onCourse benefits in Administration

Are you considering moving from a paper-based or other software system and wondering how onCourse can improve efficiencies in your office?

This is not an exhaustive list of features, but a summary that might be of particular interest to frontline staff who answer enquiries and process enrolments.

Quickly supply students with class information
Over the phone, front counter or via your website, easy navigation is a given. Simple yet powerful query engines help you and your customers find the data you are looking for. Multiple windows, drag and drop, and clairvoyant fields making entering data simple and let you multi-task with ease. 		Tracking enquiries and areas of interest
Students and other contacts within onCourse can be tagged with a range of identifiers to assist you in following up their enquiries in the future. Simple to subscribe to mailing lists, both in the office and on the web, let customers register for updates and new course information.
Adding interested students to waiting lists
Customer not willing or able to commit to enrolment just yet? Or are you waiting on sufficient interested parties before you commit to scheduling an extra class? With waiting lists, you can ensure that students register their interest and are available for contact when conditions become suitable for them to enrol. At a glance you can see how many students have expressed interest in a course, and at a press of a button, contact them to see if they would like to proceed to enrolment. 		Self service and online enrolments
The beauty of a website is that you are not limited to the amount of information you provide prior to enrolment. Once a student has read your comprehensive overviews, real time enrolments and a 24/7 credit card gateway ensure that their payments reach you immediately. Colleges using onCourse find their time answering simple questions like ‘how do I get to my class’ and data entering student information greatly reduced, allowing time to be put to better use solving more complex enquiries.
Enrolling students in multiple classes
Need to enrol a student in multiple classes? Or perhaps you are enrolling many students in one class? All this is, plus combinations of both, are easy to do in quick enrol – one window, plenty of options, with a clear summary showing who is enrolling where and paying for what. Clairvoyant fields quickly find you contact and courses. New students can be created, current students’ details updated, enrolments into advertised classes, custom or one-on-one training made, and suggestions for other classes are given if their choice of class is full or cancelled – all in one magical place. 		Taking payments
With built in credit card processing, a full general ledger, invoicing, banking and reconciliation, onCourse’s payment tracking and processing functions are sure to keep your accountant happy. And they are as integrated as possible – enrolments automatically create invoices, which can be paid immediately or in the future, by the student enrolling or another agency. Cheques and cash taken are noted against the administrative venue, allowing banking to take place on an office-by-office basis, for our customers with multiple enrolment venues. Flexible XML reporting allows you to feed your onCourse financial data to external accounting software too.
Sending invoices, receipts and enrolment confirmations
Create your templates and use the built in email or print reports to send the information immediately on enrolment. Invoices may be fully paid (receipts) or show a balance outstanding. Reprints can be made as needed and aged debtor reports used to follow up slow payers 		Keeping track of enrolments and vacancies
A range of reports have been included in onCourse to help you keep track of everything you need to monitor, including class feasibility – are there sufficient students enrolled to make the class viable? Quick overviews in onCourse list views give you an immediate summary of class information, plus advanced queries allow you to find information quickly.
Applying concessions to enrolment fees
If you offer special prices to students based on concepts such as concession cards, membership or other criteria, the flexibility of onCourse allows you to define both the concession type, record who has that type of concession – it’s number and expiry date, what value and classes the discount applies to, and if it appears on your website and is available for online enrolments. Set it up, and let it take care of its self! No need for you and the team to remember every type of discount offered and what it applies to. 		Customisation
Custom fields and flexible tagging of records
Budgeting and Financial
Full general ledger, invoicing and class by class profit and loss 		NTIS Data
Complete qualification and unit records to build your courses, outcomes and certifications
Remote Access
Optimised for VPN and SSL connections 		Government Reporting
AVETMISS, CCQI and NSW ePayments
AQTF Compliance
Website advertising, certificate templates and enrolment reporting 		Open Source
Built on open source to keep costs down