onCourse handbook

Aristedes Maniatis

Natalie Morton

Stephen McIlwaine

Charlotte Tanner

Marcin Skladaniec

Amanda Buchanan

James Swinbanks

version 9.8


This Work is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 3.0 Australia License.


No liability for the contents of this document can be accepted. Use the concepts, examples and information at your own risk. There may be errors and inaccuracies that could be damaging to your system. Proceed with caution, and although it is highly unlikely that accidents will happen because of following advice or procedures described in this document, the author(s) do not take any responsibility for any damage claimed to be caused by doing so.

All copyrights are held by their by their respective owners, unless specifically noted otherwise. Use of a term in this document should not be regarded as affecting the validity of any trademark or service mark. Naming of particular products or brands should not be seen as endorsements.

12 Dec 2018


I. Getting Started with onCourse
1. onCourse Cloud
What is onCourse cloud?
The onCourse Cloud Demo
Running onCourse from your browser
Trouble Shooting Java Web Start
2. Getting Started
How to get around the onCourse interface
Welcome to ish onCourse
The onCourse home screen
Menu Bar
List View
Filters and query
Core Filters
Tag Groups
Simple Queries
Advanced Search
Saved Finds
Find related records
Cogwheel special functions
Bulk add or remove classes from website
Cancel classes
Contacting tutors and students
Create certificates.
Record detail view
Open related records
3. Users and Authentication
Security Settings
Changing user settings and passwords
User Roles
Creating and Editing User Roles
onCourse Login with Two Factor Authentication
Enabling two factor authentication
Disabling or resetting two factor authentication
Emergency access
4. Sites and Rooms
onCourse Terms and Definitions
Working with Sites and Rooms
Site Record Tabs
Room Record Tabs
Creating Sites and Rooms
5. Creating and Modifying Contacts
onCourse contact types
Adding a new contact from the list view
Adding a new contact in Quick Enrol
Modifying contact details
Setting up Email, Phone and Mail Preferences
Adding VET data to students
Student's enrolment and VET history
Contact's financial records
Contact document tab
Notes tab
Education tab
Custom fields
Relationships between contacts
Adding a relationship
Adding different types of relationships
Searching across relationship types
Using relationships in Quick Enrol
Finding contacts
Creating an advanced search filter
Searching for related information
Merging contacts
6. Tutors
onCourse Terms and Definitions
Working with Tutors
Tutor Record Tabs
Creating Tutors
Contacting tutors by email or SMS
Contacts and Attachments
To add an attachment to a contact
To open or view an attachment
7. Creating Courses
onCourse Terms and Definitions
Working with Courses
The onCourse list view
The course cogwheel
Creating a new course
Editing and Updating Courses
Adding thumbnail images to /courses pages on your website
Viewing Qualifications and Units of Competency
Writing course descriptions for the web
What does a good course description include?
What is SEO and why is it important?
Tips for writing SEO copy
VET Courses
Courses which are complete qualifications or skill sets
Partial qualifications
8. Creating Classes
onCourse Terms and Definitions
Working with Classes
Special Class Functions
Class Record Tabs
General tab
Tutor tab
Budget tab
Timetable tab
VET tab
Web tab
Notes tab
Enrolments tab
Attendance tab
Outcomes tab
Creating Classes
Adding RTO and VET data to class records
Publishing classes online
Working with classes that have enrolments
Marking Student and Tutor attendance
9. Search
Searching in the list view
Advanced search
Keywords and Conditions
Searching in custom scripts
Query Card
10. Kiosk Mode for Sites and Rooms
Kiosk Mode for Sites
Kiosk Mode for Rooms
Customising the kiosk
Adding a logo
Adding your own styles
Changing the html
II. Enrolments
11. Processing Enrolments
Terms and Definitions
Working with Quick Enrol
Creating an enrolment with Quick Enrol
Simple enrolments
Discounting the enrolment fee
Adding a promotional code
Adding information to invoices
Adding a 3rd party payer
Enrolling multiple students in multiple classes
Enrolling a student in credit or debt
Quick Enrol payment options
Reviewing the invoice
Using a voucher for payment
Recording a cash payment
Recording a cheque payment
Recording an EFTPOS payment
Processing a credit card payment
Managing cancelled and failed credit card transactions
Processing payments after the enrolment process
Processing a Payment In
Sending invoices and confirmations
Adding additional AVETMISS and other reporting information to an enrolment
Fields to set at the enrolment level
Fields that can be overridden at the enrolment level
Fields that can be set at the outcome level
Fields that can be overridden at the outcome level
VET Fee Help fields in the enrolment
Enrolment Attachments
Quick Enrol FAQ
How do I manage an overpayment made by a student?
What do I do if I have recorded a payment (money) without any payment actually being made or I recorded the wrong amount?
How do I change part of an enrolment fee to a business, and part to a student?
How do I provide an student with a discount after they have already enrolled?
How do I check to see if a student has been enrolled?
What happens if a student doesn't meet the class age restrictions?
12. Cancellations, Transfers and Refunds
Cancelling a single enrolment
Outcome deletion on cancellation
Changing a cancellation fee
Cancelling an enrolment paid for by a voucher
Transferring an enrolment
Creating a manual credit note
Manual discounts after enrolment
Using the credited amount as credit towards another enrolment
Payment reversals within the payment in window
Refunding a student via Payment Out
A few notes on onCourse credit card reversals
Cancelling a Class
Scripts to automatically contact students and tutors when a class is cancelled
Reporting on cancelled classes
Student Transfer Questions
What if the value of the new enrolment is more expensive than the old class or less expensive?
Why can't I just edit the existing enrolment?
How can I fix a mistake I made where I charged the student the wrong amount or credited a credit note in error?
How can I use one contact's credit to pay for another student's enrolment?
13. Private Bookings and Custom Classes
Creating and Enrolling Students in a Custom Class
14. Enrolments by Application
An overview of applications and enrolments
Setting the course to Enrol by Application
Navigating the application window
Creating applications
Approving and rejecting applications
Applications on the web
Applying online
Enrolling after application approval
Application records in the portal
III. Marketing and sales
15. Tags and Tag Groups
Tags in onCourse
The Subjects tag group
Tags on your onCourse website
Tagging and the website URL
Adding tag web descriptions
Using multiple tag groups for website navigation - faceted search
Creating a new tag group
Tags as a filtering tool within the onCourse application
Creating an advanced search filter instead of a tag
Adding and removing tags from records
Tagging and Untagging multiple records
16. Concessions and Memberships
What is a concession?
What is a membership?
Adding a concession to a student record
Creating a Membership Product
Purchasing a membership
Renewing a membership
Redeeming a membership discount
How to view details of a Membership
Using find related to view Purchased Memberships
Searching for students with concessions or memberships
17. Discounts
Introduction to discounts
Creating effective discount strategies
How to create a discount
Defining the discount value
Defining the eligible students
Defining the eligible classes
Linking a Corporate Pass to a discount
Overriding a discount at the class level
Example of how to create custom discounts for Smart and Skilled fees
Negative Discounts
Accessing discounts during enrolment
Accessing discounts through Quick Enrol
Accessing negative discounts through Quick Enrol
Accessing promotional code discounts in onCourse through Quick Enrol
Membership discounts during Quick Enrol
Manual discounts in Quick Enrol
Accessing discounts on the web
Promotional codes on the web
Membership discounts for online enrolments
Financial aspects of discounts
Discounts in the class budget
Accounts and discounts
Understanding GST and rounding in discounts
Example discount campaigns
Reporting on discount use
18. Waiting Lists
Why use waiting lists
Enabling waiting lists
Student web subscription to waiting lists
Managing waiting lists within onCourse
Tagging Waiting Lists
Advising students on waiting lists that a class is available
Enrolling students on waiting lists
19. CorporatePass
When to Use a CorporatePass
Controlling Usage
Setting up your CorporatePass within onCourse
Linking a discount to a Corporate Pass
Linking products to Corporate Passes
Using Find related in the Corporate Pass list view
Using the Corporate Pass to Enrol Online
Using a Corporate Pass that is linked to a discount to enrol online with
Monitoring the Use of CorporatePasses within onCourse
20. Vouchers
onCourse Terms and Definitions
Creating a voucher type
Navigating around the Voucher Type window
Purchasing a voucher
Purchasing a voucher on the web
Redeeming a voucher
Investigating voucher redemption
Redeeming a voucher in Quick Enrol when the 'Send the invoice when the voucher is redeemed to x' is checked.
Redeeming a voucher on the web
Navigating the Voucher list window
Cancelling a Voucher
Using a vouchers in place of credit notes
21. Other products
Navigating around the Product window
Adding a new product
Settings tab
Corporate Passes tab
Relating a product to a course
Purchasing a product
22. Sales
Navigating the Sales list window
Cancelling Memberships
Cancelling Vouchers
Cancelling Products
Setting a products status to delivered
23. Sending messages
Selecting people to contact
From contact, tutor or student lists
From classes
From waiting lists
From mailing lists
Sending an integrated mail message
Understanding email messaging
Understanding SMS Messaging
Postal mail
Messages list view
Exporting contact details for other messaging tools
Messaging opt in and opt out
Message permissions and message history
Automatic messages in onCourse
Avoiding spam filters
IV. Record management
24. Document Management
Adding new documents
Attaching existing documents
Editing an existing document
Special documents
Access rights
25. Reporting
Using reports
Printing Reports in onCourse
Financial Reports
Course and class management reports
Marketing reports
Information for students
Information for tutors
VET/AVETMISS/VET Student Loan reports
Existing reports in onCourse
Budget Details
Budget Summary by Subject
Budget Summary by Class
Class Invoice Record
onCourse Banking Report
Payslip Report
Class Tutor List Report
Class Tutor Pay Schedule Report
Aged Debtors and Creditors Report
Debtors and Creditors as at Specified Date
Class Prepaid Fees Liability Report
Invoice Report
Corporate Pass List Report
Corporate Pass Detailed Report
Payment-in Report
Payment-out Report
Transaction Report
Transaction Detail
Transaction Summary
Cash Movement Detail Report
Cash Movement Summary Report
Statement Report
Certificate Attendance
Student Academic Transcript Report
Class by Subject Report
Funding Hours Report
Class Hours Report
Sales Report
Sales by Course Location
Cancelled Classes Count Report
Discounts by Class
Classes Report
Courses Report
All Class Details
Student Special Needs
Class By Site
Rooms List
Room Timetable Report
Class Tutor List
Site List
Site Details
Tutor Details Report
Tutors List Report
State Based Enrolment Summary
Class Roll - Age
Class Roll - USI
Class Sign
Mailing List Export
Wait List Report
Total Discounts
Class Details Report
Course Details Report
Enrolment Confirmation Report
Class Information Report
Class Roll
Class Roll - Single Session
Simple Class Roll
Class Timetable Report
Class Timetable Planning Report
Class Contact Sheet
Student Contact List
Student Details
Class Roll Contact Number
Assessment Outcome Report
Assessment Outcome Per Student Report
Qualifications Report
Certificate - Statement of Attainment
Certificate - Qualification
Academic Transcript
Training Packages Report
Traineeship Training Plan
Training Plan Report
Student Attendance Report
Trial Balance Report
Income Journal Projection Report
Income Summary Projection Report
Discount Take Up Report
Discount Take Up Summary Report
Enrolment Summary by Account Report
Enrolments and Income by Account Report
Commonwealth Assistance Notice (CAN)
Course Completion Survey
Course Completion Survey Summary
Course Completion Survey Tutor
Demographic Data Report
26. Creating custom reports
Getting started with custom reports
Exporting report templates from onCourse
Editing reports in JasperSoft Studio
Importing a report
The structure of a report
Report Properties
Data fields
27. Importing and exporting
Exporting data
onCourse Export files
Copying and pasting into a spreadsheet application
Exporting from the list view
Examples of default Exports and their uses
Customising export templates
Creating a new export in onCourse
Other export types and options
Exporting to Adobe InDesign
Exporting to MYOB
Standard Imports available
Payment In Import
Contact Update Subscriptions CSV import
V. RTO Features
28. RTO Guide
Understanding how outcomes are attached to enrolments
Cancelling VET enrolments
Creating Class Training Plans
Setting and modifying outcomes
What are outcomes?
Importing and adding prior learning
CSWE courses, classes and outcomes
Setting up Certificate in Spoken and Written English (CSWE) courses
VET delivery hours
VET data in the class window
Courses by Cluster
Creating the Qualification
Creating the clusters
Enrolments and Payment
Traineeships and Custom Training
Quality Indicator Reporting
Using SurveyMonkey
Other survey tools
Sending survey links
29. Assessment
Assessment in onCourse
Creating an Assessment task
Assigning an Assessment task to a class
Assessment tasks list view
Training and Assessment Plans
How training and assessment plans calculate outcome start and end dates
30. Certification
VET Qualifications and Statements of Attainment
Step 1 - Creating the certificate record
Step 2 - Verifying the Certificate
Step 3 - Printing Certificates
Certificate Distribution
Verifying VET Certificates issued from onCourse
Exporting Certificate data
Non-VET Certificates of Attendance
Manually creating Certificates of Attendance for non-VET courses
Manually creating a Certificate of Attendance for a VET class student
Automatically create and issue Certificates of Attendance
31. Unique Student Identifier (USI)
What is the USI?
Requirements and limitations
The onCourse USI process
How onCourse automates the USI process
What you need to do enable the USI validation service in onCourse
Student self-service
Step 1: Personal Details
Step 2: AVETMISS questions
Step 3: USI
Capturing the USI in onCourse
Creating a USI for a student
Manual entry of a USI
Editing a locked student record
USI Exemption Process
Certificate printing and the USI
32. Funding Contracts
What are Funding Contracts?
Default Funding Contracts
Funding Contracts and AVETMISS exporting
Funding Contract List View
Activating a default funding contract
Adding the default Funding Contract to a class
Adding or Editing the Funding Contract on an Enrolment
Searching for Funding Contracts
Creating custom Funding Contracts
Before Taking Enrolments
General preferences
Competency components
Funding source
Site setup
Course setup
Class setup
During delivery
Marking attendance
Marking outcomes
Creating certificates
VET Provider Collection Specifications
Training Organisation (NAT00010) file
Training Organisation Delivery Location (NAT00020) File
Program (NAT00030) File
Subject (NAT00060) File
Client (NAT00080 & NAT00085) File
Disability (NAT00090) File
Prior Educational Achievement (NAT00100) File
Enrolment (NAT00120) File
Program Completed (NAT000130) File
34. AVETMISS Reporting
Explaining the AVETMISS runner choices
Funding Uploads
How to give your AVETMISS data to the people who want to pay you
Validating and correcting AVETMISS errors
Class Outcomes CSV
Extended Outcomes CSV (like NAT00030, NAT00060 & NAT00120)
Contact CSV Export (like NAT00080, NAT00085, NAT00090 & NAT00100)
Certificate CSV Export (like NAT00130)
Can I stop a class and all it's students being exported for AVETMISS?
How about a single enrolment, can't I stop that also?
How can I get my State Accredited Modules added to onCourse?
Where do I enter the State Funding Codes in onCourse for the state where I am reporting to?
How do I record a student's outcome who has completed a different elective from the rest of class?
How do I record information about a clients traineeship?
Why do some outcomes in the NAT000120 export with start and end dates of 00000000?
Why, in the AVETMISS export, do my non-VET courses have codes like ISH123?
How does prior learning affect AVETMISS reports?
How can I add the outcome 85 to my AVETMISS data?
I set an outcome status in onCourse, but something different came out in the AVETMISS export. Why?
Why can I add the outcome 70 to my AVETMISS data if it applies automatically when it's required?
35. RAPT - AVETMISS Reporting in Western Australia
RAPT Reporting
Exporting all training activity to RAPT
Exporting selected classes or enrolments to RAPT
Total VET Activity Reporting in WA
Client Qualifications Register (CQR) Reporting
36. VET Student Loans and FEE-HELP
What are VET Student Loans?
Creating a VET Student Loan eligible class
Setting the Student's VET Student Loan eligibility
Student VET Student Loan requests
Exporting VET Student Loan data
37. Smart and Skilled
What is Smart and Skilled?
Setting up Reporting for Skills Groups
Data Collection Set Up
Funding Contact Set Up
Course and Class Set Up
eReporting to STSOnline
Exporting Smart and Skilled AVETMISS data
Eligibility Checks and Provider Calculator
Update the Terms and Conditions Page on the Website
Creating the Bulk Upload Export
VI. Financial
38. Invoices and Payment Plans
Invoice Terms
Editing Invoices
Applying a Payment In via Cogwheel
Creating a manual invoice
Link invoice lines to class budgets
Duplicating and reversing invoices
Payment plans
Invoice due dates
Class payment plan template
Quick Enrol
Online enrolments
Automating payment plans with scripts
Payment plan scheduled reminders
39. Budgets
Budget overview
Adding and Editing Budget Items
Budget as calculation tool
Tracking Discounts via the Budget tab
Linking manual invoices income to the class budget
40. Accounting
Relationship between the Student and the Debtor within onCourse
Principles of Accrual Accounting
Explanation of Financial Transactions Generated by the System
Financial Transactions generated by Enrolment and Payment Process
Financial Transactions Generated by Enrolment Cancellation Process
Vouchers and Financial Transactions
Contra Payment Types for invoice reversals
Deferred Income
How Deferred Incomes Works
What Happens If I have to Cancel or Add a Session to a Class?
What if I want all funds to be transferred at the commencement of the Class?
Creating additional income accounts
Accessing Financial Information from onCourse
Automated reporting from scripts
Locating data using related records
Printed Financial Reports
Copying info within list view windows to Excel
CSV Exports
Exporting to MYOB
Banking and Reconciliation
Finalising periods
General Ledger Journals
FAQ: I want cash accounting
41. Tutor pay
Setting standard pay rates
Types of pay rates available in onCourse
Class budget with Tutor pay
Unavailability bookings
Confirming Attendance and exceptions
Generating Tutor pay
How to defer tutors pay to the next payrun
Managing employees vs contractors
Tagging Payslips
Creating payroll through the class window
Payroll access control
Payroll Questions and Answers
42. Accounting best practices
Periodic tasks
VII. Advanced topics
43. General Preferences
General Preferences Terms and Definitions
Setting your General Preferences
Class Defaults
Payment Types
Tax Types
Concession Types
Contact Relation Types
Custom Field Types
44. Advanced Setup and Configuration
Financial Setup
Finances and Accounting
Export templates
Email Templates and Scripts
Tutor Roles
Controlling User Access (authorisation)
User Roles
Setting up Active Directory (AD) authentication and authorisation.
AD Authorisation
Server configuration file
Using an external database
Server Memory Allocation
Help, Support and Log files
Audit Logging
45. Email Templates
Email Templates
Enrolment cog wheel templates
Classes cog wheel templates
Invoice cog wheel templates
Payment In cog wheel templates
Payment Out cog wheel templates
Application cog wheel templates
Sales cog wheel templates
Waitlist cog wheel templates
System Templates
Editing an existing message template
Email headers and footers
Creating new templates
Writing Groovy in email templates
Sending a manual message using a template
Default templates
46. External Integrations
Integration Preferences
Cloud Assess
47. onCourse scripts and custom workflow
Navigating the Scripts view
What can you do with scripts?
Script permissions
onCourse default scripts
Auto enabled default scripts
Disabled default scripts
Script triggers
Time based events
Entity events
onCourse events
On Demand events
Editing script content
48. Data Collection Forms and Rules
Accessing the default data collection forms and rules
Editing data collection forms
Mandatory or optional fields
Changing field labels and help text
Ordering and grouping fields under headings
Adding and deleting fields on the form
Creating new data collection forms
Duplicating data collection forms
Editing and creating new data collection rules
Adding data collection rules to courses
Data collection on the web
Your details - contact fields
Summary - enrolment or application specific fields
49. Feedback and Surveys
Class completion surveys in onCourse
How to Edit/Remove Survey Questions
How to Add Custom Survey Questions
Requesting Feedback from Students
Completing the survey - Student Portal View
Viewing survey results - Tutor Portal View
Viewing survey results - onCourse, exports and print reports
Editing and approving feedback for online testimonial use
Student Testimonials in web marketing copy
VIII. Installation and setup
50. Downloading and installing onCourse
System requirements
Network requirements
Database considerations
onCourse on Windows
onCourse on Mac OS X
Running onCourse
Installing onCourse Server on other platforms
Upgrading onCourse
What is an onCourse upgrade?
Backing up your onCourse datafile
Upgrading the onCourse datafile
Upgrading the onCourse clients
Can I downgrade my onCourse software?
Starting a new data file
Running multiple versions of the onCourse Server
Troubleshooting connection problems
51. Migrating to onCourse
DIY Migration options
Contact CSV import
AVETMISS 60, 80, 85 and 120
Custom Migration

List of Figures

37.1. Smart and Skilled Bulk Upload Export

List of Tables

8.1. Web availability rules
27.1. Payment In Import file format
27.2. Contact Subscription Update CSV format
37.1. Bulk Upload Export Template Fields for Eligibility Checks
37.2. Smart and Skilled Bulk Upload Template for Commitment IDs
47.1. Examples

List of Examples

1.1. How to access the onCourse Cloud
2.1. How to cancel a class using the cogwheel
2.2. How to duplicate a class
2.3. How to use the cogwheel to contact tutors and students
2.4. How to create a certificate of attendance
4.1. How to set up a new site
4.2. How to set up a new Room
6.1. How to create a new tutor
7.1. How to create a new course
7.2. Creating a VET Course
7.3. How to "add" a unit of competency to a course
8.1. How to create a new class
8.2. How to create sessions
8.3. Setting the VET information for a class
11.1. How to process a payment in
12.1. How to cancel a single enrolment
12.2. How to reverse an invoice to create a credit note
12.3. How to create a manual credit note
12.4. How to refund a student via Payment Out
12.5. How to create a payment out from the credit note
15.1. How to create a Filter using Advanced Search:
15.2. How to bulk tag
17.1. Creating a 10% discount for seniors card holders
17.2. How to create a marketing campaign with a promotional code
17.3. How to create a membership discount
17.4. How to create a private discount for your college staff
17.5. How to create a multi-purchase discount
20.1. Voucher Use Cases
20.2. How to create a voucher type that can be purchased and redeemed for an amount of any value
20.3. Using a credit note to purchase a gift voucher
27.1. Exporting class information to create a print brochure
27.2. Exporting from the Class - CSV data
27.3. Exporting Invoice Information
28.1. How to create a class training plan
28.2. Using find related outcomes
34.1. How to export data for Total VET Activity Reporting
34.2. How to export AVETMISS for a funding contact
34.3. How to export AVETMISS for one or more classes
34.4. How to export AVETMISS for one or more enrolments
38.1. How to manually credit an invoice
39.1. How to create a Class budget
40.1. How to manually deposit banking
41.1. How to create Tutor pay rates
41.2. Assigning a Tutor and payrate to a class in one step
41.3. Editing a tutors wage after they have been added to the class
41.4. How to record a Tutor as being unavailable
41.5. Confirming Tutor attendance for Tutor pay
41.6. Generating, editing and finalising Tutor pay
43.1. How to create a concession type