How to Replace Trainer in a Group

Overview

In the Student Management System (SMS) there is a feature that allows you to replace an existing trainer in a group with a new trainer. This function enables administrators to select a current trainer and reassign some or all of the events they are associated with to another trainer.

This is particularly useful when a trainer becomes unavailable or when responsibilities need to be redistributed, as it ensures that scheduled events remain properly assigned without the need to manually update each event individually.

In this tutorial, we’ll guide you through the steps to replace a trainer in a group within the SMS.

Step Tutorial

1. From the sidebar menu, go to Schedule > Groups tab.

2. Select the Group that you want to update. The Inline Filters can help you look for any specific group. Click here if you want to know more on How to Use the Search Group Page.

3. In the sample below, we used a combination of inline filters (Type and Location) to narrow down the search group results.

4. Once found, click on the Group Name under the Group Column.

5. In the Details tab, the replace icon is available at the end of the Trainers dropdown field.

6. To replace the existing trainer/s, click on the replace icon. This will open the Replace Trainer modal.

Trainer to Replace - If the group has only one trainer assigned, that trainer will only be the option in this field. If multiple trainers are assigned, this dropdown will display all trainers currently associated with the group.
Replace with - This dropdown contains all active trainers, excluding the trainer selected in the Trainer to Replace field.
Replace for All Events - This field is toggled off by default.

When disabled: Two date input fields will be displayed, allowing you to select a specific date range. The trainer selected in the Replace with dropdown will be assigned only to the events within the selected date range for the related group where the Trainer to Replace is currently assigned.

NOTE: The replaced trainer will not be removed from the group’s assigned trainers in the Details and Events tabs for events outside the selected date range.

When enabled: The date input fields will be hidden. The trainer selected in the Replace with dropdown will be assigned to all events for the related group where the Trainer to Replace is assigned.

NOTE: The replaced trainer will be removed from the group’s assigned trainers, as they no longer have any associated events.

IMPORTANT: When changing the trainer assigned to a group, please be aware of the following behaviors if the Program Instance is connected to LMS:

Replacing the original trainer - If the original trainer is fully replaced, they will be automatically suspended from accessing the associated LMS group and course.
Assigning a new trainer - When a new trainer is assigned, they will be automatically enrolled in the connected LMS course and group, with the appropriate permissions based on their user account.
Partial trainer replacement (limited dates only) - If a new trainer is assigned for limited dates only, both trainers will retain access to the LMS course and group.

Once done, click the Save button.

A warning message will pop-up. To proceed, you must type the word REPLACE exactly as shown in the text field and then click the REPLACE button.

And that’s how to replace a trainer in a group in the SMS!

Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.

FAQs

Can I replace multiple trainers at once?

No. The Replace Trainer feature only allows you to replace one trainer at a time. If multiple trainers need to be replaced, repeat the process for each trainer individually.

Can I replace a trainer for only some events in a group?

Yes. If Replace for All Events is toggled off, you can specify a date range. The new trainer will be assigned only to events within that range.

What happens if the replaced trainer still has other events outside the selected date range?

The replaced trainer will remain assigned to those events. Only the events within the specified date range or all events (if toggled on) will be reassigned to the new trainer.