Getting Started

Contents

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
Cogwheel special functions
Bulk add or remove classes from website
Cancel classes
Contacting tutors and students
Create certificates.
Record detail view
Open related records

How to get around the onCourse interface

Welcome to ish onCourse

Welcome to ish onCourse. To help you use onCourse comfortably, this section will demonstrated the the various windows, lists, records and cogwheels. onCourse is designed to be and flexibly and easy to use, and you can have it set up to help you complete your tasks.

onCourse is customisable, so you can tweak the windows and layout for your own use. Once once you find something you like, you can keep using it. To help you with this, onCourse will open using the layout as your preference the next time you open it.

onCourse has been designed as a process oriented software program, which means its set up to help you complete your work as efficiently as possible. onCourse has many functions to assist providers in completing their tasks, including financial, marketing and reporting functions. Each of these functions has its own area, and will be discussed in more details below.

A great feature of onCourse is the ability to have multiple windows open at any time, allowing you to switch between processes on the fly. For example, you may be halfway through processing an enrolment when a colleague asks for some information on the class running in Room 3 today. You can open a new window to find the answer, without losing the information you are currently working on. Understanding the different screen how to jump to where you need to be can save you a lot of time and hassle in your work.

The onCourse home screen

The home screen is the opening window of onCourse, it is the first thing you will see on your screen after you successfully login. The home screen is split into five tabs: Course setup, Customer Service, Accounts, Marketing and Dashboard. You will find many buttons duplicated on each tab. The idea of these tabs is to group together the most common functions you would use if you worked primarily in one of these departments. You can switch between tabs as required.

Popup messages on the right hand side

Important information appears on the right hand side of the window when you hover over each tab. As you are learning your way through onCourse, you'll find they contain some valuable information that assists in your understanding of onCourse and it's components

Course Setup

This tab contains everything related to getting courses set up, this is a good place to start once you've gone through everything in the first part of this manual. It's important to get all the settings and configurations ready before you do anything of importance in onCourse.

The following options can be found in course setup.

  • Course : Courses are the product you provide. They describe what is taught and any accreditations which are achieved. If these accreditations change, then you should create a new course. Students do not enrol in a course directly, but can go on a waiting list for a course.

  • Class : Classes represent a group of students progressing through a class. A class has a cost, student enrolments, one or more tutors and start and end dates. You can easily duplicate classes ready for the next intake of enrolments.

  • Site : Sites are a grouping of one or more rooms in a single location. Driving and public transport directions are associated with sites and web users may use them to narrow their shortlist courses.

  • Room : Rooms are the specific locations where sessions are held. They might be actual rooms in a building, a part of a hall or an outdoor space.

  • Tutor : Tutors are people or companies who teach or operate a class.

  • Qualification : Qualifications, Accredited Courses and Skillsets are a formal achievement gained by a student and recognised by other training institutions. In order to make use of this data you should be a Registered Training Organisation (RTO).

  • Unit of competency : Units of competency and Modules are single achievements, each resulting in an outcome for a student. Several units of competency make up a qualification as defined by national training packages. You can create courses which are single units, clusters of units or full qualifications.

  • Certificate : A certificate is documentary evidence of outcomes achieved by a student. A certficate could be a full qualification earned or a statement of attendance in several units of competency.

  • Traineeship course : These are the courses you offer specifically to trainees. You'll need to set up one of these before you can enrol someone in a traineeship.

  • Traineeship : These are the individual enrolments by students in a Traineeship programme.

The "course setup" tab on the onCourse splash screen

Customer service:

This tab contains everything related to the customer side of onCourse, when a user inputs data on your website, most of the information they provide will end up in records, which can be found in the "Customer Service" tab. Note that there are a few tabs that can be found in other areas like "Course", as you can access these windows from different places in onCourse.

The following tabs are what you should expect to find in customer service:

  • Course : Courses are the product you provide. They describe what is taught and any accreditations which are achieved. If these accreditations change, then you should create a new course. Students do not enrol in a course directly.

  • Class : Classes represent a group of students progressing through a class. A class has a cost, student enrolments, one or more tutors and start and end dates. You can easily duplicate classes ready for the next intake of enrolments.

  • Contact : Contacts include both tutors and students as well as other companies and people who are prospective leads, lenders or any other contacts.

  • Student : Students may enrol in classes or wait for a place to become available in a course.

  • Tutor : Tutors are people or companies who teach or operate a class.

  • Waiting list : Waiting lists are students who wish to be notified of a place becoming available in a course of their choice. This may be because existing classes are full or held at a site or time they do not wish to attend.

  • Enrolment : An enrolment represents a student attending a class.

  • Invoice : Invoice represents income, either for enrolment into a class or for other goods or services provided.

  • Payment In : Payments to the college usually from students or other customers.

  • Quick Enrol : Take enrolments, create and edit students, take money, sell products and more. All from one easy to use window. Each enrolment processed through quick enrol creates a single invoice. Students can enrol in multiple classes at once, or have their enrolment paid for by a 3rd party, such as their employer.

The "customer service" tab on the onCourse splash screen

Accounts

This tab contains everything related to accounting, some of the tabs present in Accounts are for accountants only, and although anyone can edit these types of tabs, it is recommended that someone with some sort of formal accounting training handles this side of onCourse.

The following tabs are what you should expect to find in Accounts:

  • Invoice : Invoice represents income, either for enrolment into a class or for other goods or services provided.

  • Payment In : Payments to the college usually from students or other customers.

  • Payment Out : A payment out usually represents a refund to a student or other customer.

  • Account : For accountants only. This is where you can define the general ledger setup for your organisation.

  • Transaction : For accountants only. Display all the transactions against the general ledger.

  • Tutor : Tutors are people or companies who teach or operate a class.

  • Class : Classes represent a group of students progressing through a class. A class has a cost, student enrolments, one or more tutors and start and end dates. You can easily duplicate classes ready for the next intake of enrolments.

  • Tutor Pay : Show payslips from here. Before you can create a payslip, you'll need to have created a class with a wage budget type.

  • Deposit banking : Just what it says. Deposit banking for each administration centre you define.

  • Reconcile Statement : Each month you'll want to verify that onCourse payments match your bank statement.

The "Accounts" tab on the onCourse splash screen

Marketing

This tab contains everything related to marketing, onCourse has the aim of promoting your organisation to potential customers and these tools are what you will use to maximise your chances of success.

The following tabs are what you should expect to find in Marketing:

  • Tag : Tags are an extremely powerful way to categorise data in onCourse. You can group courses by subject, tutors by skills, political leads by interest level, students by loyalty or anything you choose.

  • Course : Courses are the product you provide. They describe what is taught and any accreditations which are achieved. If these accreditations change, then you should create a new course. Students do not enrol in a course directly.

  • Class : Classes represent a group of students progressing through a class. A class has a cost, student enrolments, one or more tutors and start and end dates. You can easily duplicate classes ready for the next intake of enrolments.

  • Mailing list : Mailing lists might be an email list to which you send regular newsletters or a list to which you post brochures or pretty much any other list of people you want to maintain.

  • Waiting list : Waiting lists are students who wish to be notified of a place becoming available in a course of their choice. This may be because existing classes are full or held at a site or time they do not wish to attend.

  • Contact : Contacts include both tutors and students as well as other companies and people who are prospective leads, lenders or any other contacts.

  • Product : Products are a simple way to supply additional, defined items during an enrolment sale.

  • Discount : Discounts are marketing tools, allowing price reduction for selected products and customers. A discount may be linked to a concession type, a promotional code, a membership or more.

  • Membership : Memberships are another flexible grouping of people, with expiry dates. You can sell a membership for money and they could be linked to a discount. A membership might represent shareholders or simply people who purchased unlimited training (at 100% discount) for a fixed period of time.

  • Document : Documents are images, PDFs, or other documents which can be attached to courses, classes, tutors, students or sites. You can use them to attach images to a course on the website, a PDF of class notes or internal reference check on tutors.

  • Voucher Type : A voucher type is a product which can be sold and later redeemed for other purchases or enrolments. Vouchers can be redeemed for a monetary value or for a fixed number of enrolments in a set range of courses. The voucher type describes how much the voucher costs to purchase, how long it is valid for and what it can be redeemed for.

  • Voucher : Vouchers are the list of purchased voucher type products. Vouchers can be purchased and redeemed through Quick Enrol. This list shows who purchased the voucher, who it is redeemable by and what the remaining value of the voucher includes. Every voucher has a unique code that must be quoted for redemption.

  • CorporatePass : CorporatePasses are a way to allow certain students to enrol online without having to pay up front. Instead their company (usually their employer) is sent the invoice.

The "Marketing" tab on the onCourse splash screen

Dashboard

The onCourse dashboard provides a ready reference for users to check recent activity regarding enrolments, revenue and wait lists.

The dashboard provides instant updates on the following information.

  • Graphs indicating the enrolment activity and revenue generated over the last 28 days

  • A breakdown of enrolments and revenue for the day, the week, the month and the perecentage of enrolments and revenue that were received via the College website

  • A breakdown of the number of Classes in development, open for enrolment, commenced, cancelled and completed

  • The total number of Contacts and Enrolments for your College

  • Recent wait list activity including the most wait listed Courses

  • Up to the minute information on the most recent enrolments that have been received

The "onCourse Dashboard" tab on the onCourse splash screen

Menu Bar

The menu bar (found at the top of the screen on Mac and at the top of the window for Microsoft windows) is another way you can access various onCourse functions and areas like courses, contacts and students. It is important to note that if you see something like this: File > Preferences > General..., in the documentation, it means go to File (from the menubar) followed by clicking on preferences and so on.

The File menu

  • File

    • Preferences

      • General...

      • Tags

      • Voucher types

      • Users

      • Access

      • Reports

      • Export templates

      • Imports

      • Email Templates

      • Tutor roles

      • Quality rules

      • Scripts

      • Change my password

      • Enable two factor authentication

    • Import/Export

      • Import...

      • Export AVETMISS

    • Close window

    • Logout

The Edit menu

The items in the edit menu only become active when there is any onCourse list view window open.

  • Edit

    • Cut

    • Copy

    • Paste

    • Find (Hotkey F)

The Products menu - products are items you can sell via onCourse

  • Products

    • Courses (Hotkey 1)

    • Traineeship courses

    • Products

    • Voucher Types

    • Memberships

The Training menu

  • Training

    • Classes (Hotkey 2)

    • Traineeships

    • Sites (Hotkey 5)

    • Rooms (Hotkey 6)

    • Training Packages

    • Qualifications

    • Units of Competency

    • Documents

The Activity menu

  • Activity

    • Quick Enrol (Hotkey E)

    • Waiting lists

    • Applications

    • Enrolments (Hotkey 7)

    • Certificates

    • Sales

The People menu

  • People

    • All contacts

    • Students (Hotkey 3)

    • Tutors (Hotkey 4)

    • Companies

    • Mailing lists

    • Messages

The Financial menu

  • Financial

    • Invoices (Hotkey 8)

    • Payments In

    • Payments Out

    • CorporatePass

    • Discounts

    • Tutor pay

    • Banking Deposits

    • Reconcile statement

    • Accounts

    • Transactions

    • Create GL Journal entry

    • Summary Extracts

      • MYOB Export

      • Trial Balance

The Windows menu

This menu option is dynamic and changes based on what you currently have open. If you have multiple onCourse windows open, it will allow you to choose which one to bring to the front (make active).

The Help menu

  • Help

    • Search - This is a very useful tool, just search a term like "courses" and a few options will come up, some will be to open the courses window, some will be documentation based.

    • Documentation - links to the support page on the ish website

    • Community support - links to the online forum - onCourse community version users most welcome!

    • Send support request...

    • Show onCourse Client logs...

    • Set Log Level

      • DEBUG

      • INFO

      • WARN (default)

    • onCourse News

List View

onCourse list views appears when you open a window. For example, if you click on "Class" on the home screen a list view will be opened showing a list of the current classes in onCourse. This list is filtered by core filters that by default, hide classes that are complete or cancelled. In the header bar of the window you will see how many records are displaying in the list based on any filters or search options running e.g. Classes (38 shown of 267).

The list view contains columns relevant to the window you have opened, e.g; if you open the "Class" list view, you will see columns with headers like "sessions" "fee" and "tutor". Click on a header to sort by that column alphabetically. You can click the column heading again to sort by reverse alphabetical order. Some columns can't be sorted by, because they are calculation results e.g. the column 'Enrolments' in the class list is a calculation of all the current active enrolments in the class.

Column size can be adjusted to your preferred width. You can also drag and drop columns in the list view to re-order them into a display order of your preference. Your window size and layout preferences are saved as part of your unique user log in.

On the left panel of the list view window are filter options. These filters allow you to search for data in the list according to characteristics like "Current classes", or subject tags you have defined.

Advanced and simple searches are also available from the list view, and all record printing or exporting happens from the list view.

The cog wheel function in the top right hand corner also has list of specific functions available when inside this list. You can select one record from the list, or a group of records in the list and using the cogwheel, perform a bulk action on the records you have chosen.

The list view is also where you can add and delete records. On the top right hand corner of most list views, you will see both an add and remove symbol. Click on the add symbol to create a new class and fill out the fields and options fufill the criteria needed for that particular record.

To delete a record, highlight the record you want to remove, click on the remove button and the record will be deleted. Some records in onCourse can not be deleted because they have formed relationships with other onCourse records, and it doesn't make sense to be allowed to delete half of a record relationship.

For example, if you try to delete a class with one or more enrolments in it (even if those enrolments have been cancelled), you will get a message like the one below. In this instance, you would need to cancel the class instead of deleting it.

Trying to remove a class with an enrolment

However, if you tried to delete a class without any enrolments, you will see a message like the one below. Once you select 'delete' the record will be permantly removed from the database.

Trying to remove a class with no enrolments

Prtinting and Export from the list view

In a list view, you can select single or multiple records. To highlight a single record, single click on it.

To choose a serries of records, single click on the first record, hold down the Shift key and single click on the last record. The list of records you have chosen will be highlighted.

To choose multiple non-sequential records you can do the following:

  • Windows: Control plus left mouse click on each record you want to select.

  • Mac: Command plus left mouse click on each record you want to select.

For all printing of report or exporting of data you need to first select the records in one of these ways.

Once you have selected the records you wish to work with, you can then copy and past them into Excel, choose the print icon from the list view window, or choose the share icon from the list view to export the data.

Once you click on the icon you will see a list of print or export options available in that window.

Records highlighted and ready to print or export using the icons in the top right hand corner of the window

In the list window, you can also sort by multiple columns at once, by holding down the shift key and clicking on multiple column headers. The sort order is determined by the order the column headers are clicked upon i.e the first column clicked is the primary sort order, followed by the second column clicked and so on.

Your sort record is the order used to print or export data in most ungrouped onCourse reports.

Filters and query

With so much data and information available to you in onCourse, it can sometimes get a little overwhelming. You need a way to organise and structure your data, this is where filters and queries come into play.

The simplest way of organising your data is to sort by column. When you open a list view, you will see columns with different values. An example would be the "Course" field in "class". This column lists the name of the Course for this class. To sort a column you simply click onto it to sort by what type of values they are, so if the column contains names, then the column will be organised alphabetically, clicking on it again will sort it reverse alphabetically. See the screenshot below to get an idea of how this works.

A column that has been sorted.

You could also expand the size of a column by hovering over the left or right side of the column until a black cross appears, then dragging left or right to expand or shrink.

Note

Only columns that are static have the ability to be sorted. So since columns such as Enrolments and Vacanies are dynamic we prevented them from being able to be sorted because this would have massively slowed down the speed of onCourse.

Core Filters

Core filters are a way to sort your data on a larger scale, an example of these would be in the "class" list view, you will find core filters like:

  • Current classes

  • Future classes

  • Unscheduled classes

  • Past classes

  • Cancelled classes

By combining these with a another smaller filter, like "subject" you can have a list of Past classes that are tagged with Computing. On the title bar of the window you will see something like Classes (XX shown of XXX), where X represents numbers. In the screenshot below this has been done, look at the left to get a clear idea of how this works.

A core filter working with tags.

Tag Groups

Tag groups are basically a family of tags. The best way to think of them is to imagine a tree, you have a "root" tag like Subjects, then you have "branches" like "Computing" and then you'd have the leaf "Computing - Animation". You can set these tags by going to File > Preferences > Tags. To learn how to create tags see the Tagging chapter. Tags you have created become filters in the relevant list view window.

For example, a tag group which applies to courses will also be available in the classes window as a filter mean 'show the classes belonging to courses tagged with...' This means you do not also have to tag classes with subject tags to filter on them. In the students window, the meaning of the subject tag group as filter will change again to mean 'show the students enrolled in classes linked to courses tagged with...'

Simple Queries

As many advanced searching and sorting features as there are, sometimes you just want to search for something quickly, this is where you would use the quick query search option. It's extremely simple, just like searching in a search engine, you type what you want in the search field in the top left hand side. For lost list views, the quick search works on the record name begins with... for example, in the class list view, you can type the start of the course name, but not a word that is contained in the course name. 'Draw' in the quick search will return a class called 'Drawing for Beginners' but not a class called 'Introduction to Drawing'. You can use the advanced search option to run 'contains' searches.

Queries and filters work together, so if you have the core filters in the class window running, 'current classes' and 'future classes', this means that any query you run is only being run on the records already displayed in the list by your filters. If you want to query across all the records in the table, uncheck any running filters first.

The simple query field works on record names and codes. If you type "b" then any record with a name or code starting with "b" will be brought up in the list, typing something else like "a" will put the first letter and second letter together and search for records beginning with "ba", see the screenshot below for a clearer idea of how this works.

Using the quick query search option.

Advanced Search

Advanced Search can be used when you need to search on more than the filters or quick search options. For example, you may wish to find all the classes that started within a particular date range.

To open the Advanced Search option, click on the magnifying glass icon in the search window in the top left hand corner of the screen. This will display the query editor.

When you write a query, you have the option of choosing to find records matching All or records matching Any of the following. It is important that you choose the right option for the results you are expecting. The all query means that each line of your query will have an AND meaning e.g. Find class starting after 1/1/11 AND classes starting before 1/4/11. If you choose the Any option, your query lines will have an OR meaning. Find class starting after 1/1/11 OR classes starting before 1/4/11 will return a different list of results to the first example.

You can add as many lines as you require to your query. The list of fields available will be all the fields from the table. Some special cross table fields may also be available, like 'tagged with'.

Depending on the field type, you will have different options to choose from. For example, text fields will include options like begins with, ends with, is, is not, contains, is empty and is not empty. Example cases of when you would need to use the 'is empty' and 'is not empty' options in the advanced search are as follows:

  • Finding students who have/don't have a USI

  • Finding students who haven't supplied a date of birth

  • Finding classes which have a purchasing contract identifier

  • Finding enrolments which have a commitment ID

You can also add wildcard character to your text field searches by using %. For example, if I wanted to exclude all classes with a code starting with CS I could choose, code is not CS%. Note that many text based searches, like course and class code are case sensitive.

You can also run an advanced search on Classes by State of Site, simply by selecting Site Statewithin the advanced search options.

Some fields are date fields and you can either type the date in by short date format e.g. 1/1/11 or choose the date from the calendar. Date fields can also be relative, for example, you can write the word today or +7 for the date seven days after today. Searches saved using relative dates should continue to use relative dates when recalled.

Saved Finds

Saved finds are a way to have your most commonly used queries available to you as a filter in the left hand panel, without having to re-write the advanced search query every time. To create a saved find, follow these steps:

  1. In a list view, you will find a search field with a magnifying glass icon in the top left hand side.

  2. Click on the magnifying glass and the advanced find window will appear.

  3. Populate the fields with your preferences then click on the cogwheel on the bottom of the advanced find window and click on "save find", give your find a name . When you next open the list view, it will be listed under "custom filters".

  4. You will notice the words "Advanced find" in the text field, this means an advanced search has been executed and is running that query. This can cause results issues if you have tags and filters on as well so do be careful to hit the cross button when you do not require that particular advanced find.

Setting the parameters for the advanced search

The "save find" button

Cogwheel special functions

The cogwheel is a powerful and very useful tool in onCourse, as it can execute a range of complex tasks on groups of records that would otherwise take a while to achieve manually.

Bulk add or remove classes from website

With the cogwheel function, you can add or remove multiple classes in one go. Follow these steps to accomplish this:

  1. In onCourse go to "Class"

  2. From the Class list view, highlight as many classes as you wish.

  3. Click on the cogwheel icon on the right hand side and choose "Show X classes on website" or "Remove X classes on website" where X represents the amount of classes you highlighted. This way, you don't have to go into every individual class to take them off and or put them on the website. Keep in mind your onCourse CMS settings determine when classes are automatically removed from the website or close for enrolment, so you rarely need to remove classes from the web manually.

Showing classes on website in bulk

Removing classes on website in bulk

Cancel classes

You can quickly cancel a class with the cogwheel function, which stops all future enrolments and creates credit notes for all students currently enrolled. You can only cancel one class at a time. We also recommend you contact all the students before cancelling the class to advise them of the change of class status, as once the class has been cancelled, and the enrolments are not longer active, they will no longer automatically be included in a mailing attempt from the class cog wheel.

Example 2.1. How to cancel a class using the cogwheel

  1. In onCourse go to "class"

  2. Once in the "class" list view, highlight the class (single) you want to cancel

  3. Click on the cogwheel icon on the top right hand side and select "cancel class"

    Cancel a class from the cogwheel menu

  4. After you select "cancel class" you will have to place an amount to charge a student then press "proceed". You would rarely charge students a cancellation fee if you were cancelling the class however, this is more useful if you have a single enrolment you wish to cancel because a student has optionally withdrawn. An enrolment cancellation happens from the Enrolment window, not here.

  5. Credit notes will have automatically been created for the payers of each student's enrolment. The credit notes can be found in the invoices window, and used to refund or re-enrol students. Each enrolment in the class will have it's status changed to 'cancelled'.


Duplicate classes

You can also duplicate one or many classes with the cogwheel. This is a useful way to move all your programs forward in time. For example, if you want to offer the same series of classes again in 3 months time, you can duplicate them all in one go, and work out the start date 3 months from the start date of your first class you are duplicating from. E.g. the original series started on Monday 4th July and you want the next series to start on Monday 3rd September. You can enter either the date or number of days, and the other field will calculate. Ensure the days count is divisible by 7 if you want the Monday classes to stay on a Monday and so forth.

When duplicating classes, the class code will be increased by 1, to the next available number. E.g. class ABCD-123 will become ABCD-124. If ABCD-124 is already taken, it will give it the next available number. You can change the class code to anything you like after duplication (provided it remains unique) if you have a business rule attached to your class coding system.

Example 2.2. How to duplicate a class

  1. In onCourse go to "class"

  2. Once in the "class" list view, highlight a class or group of classes and click on the cogwheel icon

  3. From the menu select "Duplicate X classes" where X represents numbers

    Duplicate a class from the cogwheel menu

  4. After this there are a number of fields and options, fill them out and click "Duplicate". Newly duplicated will not be web visible, even if the classes you copied them from were. You can now go an make changes to individual classes as needed before displaying them online, or delete the classes you don't need provided you have not yet taken any enrolments.

    Details to fill out before commencing duplication of class


Contacting tutors and students

You can also contact tutors and students with the cogwheel function. This is most useful when you need to get an email, SMS or post to all students enrolled in a class or group of classes but don't want to go through each one individually. You can do this from the class or contact window. The instructions below are for the contact window, but in class they work similarly.

Example 2.3. How to use the cogwheel to contact tutors and students

  1. In onCourse go to Contact (you can also go to 'student' or "tutor').

  2. In the list view, highlight the contact(s) you wish to message.

  3. Once the contact(s) are highlighted click on the cogwheel and select "Send message to X contact" where X represents the number of records you have highlighted.

    Message tutors and students from the cogwheel menu

  4. Fill out the messaging window (see the Messages chapter for more on messaging) and click "send".


Create certificates.

If you want to create Certificates, Statements of Attainments or Certificates of Attendance for one or multiple classes, you can do it with the cogwheel. If the course the class is linked to is a VET course where the 'Satisfies requirements for complete qualification' option is checked, you will get qualifications. If the course does not have this option selected, but has units of competency attached, you will get Statements of Attainment. If the course has neither qualification or units of competency, you will get Certificates of Attendance.

Statements of Attainment and Qualifications create certificate records in the Certificate window in onCourse. These need to be checked and confirmed before being printed (or deleted when the student isn't eligible) from the Certificate window. Certificates of Attendance print directly to a PDF and do not create a record of their printing in onCourse.

Example 2.4. How to create a certificate of attendance

  1. In onCourse go to "class"

  2. In the list view, highlight the class(es) you wish to create certificates for.

  3. Click on the cogwheel and select "Create certificates", note that you can create certificates for multiple classes by highlighting them in the list view.

    Creating a certificate of attendance with the cogwheel menu

  4. Fill out the details on the next window then click "proceed".


Record detail view

The onCourse record view appears once you open (double click) on a record in a list view. It is how you edit things like contacts, courses, classes etc and contains tab groups. Depending on what kind of window you're in, there will be different tabs present. Let's take a class record view as an example.

To see a record view, go to a window like "class" and double click on a record in the list view. The screenshot below shows you what to expect in a typical class record view, remembering this varies depending on what kind of window you are in. All windows are laid out similarly in onCourse, with tabs to group related data and navigate inside the record.

A typical tab layout in an onCourse record view

But the class record view alone is not enough to get an idea of how tabs work, throughout this documentation, there are detailed explanations of what each record view tab means, for example see the Classes chapter to learn about class record view tabs in detail, or see the Tutors chapter to learn about tutor record view tabs.

In a record view, you will see these buttons on the bottom:

  • Next: If you press this, the very next record in the list will load its data into the record view, this will basically close the record you were just looking at and replace the data with the next record in line. Note that this could take a few seconds as it is bringing up a lot of data from the record. It's a faster way than closing the current record view and opening another record view. If you have made any changes to the record, you will promoted to save before moving forwards.

  • Previous: Like the "next" button, pressing on the previous button will load the previous record or the record before the record you are currently viewing. You may be prompted to save first.

  • Cancel: After clicking on this button, you will be asked if you want to discard changes or save changes. Discarding means you are not saving you changes on closing. This will only occur if you have made any changes, otherwise the window will just close.

  • Save: This button will save your changes to the record and close, it won't ask you for anything unlike the "cancel" button. When you close a record view, you will returned to your previous list view.

If you make any changes to the record, you will see this dialogue

Open related records

The open related records icon will appear in carious windows throughout onCourse. This little icon is very useful, as it opens the record in a new window. The best way to define it is to give you an example of what it is used for:

  • If you are confirming class details for a student on the phone, they may want to know more about the units of competency assigned to the course. This little icon will appear to the right for the name of the course, simply click, check the course VET details in the window that pops up, and choose cancel when you have completed viewing the record. The screenshots below illustrate this process.

The "open related record" icon

This icon is actually very small in the onCourse interface, so we blew it up a bit to get an idea of what you are looking for in onCourse. When you see this icon, click on it to open the related record. For example, if this icon is near a students name "John Smith", then click on it and "John Smith" record will appear for you to edit.

The "open related record" icon on the right hand side

This is an example of the open related records icon in action, as you can see it is small and to the right of the row.

The related course record will open in a new window

In this screenshot, the "Course" record has been opened while editing a class. It creates an interlacing experience, once you get used to using it, it can prove to be a very useful and powerful tool.