Capability and requirements matrix

See what onCourse can do for your organisation.

Start with what your learners and team need to achieve. This matrix connects those needs to existing onCourse capabilities, the choices made in your setup and any work that requires a separate scope. Follow the evidence, use the suggested checks and bring the questions that matter to your team.

Follow the work you need to support.

Explore how people find and join courses, how your team organises delivery, and how you review activity. For each need, you can see the platform capability, the setup choices and the evidence to review.

An established foundation. A clear scope for your organisation.

Existing platform capability means the function is already part of onCourse. Agreed institutional setup covers how it is prepared around your organisation. Separate assessment identifies a proposed requirement that needs design and validation before a delivery commitment. Your proposal confirms what is included.

Each row separates what the platform already does from the setup shaped around your organisation and any additional work to agree. The capabilities, setup and services for your organisation are confirmed in your proposal. Open the sources for detailed handbook guidance, then print or copy this page for a requirements discussion.

Help learners find a suitable course and join it

Operational requirement: Publish course and class information and support the right enrolment or application path.
Platform capability: Existing platform capability; onCourse holds course and class information, publishes selected offerings online and records enrolments through Checkout. Courses can allow direct enrolment or require an application before a place is offered.
Set up for your organisation: Choose what learners see, the information you collect, which courses need an application and the confirmations they receive.; Additional work, where needed: A bespoke approval process, external eligibility check or connection to another admissions system is agreed separately.
Evidence: Handbook reference
Working with Courses
Creating an enrolment with Checkout
Creating new data collection forms
What to agree or test: Follow a direct enrolment and an application through with representative learner information. Check eligibility questions, consent, confirmations and how staff handle exceptions.

Keep payments and amounts owing clear

Operational requirement: Identify who is paying, record invoices and payments, and reconcile them with the organisation's finance processes.
Platform capability: Existing platform capability; onCourse records payers, invoices, payments, credits and amounts owing. Payment plans can set a deposit and later due dates. Funding invoices can track expected funding for eligible enrolments under a configured funding contract.
Set up for your organisation: Agree fees, payers, payment methods, instalments, account codes and funding-contract settings where relevant.; Additional work, where needed: Connections to finance or funding systems and any specialised funded or no-student-fee journey are assessed against the proposed process.
Evidence: Handbook reference
Creating an enrolment with Checkout
Payment plans
Funding invoices
What to agree or test: Test a full payment, instalments and a third-party payer. Where relevant, test the funded or zero-payment path, corrections, reconciliation and who receives each document.

Keep learners and staff informed

Operational requirement: Send confirmations, reminders and operational messages to the right people at the right points.
Platform capability: Existing platform capability; onCourse provides enrolment confirmations, invoice emails and reusable message templates. Its automation tools support scheduled or event-triggered messages, including a documented payment-reminder script.
Set up for your organisation: Choose sender details, message wording, recipients, timing and the relevant templates or existing automations to enable.; Additional work, where needed: A new scripted workflow or connection to an external messaging service is assessed and agreed separately.
Evidence: Handbook reference
Automatic messages
Message templates
Payment plan scheduled reminders
What to agree or test: Check the learner and payer receive the appropriate messages, including when they are different people. Test timing, consent settings, failed-delivery handling and who can change templates or automations.

See interest before planning the next class

Operational requirement: Record course interest and useful preferences, then follow up when a suitable class is available.
Platform capability: Existing platform capability; Waiting lists link a person's interest to a course and retain preferences or notes for planning and follow-up.
Set up for your organisation: Choose the information to collect, who reviews interest and how your team follows up when a class is available.
Evidence: Handbook reference and a current labelled sample record
Why use waiting lists
Manage waiting lists
What to agree or test: Record interest without a scheduled class, review preferences and test the agreed follow-up. Decide how duplicate and old expressions of interest are handled.

Keep classes workable for staff and learners

Operational requirement: Coordinate sessions, tutors and rooms and make scheduling conflicts visible before delivery.
Platform capability: Existing platform capability; onCourse schedules class sessions and flags timetable clashes involving tutors, rooms or session times for staff to review.
Set up for your organisation: Enter delivery locations, rooms, tutors and sessions, then agree who reviews and resolves warnings.
Evidence: Handbook reference; a current product example shows a same-class session-time overlap only
Session collision detection
What to agree or test: Test representative tutor, room and session conflicts and confirm the warning is visible to the person responsible for resolving it. Clash warnings are advisory, not a hard scheduling block.

Give people access that fits their work

Operational requirement: Use individual user accounts and control access to records and actions according to responsibility.
Platform capability: Existing platform capability; onCourse has user accounts, configurable roles and permissions, with documented two-factor authentication controls.
Set up for your organisation: Map roles to the work each person needs to do and set the appropriate access and login requirements.; Additional work, where needed: Single sign-on or shared identity across institutions requires a separately agreed identity design.
Evidence: Handbook reference
User roles
Two-factor authentication
What to agree or test: Test representative users against what they should and should not be able to view or change. Agree access reviews and joiner, mover and leaver processes.

Connect the work with systems you already use

Operational requirement: Exchange agreed records with existing systems while making ownership, errors and support responsibilities clear.
Platform capability: Existing platform capability; onCourse provides integration tools and APIs, with documented connections such as Xero journals and tutor-pay records.
Set up for your organisation: Identify the systems involved and check which existing connection fits. Agree credentials, account mapping, data direction and operational ownership.; Additional work, where needed: Each connection has an agreed scope. New interfaces, changed workflows or requirements beyond an existing connector are assessed and quoted separately.
Evidence: Handbook reference
External integrations
Xero
What to agree or test: Prove a representative record transfer, the expected mapping and reconciliation, failure handling and safe recovery from duplicate or interrupted transfers.

See what is happening and explain progress

Operational requirement: Review operational and financial activity through reports and exports with consistent definitions and appropriate access.
Platform capability: Existing platform capability; onCourse has built-in reports for enrolments, class rolls, timetables, budgets, invoices and payments. Teams can select relevant records and review or export the information they need.
Set up for your organisation: Select the reports, filters, date basis and permissions that answer your team's questions and align them with your finance and delivery processes.; Additional work, where needed: New report formats, external reporting feeds and cross-institution consolidation are assessed separately.
Evidence: Handbook reference and a current labelled class-budget example
Built-in reports
Printing and Exporting
What to agree or test: Run representative reports, agree the meaning of each measure and reconcile selected results to their underlying records and relevant finance totals.

Help more institutions take part without losing local control

Operational requirement: Use a repeatable setup approach while retaining appropriate institution-specific branding, settings, responsibilities and data boundaries.
Platform capability: Agreed institutional setup; The same maintained onCourse product can support dedicated institutional environments. The proposed delivery approach starts with each institution's programs and responsibilities, using a repeatable onboarding process.
Set up for your organisation: Agree the institution boundaries, local branding, administration, settings and the steps needed to prepare each environment.; Additional work, where needed: Shared administration, cross-institution data access or any common service needs explicit design and agreement. It is not implied by using the same product.
Evidence: Illustrative delivery approach
TAFE operating model
What to agree or test: Set acceptance checks for the first institutions, including local permissions and data boundaries, then confirm which setup and onboarding steps can be repeated for further participants.

Develop shared services where they add value

Operational requirement: Assess shared identity, coordinated course discovery and consolidated reporting as separate requirements.
Platform capability: Separate assessment; Each institution can start with its own agreed course operations. Shared identity, coordinated discovery and consolidated reporting require a defined design and evidence before they can be offered as a shared service.
Set up for your organisation: Agree the intended participants, benefits, decision-makers and information that may be shared.; Additional work, where needed: Architecture, privacy, governance, integration, delivery responsibilities and acceptance testing are scoped for each proposed shared capability.
Evidence: Proposed shared-service approach
TAFE shared-capability stage
What to agree or test: Define the identity and data boundaries, metric definitions and support ownership. Validate the design and test agreed scenarios before making a rollout commitment.

Capability and requirements review matrix
Person and need	Platform capability	Set up for your organisation	Evidence	What to agree or test
Help learners find a suitable course and join itPublish course and class information and support the right enrolment or application path.	Existing platform capabilityonCourse holds course and class information, publishes selected offerings online and records enrolments through Checkout. Courses can allow direct enrolment or require an application before a place is offered.	Choose what learners see, the information you collect, which courses need an application and the confirmations they receive.Additional work, where needed: A bespoke approval process, external eligibility check or connection to another admissions system is agreed separately.	Handbook reference Working with Courses Creating an enrolment with Checkout Creating new data collection forms	Follow a direct enrolment and an application through with representative learner information. Check eligibility questions, consent, confirmations and how staff handle exceptions.
Keep payments and amounts owing clearIdentify who is paying, record invoices and payments, and reconcile them with the organisation's finance processes.	Existing platform capabilityonCourse records payers, invoices, payments, credits and amounts owing. Payment plans can set a deposit and later due dates. Funding invoices can track expected funding for eligible enrolments under a configured funding contract.	Agree fees, payers, payment methods, instalments, account codes and funding-contract settings where relevant.Additional work, where needed: Connections to finance or funding systems and any specialised funded or no-student-fee journey are assessed against the proposed process.	Handbook reference Creating an enrolment with Checkout Payment plans Funding invoices	Test a full payment, instalments and a third-party payer. Where relevant, test the funded or zero-payment path, corrections, reconciliation and who receives each document.
Keep learners and staff informedSend confirmations, reminders and operational messages to the right people at the right points.	Existing platform capabilityonCourse provides enrolment confirmations, invoice emails and reusable message templates. Its automation tools support scheduled or event-triggered messages, including a documented payment-reminder script.	Choose sender details, message wording, recipients, timing and the relevant templates or existing automations to enable.Additional work, where needed: A new scripted workflow or connection to an external messaging service is assessed and agreed separately.	Handbook reference Automatic messages Message templates Payment plan scheduled reminders	Check the learner and payer receive the appropriate messages, including when they are different people. Test timing, consent settings, failed-delivery handling and who can change templates or automations.
See interest before planning the next classRecord course interest and useful preferences, then follow up when a suitable class is available.	Existing platform capabilityWaiting lists link a person's interest to a course and retain preferences or notes for planning and follow-up.	Choose the information to collect, who reviews interest and how your team follows up when a class is available.	Handbook reference and a current labelled sample record Why use waiting lists Manage waiting lists	Record interest without a scheduled class, review preferences and test the agreed follow-up. Decide how duplicate and old expressions of interest are handled.
Keep classes workable for staff and learnersCoordinate sessions, tutors and rooms and make scheduling conflicts visible before delivery.	Existing platform capabilityonCourse schedules class sessions and flags timetable clashes involving tutors, rooms or session times for staff to review.	Enter delivery locations, rooms, tutors and sessions, then agree who reviews and resolves warnings.	Handbook reference; a current product example shows a same-class session-time overlap only Session collision detection	Test representative tutor, room and session conflicts and confirm the warning is visible to the person responsible for resolving it. Clash warnings are advisory, not a hard scheduling block.
Give people access that fits their workUse individual user accounts and control access to records and actions according to responsibility.	Existing platform capabilityonCourse has user accounts, configurable roles and permissions, with documented two-factor authentication controls.	Map roles to the work each person needs to do and set the appropriate access and login requirements.Additional work, where needed: Single sign-on or shared identity across institutions requires a separately agreed identity design.	Handbook reference User roles Two-factor authentication	Test representative users against what they should and should not be able to view or change. Agree access reviews and joiner, mover and leaver processes.
Connect the work with systems you already useExchange agreed records with existing systems while making ownership, errors and support responsibilities clear.	Existing platform capabilityonCourse provides integration tools and APIs, with documented connections such as Xero journals and tutor-pay records.	Identify the systems involved and check which existing connection fits. Agree credentials, account mapping, data direction and operational ownership.Additional work, where needed: Each connection has an agreed scope. New interfaces, changed workflows or requirements beyond an existing connector are assessed and quoted separately.	Handbook reference External integrations Xero	Prove a representative record transfer, the expected mapping and reconciliation, failure handling and safe recovery from duplicate or interrupted transfers.
See what is happening and explain progressReview operational and financial activity through reports and exports with consistent definitions and appropriate access.	Existing platform capabilityonCourse has built-in reports for enrolments, class rolls, timetables, budgets, invoices and payments. Teams can select relevant records and review or export the information they need.	Select the reports, filters, date basis and permissions that answer your team's questions and align them with your finance and delivery processes.Additional work, where needed: New report formats, external reporting feeds and cross-institution consolidation are assessed separately.	Handbook reference and a current labelled class-budget example Built-in reports Printing and Exporting	Run representative reports, agree the meaning of each measure and reconcile selected results to their underlying records and relevant finance totals.
Help more institutions take part without losing local controlUse a repeatable setup approach while retaining appropriate institution-specific branding, settings, responsibilities and data boundaries.	Agreed institutional setupThe same maintained onCourse product can support dedicated institutional environments. The proposed delivery approach starts with each institution's programs and responsibilities, using a repeatable onboarding process.	Agree the institution boundaries, local branding, administration, settings and the steps needed to prepare each environment.Additional work, where needed: Shared administration, cross-institution data access or any common service needs explicit design and agreement. It is not implied by using the same product.	Illustrative delivery approach TAFE operating model	Set acceptance checks for the first institutions, including local permissions and data boundaries, then confirm which setup and onboarding steps can be repeated for further participants.
Develop shared services where they add valueAssess shared identity, coordinated course discovery and consolidated reporting as separate requirements.	Separate assessmentEach institution can start with its own agreed course operations. Shared identity, coordinated discovery and consolidated reporting require a defined design and evidence before they can be offered as a shared service.	Agree the intended participants, benefits, decision-makers and information that may be shared.Additional work, where needed: Architecture, privacy, governance, integration, delivery responsibilities and acceptance testing are scoped for each proposed shared capability.	Proposed shared-service approach TAFE shared-capability stage	Define the identity and data boundaries, metric definitions and support ownership. Validate the design and test agreed scenarios before making a rollout commitment.

Turn a requirement into something you can check.

Choose representative records and situations, including the exceptions your team handles. Use the suggested checks to agree what a successful result looks like, who accepts it and what evidence is needed. The matrix can support your discussion and requirements writing; your organisation decides which requirements and acceptance criteria apply.

Discuss the requirements that matter to your team Review security and service evidence