team needs to update the ESR system and this will update the LMS. If you want to update the records of a member of your team please complete the relevant change form for payroll.


Line manager: how can I book my staff on training?

You can book your staff on training for skills that they require to update by logging on easy learning and on the top of the screen under the Heart of England image there is a link called “course search”. After searching for the course that you want them to be booked for, you click on “I want to make this purchase for someone else” and then you follow the process to book them on training.


I am getting reminders for my team as well. Is this correct?

These reminder emails are sent for all skills for all staff. The purpose of the reminders if to give your team and you the time to arrange their training so that they remain in date.


How does Line Manager authorisation work?

The system sends you an email to ask you to authorise training requests from your team members. If a member of your team asks you to authorise training however you have not received any emails about it, please log on easylearning and on the right side of the homepage of your easylearning account there is a section called “my task list”. If you have any training requests from your team they will be located in that section.


Why do I need to authorise training?

To ensure full use of our mandatory training sessions from 04/01/2016 all mandatory training courses must be authorised by the line manager via easylearning. If the request has been on the system for more than 14 days without being authorised then the place will be cancelled to enable others to book on. Please note that if you don’t have access to a computer/on leave to accept or decline training requests for your team members, the system allows you to give proxy authorisation to another member of your team (e.g. personal assistant) who will be able to accept or decline these requests on your behalf. In order to do this please read the attached instructions or contact us via [email protected] and we will be able to assist you.








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