This is where you register a candidate (or several) for a course and send them their pre-course standards link.
The sheet picker is grouped: Core Standards are flat checkboxes; Specialist sheets (SMHS, SFHS, STHS, SSHS) are collapsed by default — click a group's heading to expand it, or tick its "Select all" box to tick every sheet in that group at once; the Extension Levels group (S1HS–S10HS) is expanded by default.
Only fill this in for a D&TA-accredited course. Paste the link from the event you've already created in D&TA's own CiviCRM system. Adding this link is what makes the candidate's portal show the two-step D&TA flow (register with D&TA first, then complete your standards record) — leave it blank and the candidate only sees the standards form.
Enter one email per line (or comma-separated) to invite several candidates to the same event at once. The training date is optional but recommended — the candidate's portal link expires 3 days after it, and it's shown to them as context.
Send Portal Link does two things in one click: it creates the event (title auto-generated from the sheets you picked) and immediately sends an invite email to every address you entered. Each candidate gets sent, or fails, independently — you'll see exactly which addresses succeeded and which failed in the confirmation message.
Every candidate you've invited who hasn't been signed off yet — whether they haven't started, are mid-form, or you've sent their submission back for changes.
✓ means the invite was sent but the candidate hasn't opened their link yet; two green ticks (✓✓) mean they've opened it at least once. Hover the tick to see exactly when.Candidates who've submitted their standards form and are waiting on you to review and sign off.
Each sheet on the submission shows how many items the candidate ticked. Only sheets with at least one ticked item are checked by default — a sheet with nothing ticked is left unchecked and flagged in red, since signing it off would produce a blank "signed" document for content the candidate never actually did. Untick or re-tick any sheet yourself before signing off; click "Show ticked items" to see exactly what they confirmed on a given sheet.
Tick "This delegate is the school's D&TA site contact" if this particular candidate is who the school has designated as the main D&TA point of contact — this is used later on the D&TA tab.
Only matters for D&TA-accredited courses. Candidates create their own D&TA account and sign up for the course themselves (the invite email walks them through it), so your job here is ticking their accreditations. Signed candidates land on the D&TA tab, one card per training date, headed with D&TA's own name for the event and a link to it. Each person shows their name and email (with Copy buttons) and exactly which accreditations to tick under "Select accreditations".
If someone trained with you on more than one date, their list covers everything from every date, grouped under a heading per date. By person (next to the ordering buttons) switches to one card per candidate instead.
Once you've ticked everyone on D&TA, click Mark event as reported. The date moves down to Already reported at the bottom of the tab (click it to open), so you always know what's outstanding versus done.
Per delegate you can also Return to Approvals (reopen for another review — their already-sent signed PDF and email aren't undone, this just lets you review again) or Delete (permanent).
For paying D&TA through their "Training Completion (Invoice Request)" form. There's one card per training date with anyone not yet invoiced, holding the Event Name, Event Date, number of attendees and delegate details to copy into the form. The delegate details follow D&TA's own guide: the courses covered on the first line, then each person's full name and training date(s). Someone who trained on more than one date is one fee, listed once with all their dates on the card for their earliest date. Names with initials (e.g. "Mr A D Vine") are flagged, as D&TA needs full names, and a date with more than 10 people is split into requests of 10 or fewer. Submit one request at a time, so each D&TA invoice matches one request here.
D&TA gives you an invoice as soon as you submit. Put its number in the box on the card and click Mark as invoiced. The people move to Already invoiced, where you can open any request to add or correct the invoice number, total and the date you paid it.
Find any candidate by name, email, or school — across their entire history, regardless of which tab they currently sit in or what status they're at. Useful once someone's moved on from In-Flight/Approvals and you need to look them up again.
From a search result you can Download signed PDF (only shown once they're signed — regenerates it fresh from their saved answers, so there's always an up-to-date copy even though we don't keep a permanent stored file) or Delete record (permanent, for clearing out a junk or duplicate entry). The same per-record delete is also available directly on the Approvals and D&TA tabs.
Your name, title/role, and organisation name — these appear on every invite email and signed PDF you send.
Upload a PNG or JPG of your signature on a white or transparent background. This is what gets stamped as your "APPROVED BY" mark on every signed PDF from then on — watch for the "Signature saved." confirmation text right under the file picker after uploading; if it doesn't appear, it hasn't actually saved.
A toggle to stop asking D&TA-accredited course candidates for their home address on your own portal — D&TA already collects it separately for their certificate, so this is purely about you holding one less piece of personal data. Off by default.
Everything about the invite email's layout, D&TA logic, branding, and "what to expect" checklist is fixed — the one part you can customise is the opening paragraph, which explains to a candidate why it's worth doing this before the session. Leave it blank to use the default wording. The Preview panel shows exactly what a candidate receives, live, as you type — including a toggle to preview the two-step D&TA version.
Upload your own reference material (charts, handouts, presentations) against a specific course. Candidates see these under the matching course on their own portal — but only while their invite link is still active, so this isn't a permanent public file store.
This page is read-only reporting, not self-service billing: Account status shows your current status and total signed submissions; Billing shows your agreed rate per submission and how many unbilled submissions are outstanding. Invoices themselves are generated by Maker Safety, not automatically — they'll appear under Invoice history once raised.
When a candidate opens their portal link, they get a checklist page for every standards sheet on the event — each sheet expands/collapses, with the hazards and control measures they need to read and tick to confirm understanding. If the event is D&TA-accredited, they see a banner directing them to register with D&TA first, with a self-confirmation checkbox once they have. At the bottom they enter their name, institution, and (unless you've turned it off in Settings) home address, then submit.
Once you sign them off, they automatically receive an email with their signed PDF(s) attached, stamped with your uploaded signature.
This happens occasionally, and it's almost always one of two things — in both cases the sending side has actually worked correctly, it's what happens after that varies.
Every invite and reminder is sent from noreply@mail.makersafety.app. School email systems (Microsoft 365/Outlook especially) are often stricter about a sending domain they haven't seen before, and can file it as junk even though it's a genuine, authenticated send. Ask the candidate to check spam/junk for that sender address, and to mark it "not junk" — that usually fixes it for every email after the first.
Delivery is normally near-instant, but can occasionally take a few minutes depending on the receiving school's own mail filtering queue. Before assuming it's failed, wait 5–10 minutes and have the candidate check again.
Use Report an issue below and include the candidate's email address and roughly when you sent it — Maker Safety can check the actual delivery record for that specific email (whether it was accepted, delayed, or bounced) rather than guessing.
Spotted a bug, or something you'd like changed? Send it straight to Maker Safety below.