upskill-event-manager/docs/TRAINER-USER-GUIDE.md

HVAC Trainer User Guide

Version: 2.0.0
Last Updated: August 28, 2025
Audience: HVAC Trainers
Platform: HVAC Community Events

Welcome to HVAC Community Events!

This comprehensive guide will help you make the most of the HVAC Community Events platform. Whether you're creating your first event or managing an established training program, this guide covers everything you need to know.

Table of Contents

1. Getting Started
2. Dashboard Overview
3. Managing Your Profile
4. Creating and Managing Events
5. Venue Management
6. Organizer Management
7. Training Leads
8. Certificate Generation
9. Reports and Analytics
10. Best Practices
11. Troubleshooting
12. Getting Help

Getting Started

First Time Login

1. Navigate to Login Page: Visit /community-login/
2. Enter Credentials: Use the username and password provided during registration
3. Access Dashboard: You'll be redirected to /trainer/dashboard/

Initial Setup Checklist

• Complete your trainer profile
• Upload profile photo
• Add at least one venue
• Create your organization profile
• Set up your first event
• Test certificate generation
• Share your public profile

Understanding Your Role

As an HVAC Trainer, you have access to:

• Event Management: Create and manage training events
• Venue Directory: Manage training locations
• Organization Profiles: Represent your company
• Lead Management: Track potential clients
• Certificate System: Generate completion certificates
• Analytics: Monitor your training metrics

Dashboard Overview

Your dashboard at /trainer/dashboard/ is your command center:

Navigation Menu

🏠 Dashboard
📅 Events
👥 Attendees  
📍 Venues
🏢 Organizations
📊 Reports
👤 Profile
💼 Training Leads

Dashboard Widgets

Quick Stats

• Total Events: Lifetime event count
• Upcoming Events: Next 30 days
• Total Attendees: All-time participants
• This Month: Current month metrics

Recent Activity

• Latest event registrations
• Recent profile views
• New training leads
• Upcoming events

Quick Actions

• [Create New Event]
• [Add Venue]
• [View Reports]
• [Share Profile]

Managing Your Profile

Profile Information

Navigate to /trainer/profile/ to manage:

Basic Information

• Display Name: How you appear publicly
• Bio: Professional background (500 words)
• Credentials: Certifications and qualifications
• Experience: Years in HVAC training
• Specialties: Areas of expertise

Contact Information

• Email: Public contact email
• Phone: Business phone number
• Website: Personal/company website
• Social Media: LinkedIn, Twitter, Facebook

Profile Photo

• Requirements: JPG/PNG, max 2MB
• Recommended: 400x400px square
• Tips: Professional headshot works best

Public Profile Sharing

Your public profile is available at /trainer/profile/[username]/

Sharing Options

1. Direct Link: Copy and share URL
2. QR Code: Download for print materials
3. Social Media: Share buttons for major platforms
4. Email Signature: HTML snippet provided

Profile Features

• Professional bio and photo
• Upcoming events calendar
• Contact form for leads
• Credentials display
• Social media links

Creating and Managing Events

Creating Your First Event

Navigate to /trainer/events/create-event/

Step 1: Basic Information

Event Title: [EPA 608 Certification Prep Course]
Event Type: [Training ▼]
Category: [Certification ▼]
Description: [Comprehensive training...]

Step 2: Date and Time

Start Date: [08/30/2025]
Start Time: [09:00 AM]
End Date: [08/31/2025]
End Time: [05:00 PM]
All Day Event: [ ]

Step 3: Location

Venue: [Select Existing ▼] or [Create New]
Online Event: [ ]
Hybrid Event: [ ]

Step 4: Registration

Enable Registration: [✓]
Max Attendees: [25]
Registration Deadline: [08/28/2025]
Price: [$299]
Early Bird Price: [$249]
Early Bird Deadline: [08/15/2025]

Step 5: Additional Details

Organizer: [Select Organization ▼]
Contact Email: [trainer@example.com]
Contact Phone: [555-0123]
Event Website: [optional]

Managing Existing Events

Navigate to /trainer/events/ to view all events:

Event List Features

• Filters: Upcoming, Past, Draft
• Search: Find by title or date
• Bulk Actions: Delete, Duplicate
• Quick Edit: Inline editing

Event Actions

• Edit: Modify any event details
• Clone: Duplicate for similar events
• Cancel: Mark as cancelled (preserves data)
• Delete: Permanently remove (careful!)

Event Best Practices

Compelling Titles

• ✅ "EPA 608 Universal Certification - 2 Day Intensive"
• ❌ "Training Session"

Detailed Descriptions

Include:

• Learning objectives
• Prerequisites
• What to bring
• Lunch arrangements
• Certification details

Optimal Scheduling

• Avoid major holidays
• Consider local events
• Morning starts preferred
• Allow registration buffer

Venue Management

Understanding Venues

Venues are reusable training locations that can be selected during event creation.

Adding a New Venue

Navigate to /trainer/venue/manage/

Required Information

Venue Name: [HVAC Training Center]
Street Address: [123 Main Street]
City: [New York]
State/Province: [NY]
Zip/Postal Code: [10001]
Country: [United States ▼]

Optional Information

Description: [Modern facility with...]
Phone: [555-0123]
Website: [https://venue.com]

Managing Your Venues

Navigate to /trainer/venue/list/ to see all venues:

Venue List Features

• Search: Find by name or location
• Filter: By state or city
• Pagination: 20 venues per page
• Ownership: "Your Venue" badges

Venue Actions

• Edit: Update venue details
• Delete: Remove unused venues
• View Events: See events at venue

Venue Tips

Accurate Addresses

• Ensures proper map display
• Helps attendee navigation
• Improves search results

Complete Information

• Include parking details
• Note accessibility features
• Mention nearby landmarks

Organizer Management

Understanding Organizers

Organizers represent the companies or organizations hosting events.

Creating an Organization

Navigate to /trainer/organizer/manage/

Organization Logo

[Upload Logo] - JPG/PNG/GIF/WebP, max 5MB
Recommended: 300x300px

Organization Details

Organization Name: [ACME HVAC Training]
Description: [Leading provider of...]

Headquarters Location

City: [New York]
State/Province: [NY]
Country: [United States ▼]

Contact Information

Phone: [555-0123]
Email: [contact@acme.com]
Website: [https://acme.com]

Managing Organizations

Navigate to /trainer/organizer/list/

Organization Features

• Logo Display: Visual branding
• Contact Info: Quick reference
• Headquarters: Location display
• Website Link: Direct access

Best Practices

• Professional logo enhances credibility
• Complete profiles attract more attendees
• Consistent branding across events

Training Leads

Understanding Leads

Training leads are inquiries from potential clients who found you through the directory.

Managing Leads

Navigate to /trainer/profile/training-leads/

Lead Information

• Date: When submitted
• Contact: Name, email, phone
• Location: City and state
• Message: Their inquiry
• Status: New/Read/Replied/Archived

Lead Actions

Mark as Read

Changes status from "New" to "Read"

[Mark Read] → Status: Read

Mark as Replied

Indicates you've contacted the lead

[Mark Replied] → Status: Replied

Archive

Closes the lead (completed/not relevant)

[Archive] → Status: Archived

Lead Response Best Practices

Quick Response

• Respond within 24 hours
• Use provided contact method
• Reference their specific needs

Professional Communication

Subject: Re: HVAC Training Inquiry

Dear [Name],

Thank you for your interest in our HVAC training programs.
I'd be happy to discuss your team's certification needs...

Best regards,
[Your Name]
[Credentials]

Generating More Leads

Profile Optimization

• Complete all profile fields
• Professional photo
• Detailed bio
• Clear credentials

Profile Sharing

• Share link on social media
• Include in email signature
• Add to business cards
• Post in forums

Certificate Generation

Understanding Certificates

Certificates provide official documentation of training completion.

Generating Certificates

Navigate to /trainer/reports/ and select an event:

Single Certificate

1. Select event from list
2. Click attendee name
3. Click [Generate Certificate]
4. PDF downloads automatically

Bulk Certificates

1. Select event from list
2. Click [Select All] or choose specific attendees
3. Click [Generate Certificates]
4. ZIP file downloads with all PDFs

Certificate Information

Certificates include:

• Attendee name
• Course title
• Completion date
• Trainer name and credentials
• Organization logo
• Certificate number
• QR code for verification

Certificate Best Practices

Timely Distribution

• Generate immediately after event
• Email to attendees within 48 hours
• Keep copies for records

Professional Appearance

• Ensure organization logo uploaded
• Verify all information accurate
• Use high-quality PDF settings

Reports and Analytics

Available Reports

Navigate to /trainer/reports/

Event Summary

• Total events conducted
• Attendee counts
• Revenue generated
• Completion rates

Attendee Report

• Demographics
• Geographic distribution
• Repeat attendees
• Contact information

Financial Report

• Revenue by event
• Payment status
• Refunds processed
• Monthly/yearly totals

Exporting Data

CSV Export

1. Select report type
2. Choose date range
3. Click [Export to CSV]
4. Open in Excel/Google Sheets

PDF Reports

1. Select report type
2. Click [Generate PDF]
3. Professional formatted report

Using Analytics

Identify Trends

• Popular course topics
• Optimal scheduling
• Pricing sweet spots
• Geographic demand

Improve Performance

• Low attendance analysis
• Feedback incorporation
• Content optimization
• Marketing effectiveness

Best Practices

Event Success Tips

Pre-Event

• 2 Weeks Before: Send reminder emails
• 1 Week Before: Confirm venue details
• 3 Days Before: Final headcount
• 1 Day Before: Prep materials

During Event

• Arrive Early: 1 hour minimum
• Take Attendance: Use mobile app
• Engage Attendees: Interactive training
• Document: Photos for marketing

Post-Event

• Same Day: Mark attendance
• 24 Hours: Send thank you email
• 48 Hours: Distribute certificates
• 1 Week: Request feedback

Profile Optimization

SEO-Friendly

• Use relevant keywords
• Complete all fields
• Regular updates
• Link building

Professional Image

• High-quality photo
• Detailed credentials
• Client testimonials
• Success stories

Lead Conversion

Response Template

1. Acknowledge inquiry
2. Address specific needs
3. Propose solutions
4. Include credentials
5. Clear call-to-action
6. Professional signature

Follow-Up Schedule

• Day 1: Initial response
• Day 3: Follow-up if no reply
• Day 7: Final follow-up
• Day 14: Archive if no response

Troubleshooting

Common Issues

Can't Create Event

Solution: Ensure all required fields completed

✓ Title
✓ Date/Time
✓ Venue (or online)
✓ Description

Venue Not Appearing

Solution: Check venue status

• Must be published
• Must be your venue
• Refresh page

Certificate Generation Fails

Solution: Verify requirements

• Event must be completed
• Attendee must be marked present
• Organization logo uploaded

Leads Not Showing

Solution: Check filters

• Remove date filters
• Check status filter
• Verify trainer ID

Error Messages

Error	Meaning	Action
"Unauthorized"	Not logged in	Log in again
"Permission Denied"	Wrong role	Contact admin
"Venue in use"	Can't delete	Remove from events first
"Invalid date"	Past date selected	Choose future date

Getting Help

Support Resources

Documentation

• User Guide (this document)
• Video Tutorials
• FAQ Section
• Knowledge Base

Contact Support

• Email: support@hvac-events.com
• Phone: 1-800-HVAC-HELP
• Hours: Mon-Fri 9am-5pm EST

Community Forum

• Ask questions
• Share tips
• Network with trainers
• Feature requests

Feature Requests

Have an idea? Submit through:

1. Dashboard feedback widget
2. Community forum
3. Email to features@hvac-events.com

Training Resources

Webinars

• Monthly platform training
• Best practices sessions
• Q&A with experts

Documentation Updates

• Release notes
• Feature announcements
• System maintenance

Appendices

Keyboard Shortcuts

Shortcut	Action
Ctrl+N	New event
Ctrl+S	Save changes
Ctrl+F	Search
Esc	Close modal

Status Indicators

Icon	Meaning
🟢	Active/Published
🟡	Pending/Draft
🔴	Cancelled/Archived
⭐	Featured

Glossary

Term	Definition
Lead	Potential client inquiry
Venue	Training location
Organizer	Hosting organization
TEC	The Events Calendar plugin

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Thank you for being part of the HVAC Community Events platform!

Last updated: August 28, 2025 | Version 2.0.0