Bikeability booking support for schools

Link is Bikeability’s all-in-one online system used by training providers, schools, and instructors to manage Bikeability courses from start to finish. Users can set up deliveries, collect parent/carer consent, add riders, track progress, and record outcomes from the Instructor App. Once complete, courses can be closed and reported directly through Link. In simple terms, it keeps all training data organised, consistent, and accessible for everyone involved. 

A delivery is a Bikeability course or training session that a training provider sets up and runs for a school or organisation. It includes all the key details—such as the dates, instructors, riders, consent, and outcomes—and acts as the central record of everything that happens for that specific course. A delivery is the official container that holds all the information needed to plan, run, and complete Bikeability training.  There can also be multiple courses on one delivery.  

A training provider is an organisation approved to deliver Bikeability cycle training. They manage instructors, organise courses with schools, handle rider information, and consent, and ensure that Bikeability standards are met. The training provider is the organisation responsible for planning and running Bikeability training. If you wanted to make changes to a booking, you would contact your training provider. 

Go to https://link.bikeability.org.uk and ensure you’re using the correct email and password. If you’ve forgotten your password, click Forgot password. If you’re still stuck, contact system-admin@bikeabilitytrust.org and we’ll be happy to help. 

On your first login, choose email or Google Authenticator as your 2FA method then update your password and you’ll then be logged out automatically. Retrieve your code from your chosen method and log back in. 

Firstly, check you’re using the correct email address. If using Google Authenticator, ensure its correctly set up and synced to the correct email. 

Please don’t request multiple codes (multiple requests can invalidate the old code and reset timer). 

Access to deliveries must be granted by your training provider as part of the delivery setup. Contact your training provider to confirm you have been assigned the correct permissions. 

You can do this in two ways: 

Via Email: 

You’ll receive an email prompting you to confirm numbers—click the link on the confirmation email to go directly to the confirmation page.  

Via Link: 

1. Log in to Link 
2. Go to View Deliveries for your school 
3. Look at Upcoming courses 
4. Find the delivery you want
5. Click the three dots (⋮) next to it
6. Select Confirm Numbers 

Sometimes you may need to add a rider last minute to a delivery, Schools can do this individually or by bulk.

1. Log in to Link 
2. Go to View Deliveries for your school 
3. Look at Upcoming courses 
4. Find the delivery you want 
5. Click the three dots (⋮) next to it 
6. Select View 
7. Scroll down to the Rider/Consent Tab  

Add Non-Digi Consent button  

Here you can add the consent data for an individual rider, the blue dots in the field are required fields. 

Please refer to page 15 of school onboarding pack for a step-by-step guide with screenshots. 

Upload Rider/Consent Data 

This is option works the best for bulk uploads. Before you begin, please make sure the: 

• the consent cut-off date hasn’t passed 

• the maximum number of consents hasn’t been reached. If it has, contact your training provider so they can make the changes needed to upload 

If you need additional help, please refer to page 17 of the school onboarding pack for a step-by-step guide with screenshots.

Basic Upload Video: Basic Upload Tutorial 

1. Click Upload Rider/Consent Data from CSV. 
2. Click  Rider Upload – Basic to download the template. 
3. Fill in the rider details using the template (no extra columns or formatting changes). 
4. Return to the same screen and choose Basic Consent Upload to upload your file. 

The system is quite strict, so please do not: 

• Add or remove any columns 

• Change the name of the file 

• Change the file format (it must remain as .csv) 

• Leave any gaps in the rows 

The Group Management feature in Link lets you create and manage rider groups for a delivery. Instructors can then select these groups in the instructor app. 

Training providers must enable groups in the delivery for a school to be able to view the groups tab and manage groups. Please contact your training provider to view the groups tab. 

If you need additional help, please refer to page 18 of the school onboarding pack for a step-by-step guide with screenshots.

The Bikeability Trust take data protection very seriously because we regularly process sensitive data and data that identifies children. The laws in the UK specify precisely how this should be undertaken. The following information is available so that you are informed and will help to ensure you handle personal data lawfully and ethnically.  

The Bikeability Trust has completed a full Data Protection Impact Assessment (DPIA) with expert input from Hope and May and approved by Active Travel England.  

All data will be encrypted and only training providers, instructors and schools/organisations associated with that training delivery will have access to the data pre-course. Once the course is complete, instructors will no longer have access to the information. GDPR statements included on the consent form detail how data will be used, and specific consent will be obtained for photography and further communication from The Bikeability Trust and training provider.  

In addition to our DPIA, we have created and maintained a policy framework which governs our compliance with UK data protection law.  

Our DPIA can be made available upon request by email: contactus@bikeability.org.uk.

Schools will be able to add a class list export from the school information systems and upload to Link (optional). Information shared will include the child’s name, year group and rider characteristics such as SEND, pupil premium, ethnicity, gender, and date of birth. Information relating to medical information will not be uploaded from the export but will be requested from parents via the consent form.  Teachers can also add notes for instructors about a child where this has not been provided by parents directly via the consent process. 

Further guidance is available on the government website. 

A data breach is classified as a breach of security that causes the accidental or unlawful destruction, loss, modification, unauthorised access, or unauthorised disclosure of personal data that is being held, transmitted, or processed.  

Data Controllers must notify the ICO within 72 hours of becoming aware of the breach.   

Data Processors must notify the Data Controller as soon as they become aware of the breach, but they have no other notification or reporting obligation under GDPR.  

Further information can be found on our website and on the ICO website.

Data will be shared between the school (or host organisation), training provider/grant recipient and The Bikeability Trust. Aggregated data will be shared with Active Travel England. Parental data will be shared with third parties where permission has been expressly given by the parent on the rider consent form. 

Only the name of the instructor will be visible to parents when they receive the digital report at the end of the course as they currently do on certificates. 

For any other questions about GDPR, please email contactus@bikeability.org.uk.