Welcome to ish onCourse. To help you use onCourse comfortably, this section will demonstrate the various windows, lists, records and other icons you'll see. onCourse is designed to be and flexible 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. onCourse will open using the last layout used as your preference the next time you open it.
The dashboard is the opening window of onCourse; it is the first thing you will see on your screen after you successfully login. The dashboard is made up of a three-column view window with a collapsible, global navigation quick access column containing two sub-tabs on the left (Favourites & Latest Activity) Enrolments & Revenue in the middle, and onCourse news on the right. There is also a logout button, a button to change your visual themes and, in some cases, and an Upgrade to onCourse Pro button for anyone using the free version of the software.
Columns can be resized by hovering your mouse over one of the cut-off lines, then clicking and dragging either left or right to decrease or increase the size of the column. You can also resize the window by hovering your mouse over the bottom-right corner, or the left or bottom edges of the window, then clicking and dragging to resize it. The global navigation column can be collapsed by clicking the 'x' in the top-left.
This is the left most column that appears on the dashboard. This column can also be accessed in numerous other windows in onCourse, allowing you to quickly access any part of the application in just a few clicks. Click the burger icon in the top left to display the column if it's hidden. Click the 'x' to collapse it.
Favourites is the best way to gain one-click access to almost all the different areas of the application. Initially, Favorites will only show Checkout (Quick Enrol), however if you click the All button it will change to show all the available windows and any on-demand scripts you have available. If you hover your mouse, you'll see a heart icon appear next to it. Click it to add that window to your Favorites window, and click it again to remove it. Click 'Save' to save your changes.
Checkout (Quick Enrol) will always appear in Favourites.
This section will save and then display a history of the most recent records you've interacted with and their list views, including during previous logins, acting as a quick way to revisit screens you were just using. You can click any of the displayed windows or records to go directly to it.
On Demands Scripts appear only for admin users, and can be triggered manully from here. They will appear here when three conditions are met:
The script is set as on demand
The script has no related entity
The script is enabled
You can learn more about scripts in general in our scripting chapter here
At the top of the Dashboard, you'll find a powerful search box called Find Anything. Here you can find all manner of data in onCourse and have it accessible at your finger tips with only a few keystrokes. Simply type in what you're looking for, be it a contact's last name, a course code or even an invoice number and the search results should populate as you type, filling out with any matching result.
The results should in order of newest to oldest record.
Feel free to experiment with what you can search for, it covers a lot of data!
This column will give you a simple, graphical representation of your recent enrolments and revenue from the past four weeks in an easy-to-read graph. As well as the visual graph, you'll also see the raw numbers of enrolments and revenue, as well as a breakdown of the number of courses you have set up in the system.
The course breakdown will show you the last courses enrolled in, the courses with the highest number of people on a waiting list, the number of courses open for enrolment, and a detailed look at the number of courses currently classed as in development, cancelled, commenced and completed.
This section shows the latest posts in the onCourse blog, and will also be updated with news about everything onCourse.
In the top-right of the Dashboard there are two new icons, Themes and Log Out. Log Out is self-explanatory, click this to log yourself out of the system and return to the main login page.
Themes will allow you to select a visual theme for the application from those that are currently available, Light, Dark & Monochrome. This setting is saved for each user, so if multiple users use onCourse on the same computer, it will remember their preferred setting.
The current available themes are:
Light - the standard orange & tan theme you see throughout most of the screenshots in this manual.
Dark - A dark background with light fonts
Monochrome - A light theme that's mostly while backgrounds with dark text
onCourse's list views appear 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).
Will display columns relevant to the window you've opened. Select a record by clicking on it, or select multiple records by holding shift and clicking on each.
Add new records by clicking the + button.
Column size can be adjusted by clicking and dragging the edges of a column from side to side. You can also customise the columns that appear by clicking the 'eye' icon and selecting your preferred columns.
Filters can be applied in the left-side column. Learn more about creating these filters using Tags.
You can sort columns by clicking their header. You can sort by multiple columns by holding down the shift key and clicking each columns. The sort will prioritise based on the order of the columns you click.
List views offer a two-column and three-column view. The three-column view will give you a detailed look at a specific record, while the two-column view will give you a better overview of more data.
Advanced Search will let you find records using a combination of conditions. You can learn more about Advanced search in our Search chapter.
Within the two-column view you can customise the columns visible to you by clicking the eye icon that appears, and then selecting the columns you want to be visible.
Advanced and simple searches are also available from the list view, and all record printing or exporting happens from the list view. Learn more about searching here.
The list view is also where you can add and delete records. On 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 fulfill 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. E.G. 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.
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 permanently removed from the database.
You can print a report PDF or export CSV from any list view by selecting the records you'd like to include, then hitting the Share button. You can then select the type of file you want to print, the template and the background.
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.
The cogwheel appears on most screens in onCourse, and the options that appear under it will largely be contextual to the screen you're viewing. You can manually execute scripts, duplicate classes and courses, send messages to contacts, add or remove classes from your website and whole lot more.
To use the cogwheel, highlight a record on the window you're viewing, then click the cogwheel icon to see your options.
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 the records you're viewing, the information displayed and how its shown can vary a lot.
To see a record view, go to a window like "classes" 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.
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 and you'll return to the list view.
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.
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 browser tab. 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.
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.
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.
If you try to save a record that contains an empty field that has been set as mandatory, the Save button will appear with an exclamation mark in it, and when clicked, will scroll you to the field in question so you can enter the data before moving on.
You will not be able to save and continue before adding valid data to the field.