onCourse handbook

Aristedes Maniatis

Natalie Morton

Stephen McIlwaine

Charlotte Tanner

Marcin Skladaniec

Amanda Buchanan

James Swinbanks


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.

7 Aug 2020


I. Getting Started with onCourse
1. onCourse Cloud
What is onCourse cloud?
The onCourse Cloud Demo
Running onCourse from your browser
Installing the standalone version of onCourse on your system
Troubleshooting login
2. Getting Started
How to get around the onCourse interface
Welcome to ish onCourse
The onCourse Dashboard
List View
Searching in List Views
Adding and removing records in List View
Cogwheel special functions
Record detail view
Open related records
Mandatory fields
Offcourse Error
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 Details
Room Record Details
Creating Sites and Rooms
How to set up a new site
How to set up a new Room
5. Creating and Modifying Contacts
onCourse contact types
Adding a new contact from the list view
Adding a new contact in Checkout
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 documents section
Notes section
Education section
Custom fields
Relationships between contacts
Adding a relationship
Adding different types of relationships
Searching across relationship types
Using relationships in Checkout
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
Tags specific to Tutors
Contacts and Documents
To add a document to a contact
To open or view a document
To remove an unlink a document
7. Creating Courses
onCourse Terms and Definitions
Working with Courses
The course cogwheel
Creating a new course
Traineeship Courses
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
Creating a VET Course
Duplicating a Course
Courses which are complete qualifications or skill sets
Partial qualifications
Showing courses online in bulk
8. Creating Classes
onCourse Terms and Definitions
Working with Classes
Special Class Functions
Cogwheel icon
Class Record View
Creating Classes
Editing sessions in bulk
Session collision detection
Adding RTO and VET data to class records
Publishing classes online
Showing classes online in bulk
Working with classes that have enrolments
Marking Student and Tutor attendance
Marking Outcomes in bulk
9. Timetables
Chapter Overview
Accessing Timetable View
Timetable Window
Timetable Views
Compact View
Gap (Days)
Gap (Hours)
Creating Custom Timetable Filters
10. Search
Find Anything
List Views
Find related records
Advanced Query Language
Combining queries
Special attributes
Saving custom searches
Searching in custom scripts
11. 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
12. Processing Enrolments
Terms and Definitions
Working with Checkout
Creating an enrolment with Checkout
How to create an enrolment - Checkout Basics
Discounting the enrolment fee
Adding a promotional code
Reviewing the invoice in the Summary
Manually adjusting the price of an enrolment using discounts
Adding a 3rd party payer
Enrolling multiple students in multiple classes
Enrolling a student in credit or debt
Funding Invoice
Checkout payment options
Applying previous credit or debt to a payment
Using a voucher for payment
Recording a cash payment
Recording a cheque payment
Recording an EFTPOS payment
Processing a credit card payment
Using a new credit card
Using a saved credit card
Managing cancelled and failed credit card transactions
How to cancel a credit card transaction
How to manage transactions where the payment has failed
Processing payments after the enrolment process
Processing a Payment In
Batch Payments In via Payments In
Sending invoices and confirmations
Traineeship Classes
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
Checkout 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 a 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?
13. Cancellations, Transfers and Refunds
Cancelling a single enrolment
Outcome deletion on cancellation
Charging 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?
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
Editing a tag colour in edit view
Tags as a filtering tool within the onCourse application
Creating an advanced search filter instead of a tag
Adding and removing tags from records
Adding and removing tags in bulk
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
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 checkout
Accessing negative discounts through checkout
Accessing promotional code discounts in onCourse through checkout
Membership discounts during checkout
Manual discounts in checkout
Accessing discounts on the web
Promotional codes on the web
Membership discounts for online enrolments
Creating effective discount strategies
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. Corporate Pass
Setting up your Corporate Pass 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
When to Use a Corporate Pass
Controlling Usage
Monitoring the Use of Corporate Passes within onCourse
20. Vouchers
onCourse Terms and Definitions
Creating a voucher type
Navigating around the Voucher Types List View
Purchasing a voucher
Purchasing a voucher on the web
Redeeming a voucher
Investigating voucher redemption
Redeeming a voucher on the web
Cancelling a Voucher
Using a vouchers in place of credit notes
21. Other products
Navigating around the Product window
Adding a new product
Relating a product/course to another course
Purchasing a product in onCourse
Purchasing a Product online
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
Sending an integrated mail message
Understanding email messaging
Understanding SMS Messaging
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
Version Control
Special documents
Access rights
25. Reporting
Using reports
Printing Reports in onCourse
Built-in reports
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
Export Templates
onCourse Export files
Exporting from the list view via Share button
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 file set up
Contact Update Subscriptions CSV import
V. RTO Features
28. RTO Setup
Chapter Overview
Before Taking Enrolments
Set up General Preferences
Competency components
Site setup
Course setup
Class setup
Training Plans
Funding source/contract
Funding invoices
29. Enrolments and Delivery
During Enrolment and Delivery
Marking attendance
Marking outcomes
Creating certificates
Setting and modifying outcomes
What are outcomes?
Importing and adding prior learning
Understanding how outcomes are attached to enrolments
Cancelling VET enrolments
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
Quality Indicator Reporting
Using SurveyMonkey
Other survey tools
Sending survey links
30. 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
31. Certification
Creating Certificates
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
Information About onCourse Certificates
Automated Certificates
Manual Certificates
32. Unique Student Identifier (USI)
The onCourse USI process
How onCourse automates the USI process
What you need to do enable the USI validation service in onCourse
Capturing the USI in onCourse
Creating a USI for a student
Manual entry of a USI
Editing a locked student record
Student self-service
Step 1: Personal Details
Step 2: AVETMISS questions
Step 3: USI
USI Exemption Process
Certificate printing and the USI
33. 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
34. AVETMISS Reporting
Explaining the AVETMISS runner choices
Outcome funding history
Can I stop a class and all its students being exported for AVETMISS?
How about a single enrolment, can't I stop that also?
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
37. Smart and Skilled
What is Smart and Skilled?
Smart and Skilled in onCourse - Course set up for reporting
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
VI. Financial
38. Invoices
Invoice Terms
Editing Invoices
Applying a Payment In via Cogwheel
Creating a manual invoice
Link invoice lines to class budgets
Duplicating and reversing invoices
Invoice payment plans
39. Recurring Payments
Payment plans
Invoice due dates
Class payment plan template
Online enrolments
Automating payment plans with scripts
Payment plan scheduled reminders
Stored Cards
Batch Payments In
40. Budgets
Budget overview
Adding and Editing Budget Items
Budget as calculation tool
Tracking Discounts via the Budget
Linking manual invoices income to the class budget
41. 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
Transactions created when a COS discount is applied
Financial Transactions Generated by Enrolment Cancellation Process
Vouchers and Financial Transactions
Contra Payment Types for invoice reversals
Unearned Income
How Unearned 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
42. 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 pay run
Managing employees vs contractors
Tagging Payslips
Creating payroll through the class window
Payroll access control
Payroll Questions and Answers
43. Accounting best practices
Periodic tasks
VII. Advanced topics
44. General Preferences
General Preferences Terms and Definitions
Setting your General Preferences
Class Defaults
Funding Contracts
Payment Types
Tax Types
Concession Types
Contact Relation Types
Custom Field Types
45. Advanced Setup and Configuration
Controlling User Access (authorisation)
Setting up Active Directory (AD) authentication and authorisation.
AD Authorisation
Server configuration file
Using an external database
Server Memory Allocation
Log files
Audit Logging
46. Message Templates
Message Templates
Editing an existing message template
Message headers and footers
Creating new templates
Writing Groovy in message templates
Sending a manual message using a template
Default templates
47. External Integrations
Integration Preferences
Cloud Assess
VET Student Loans
Google Classroom
Zoom Integration
48. 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 scripts
Creating Scripts
Script blocks
Writing advanced scripts with Groovy
49. 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
50. 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
51. Downloading and installing onCourse
52. 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
48.1. Examples

List of Examples

6.1. How to create a new tutor
7.1. How to create a new course
7.2. More information on changing units
8.1. How to create a new class
8.2. How to create sessions
8.3. Setting the VET information for a class
12.1. How to process a payment in
13.1. How to cancel a single enrolment
13.2. How to reverse an invoice to create a credit note
13.3. How to create a manual credit note
13.4. How to create a payment out from the credit note
15.1. How to create a Filter using Advanced Search:
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
27.1. Exporting class information to create a print brochure
27.2. Exporting from the Class - CSV data
27.3. Exporting Invoice Information
29.1. 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
40.1. How to create a Class budget
41.1. How to manually deposit banking
42.1. How to create Tutor pay rates
42.2. Assigning a Tutor and pay rate to a class in one step
42.3. Editing a tutors wage after they have been added to the class
42.4. How to record a Tutor as being unavailable
42.5. Confirming Tutor attendance for Tutor pay
42.6. Generating, editing and finalising Tutor pay
44.1. How to create a concession type