onCourse full feature list

The most comprehensive student management software available today.

No limits

  • Unlimited enrolments and contacts (even on the free community plan)
  • Scales to billions of records
  • Send bulk emails to over 100,000 students in one batch
  • Write as many custom scripts, reports, imports and exports as you want
  • Clustered, high availability web, search, ecommerce and portals
  • Tested with over 100 concurrent admin users and hundreds of thousands of students
  • Custom fields and tags

Student Management

  • Quick enrolment and payment process
  • Customisable reporting and exports
  • Gift vouchers and sales bundles
  • Dashboard overview
  • Two factor authentication
  • Detailed access control
  • LMS integration
  • Enrolment by application
  • Integrated credit card processing, including refunds
  • Auditable customer notes
  • Parent/child relationships with age restrictions
  • Powerful searching options
  • Tagging
  • Promotional codes and discounts
  • Memberships
  • Product sales
  • Waiting lists
  • CorporatePass

Scheduling

  • Timetabling of rooms and tutors
  • Month, week and day views
  • Bulk timetable editing/creation
  • Scheduling of online virtual rooms
  • Manage tutor unavailability and holidays
  • Unit of competency training plan
  • Payable hours
  • Payroll integration
  • Collision detection for rooms and tutors
  • Handles rooms and sites across multiple timezones
  • Room unavailability and external bookings
  • Schedule duplication with offset
  • Multiple tutors/roles per session

Marketing

  • CRM (Customer Relationship Managment)
  • Hierarchical contact tagging
  • Find related records
  • Batch email
  • Batch SMS
  • Relationships between contacts (eg. staff/employer)
  • Advanced search
  • Saved custom searches
  • Powerful discounting schemes
  • Mailing lists
  • Waiting list lead tracking

RTO Compliance

  • AVETMISS reporting for all states
  • Total VET activity reporting
  • Transcript & Qualifications issuing
  • USI verfication and collection
  • Standards mapping
  • Built-in training.gov.au data, updated daily
  • Traineeship management
  • CRICOS management
  • Training plans
  • Student and staff communication audit
  • Detailed access control
  • ASQA 2015 Standards for RTOs and 2012 Data Provision Requirements
  • VET Student Loans
  • Single combined timetable
  • Assign rights for managers to view all staff activity
  • Sychronise calendar to outlook/phone
  • Class starting alerts
  • Payment history
  • Outcome history
  • Payment plan credit card processing
  • Application progress
  • Tutor class roll with student photos
  • Attendance marking

Security

  • User roles
  • Fine grained access control per entity or task
  • Best-practice bcrypt hashed passwords
  • Minimum password quality
  • Two factor authentication (TOTP)
  • LDAP/AD integration
  • User access logging
  • PCI DSS compliant

Finance

  • General ledger & trial balances
  • Payment plans
  • Online student portal for payment plan review and payment
  • Cash multi-site banking and reconciliation
  • Live credit card processing
  • Live credit card refunds without needing the card again
  • Prepaid fee liability tracking amortised over class delivery
  • Customisable payment reminders
  • Liability and debtors management
  • Custom invoices
  • Product sales
  • Membership sales
  • Real time class budgeting (per class or whole of business)
  • MYOB/Xero/Peoplesoft integration
  • Custom finance package integration
  • Built-in print reports and excel exports, all customisable
  • Automatic emailing invoices and receipts

Discounts

  • Discount percentage
  • Discount dollar
  • Discount to specific price
  • Promotional codes
  • Students by age
  • Students by postcode
  • By purchased or free membership
  • By last enrolment date
  • Automatically applied or manual
  • GL post to user defined cost of sale account
  • GL post to income reduction
  • Rounding to nearest dollar
  • Limit maximum discount
  • Early bird discounts
  • Discount start and end dates
  • Discount by purchase value or enrolment count
  • User definable concession types
  • Concession optional expiry date
  • Negative discounts (eg phone surcharge)
  • Complete website integration
  • User selectable concessions

Payroll and time & attendance

  • Tutor and room rostering
  • Collision detection
  • Tutor roles and award rates
  • Automatic transition dates for pay reviews
  • Payments per hour, session or fixed class rates
  • Per enrolment bonuses
  • Flexible pay periods
  • Custom paylines
  • Review and approval process
  • Export to MYOB/Xero or other accounting software

Tutor portal (LMS)

  • View training schedule
  • Review courses before publishing
  • Synchronise schedule to mobile phone
  • Confirm availability
  • See enrolment numbers
  • Get GPS directions to training rooms
  • Mark roll, including partial attendance
  • Mark VET outcomes
  • Update contact details
  • View training and assessment resources

Student portal (LMS)

  • View training schedule
  • Switch/group view for related staff
  • Synchronise schedule to mobile phone
  • Make payment against payment plan
  • Get GPS directions to training rooms
  • View training and assessment resources
  • See USI status
  • Download certificates
  • See payment history
  • See enrolment history
  • See units/modules awarded

Assessments

  • Distribute assessments at predefined dates and times
  • Attach unlimited documents of any size
  • Re-use assessments across classes
  • Version control assessment documents
  • Students upload submissions
  • Highlight submissions which missed deadline
  • Tutors can mark outcomes directly

Verify certificates

  • Employer verification of certificate
  • Show units/modules awarded
  • Show revoked status
  • QR code support
  • Short URL

Website CMS

  • Course content automatically updated
  • Completely customisable html templates
  • Mobile and tablet responsive site design
  • Social media tools
  • SEO optimised URLs and content
  • Real time enrolment availability and counts
  • Google maps and directions
  • Australian data centre hosted and monitored 24/7
  • SCSS with compression and minification
  • JS compression for page load speed
  • Staging/preview before publishing changes
  • Multiple websites with different filters onCourse data

SEO

  • Automatically generated sitemap
  • Tags and trackers powered by Google Tag Manager
  • Analytics including tracking users by dollars spent
  • Short clean URLs
  • Product and course URLs which don’t change
  • Automatic schema.org and microformat generation
  • SSL across entire site
  • Responsive design and mobile performance optimisations
  • Automatic minification of css and js
  • Meta headers automatically generated
  • Clean semantic html, just as Google likes it
  • Html is completely customisable
  • Powerful Apache Solr search engine cluster
  • Keyword searching
  • Search by evening/daytime or day of week
  • Find tutors, full course text and titles
  • Faceted search (combining complex search terms)
  • Pre-counting faceted search terms
  • Infinite scroll paginated results
  • Refine results by ‘near me’ or ‘coming soon’

Website eCommerce

  • Integrated online enrolments
  • Advanced shopping cart for multiple enrolments and students
  • Child enrolments (with parent/guardian collection)
  • Existing students can quickly enrol without a password
  • Real-time credit card processing
  • CorporatePass approved invoicing for employers
  • Google ecommerce analytics and goal tracking
  • Membership, vouchers and product purchases
  • Enrolment confirmation and tax invoice emails
  • Custom fields and reporting
  • Payment plans
  • Sophisicated discounts and promotional codes

Document management

  • Unlimited document storage
  • Version controlled
  • Structured storage and metadata
  • Auditable notes for student, class, enrolment, etc.
  • CDN for high speed delivery to students wherever they are in the world
  • Multiple overlapping hierarchical organisation
  • Public documents (images, video, etc) for website integration
  • Private documents for compliance and management
  • Class-set document distribution through skillsOnCourse

Workflow and automation

  • Customisable groovy scripting
  • Events triggered on changes across whole database
  • Time based cron events
  • Documented DSL (domain specific language)
  • Customisable exports of all data
  • Scriptable imports
  • Scripts to send email/SMS
  • Create or edit any record
  • Schedule and drive third party integrations

Third party integrations

  • Moodle
  • SurveyMonkey
  • Tessitura
  • SurveyGizmo
  • Mailchimp
  • CloudAssess
  • Canvas
  • MYOB
  • Xero
  • Peoplesoft
  • Micropay
  • Google calendar
  • Much more…