onCourse guides

Get started

Find your way around onCourse, find records quickly and set up who can do what.

Showing 4 of 11 guides

• Find your way around onCourseGet comfortable with your everyday workspace. Explore the windows, lists and records your team uses, and adjust the layout to suit the way you work.Handbook: Getting Started (opens the onCourse handbook in a new tab)
• Find your bearings on the dashboardStart with a clearer view of your day. See recent enrolment and revenue activity, revisit records and move directly to the work you need to do.Handbook: The onCourse Dashboard (opens the onCourse handbook in a new tab)
• Set up your team’s accessGive each team member their own onCourse login. Add users, update their details and manage access as people join, change roles or leave your organisation.Handbook: Users (opens the onCourse handbook in a new tab)
• Give people the right permissionsShape access around the work each person needs to do. Review the available roles and permissions, then configure suitable access for your team.Handbook: User Roles (opens the onCourse handbook in a new tab)

Manage enrolments

Take bookings, offer payment options, handle changes and look after waiting lists and applications.

Showing 4 of 19 guides

• Understand how Checkout brings a booking togetherKeep enrolment and financial records connected, including when no payment is involved. See how Checkout brings students, classes, products and the payer together on an invoice.Handbook: About Checkout (opens the onCourse handbook in a new tab)
• Enrol learners through CheckoutBring a booking together in one place. Add one or more students and their classes, with a single invoice for the person or organisation paying.Handbook: Creating an enrolment with Checkout (opens the onCourse handbook in a new tab)
• Choose how much is paid at enrolmentHandle bookings where payment is full, partial or still to come. Set the amount collected at Checkout and keep the remaining invoice balance visible.Handbook: Checkout payment options (opens the onCourse handbook in a new tab)
• Understand demand before opening a classKeep a record of interest when the right class is not yet available. See how course waiting lists can help your team plan future offerings.Handbook: Why use waiting lists (opens the onCourse handbook in a new tab)

Run classes

Create classes, build timetables, organise venues, roster tutors and record attendance.

Showing 4 of 9 guides

• Set up the next classPrepare the next intake with the details your team needs. Link a new class to its course and review enrolment status, numbers and delivery information.Handbook: Creating Classes (opens the onCourse handbook in a new tab)
• Make a class available onlineControl what learners can find and book. Review course and class settings to decide which classes appear on your website and accept online enrolments.Handbook: Publishing classes online (opens the onCourse handbook in a new tab)
• Build a class timetableGive your class a clear schedule. Add sessions with their start times and durations so your team can organise when teaching takes place.Handbook: Creating sessions (opens the onCourse handbook in a new tab)
• Plan tutor time for each sessionMake teaching commitments clearer. Set each tutor’s rostered time and payable duration against the sessions they will deliver.Handbook: Tutor rostering (opens the onCourse handbook in a new tab)

Publish your courses

Structure your courses and present them clearly so learners can find what suits them.

Showing 4 of 4 guides

• Organise courses, classes and sessionsBuild your program on a clear structure. Understand how a course relates to its bookable classes and the sessions in which teaching takes place.Handbook: Creating Courses (opens the onCourse handbook in a new tab)
• Write course information learners can useHelp people decide whether a course is right for them. Shape the description around their questions, with clear learning information and practical details.Handbook: Writing course descriptions for the web (opens the onCourse handbook in a new tab)
• Review feedback before using it publiclyKeep control over the comments shown on your website. Review feedback and select suitable testimonials for publication, following your organisation’s approval and permission process.Handbook: Editing and approving feedback for online testimonial use (opens the onCourse handbook in a new tab)
• Help learners narrow their course searchMake a large catalogue easier to explore. Use configured categories and filters to help visitors find courses that suit their interests and location.Handbook: Faceted Search (opens the onCourse handbook in a new tab)

Manage finances

Work with invoices, quotes, payment plans, credits, class budgets and tutor pay.

Showing 4 of 13 guides

• Understand the tutor-pay workflowConnect teaching arrangements with pay preparation. Work through rates, class budgets, confirmed rosters and the records used to calculate tutor pay.Handbook: Tutor pay (opens the onCourse handbook in a new tab)
• Set tutor pay ratesMake pay arrangements easier to manage. Set default rates for tutor roles and adjust them for individual classes where needed.Handbook: Tutor pay rates (opens the onCourse handbook in a new tab)
• Prepare tutor pay recordsBring the information for tutor payments together. Generate pay records from class budgets and attendance, ready for the next step in your payroll process.Handbook: Generating Tutor pay (opens the onCourse handbook in a new tab)
• Understand the invoice behind each purchaseKeep track of what has been charged and to whom. See how purchases through Checkout create invoices and the individual lines that make up the total.Handbook: About invoices (opens the onCourse handbook in a new tab)

Support employer training

Handle employer-funded bookings, quotes and company access with the right permissions in place.

Showing 4 of 6 guides

• Set up employer-funded bookingsMake an agreed corporate arrangement available at enrolment. Create a Corporate Pass linked to the organisation or contact that will receive the invoice, with suitable conditions.Handbook: Setting up your Corporate Pass within onCourse (opens the onCourse handbook in a new tab)
• Use a Corporate Pass for online enrolmentLet learners book under an agreed employer arrangement. A valid Corporate Pass connects the enrolment with an invoice sent to the designated organisation or contact.Handbook: Using the Corporate Pass to Enrol Online (opens the onCourse handbook in a new tab)
• Set boundaries for Corporate Pass useKeep employer bookings within the agreed arrangement. Restrict eligible classes, set an expiry date and direct invoices to the contact who monitors usage.Handbook: Controlling Usage (opens the onCourse handbook in a new tab)
• Review corporate booking activityKeep track of how corporate arrangements are being used. Review Corporate Pass records and associated reporting to understand booking activity and maintain the settings.Handbook: Monitoring the Use of Corporate Passes within onCourse (opens the onCourse handbook in a new tab)

Connect with customers

Keep enquiries, relationships, messages and feedback connected to the people you work with.

Showing 4 of 9 guides

• See the story behind a contactStart a conversation with useful context. View a contact’s activity, enrolment history and financial overview together in the contact insights panel.Handbook: Contact Insights (opens the onCourse handbook in a new tab)
• Connect learners, employers and payersMake important relationships easier to follow. Link people and organisations so your team can see who is learning, who is connected and who may be paying.Handbook: Relationships between contacts (opens the onCourse handbook in a new tab)
• Bring duplicate contact records togetherKeep a learner’s history in one place. Compare duplicate records, choose the details to retain and combine the related history after reviewing the match.Handbook: Merging contacts (opens the onCourse handbook in a new tab)
• Learn from course feedbackHear how learners experienced your program. Use surveys to gather feedback on courses, tutors and venues, with questions suited to your organisation.Handbook: Class completion surveys in onCourse (opens the onCourse handbook in a new tab)

Manage learning and compliance

Plan delivery, organise assessment, prepare certificates and work through reporting tasks.

Showing 4 of 9 guides

• Plan how units will be deliveredConnect learning requirements with the timetable. Map units of competency to sessions and relevant assessment tasks within the class training plan.Handbook: Training Plans (opens the onCourse handbook in a new tab)
• See progress across attendance and assessmentKeep learner progress in view. With the course, training plan and assessment records set up, review how attendance and assessment activity relate to each outcome.Handbook: Tracking outcome progression (opens the onCourse handbook in a new tab)
• Organise assessment tasksGive students and assessors clear task information. Create assessment records with instructions, documents, dates and an assigned assessor, then track submission and marking details.Handbook: Assessments in onCourse (opens the onCourse handbook in a new tab)
• Connect assessments with the training planSee how assessment fits the delivery schedule. Link tasks with units of competency and review the dates used in the class training and assessment plan.Handbook: Training and Assessment Plans (opens the onCourse handbook in a new tab)

Manage documents

Keep documents with the records they support and share them with the right audience.

Showing 3 of 3 guides

• Keep documents with the work they supportFind supporting information in context. Link documents to relevant courses, classes, people and enrolments, with controlled sharing for the intended audience.Handbook: Documents in onCourse (opens the onCourse handbook in a new tab)
• Reuse an existing documentAvoid uploading the same file for every record. Attach an existing onCourse document where it is needed, then review its description, tags and permissions.Handbook: Attaching existing documents (opens the onCourse handbook in a new tab)
• Check who can see a documentShare information deliberately. Review a document’s access settings and linked records to understand whether it is available internally, in the portal or on the website.Handbook: Access rights (opens the onCourse handbook in a new tab)

Report and export

Use built-in and custom reports and move data in and out of onCourse.

Showing 4 of 7 guides

• Find and run a useful reportTurn your records into information your team can use. Choose a report, select the relevant records and produce the output you need.Handbook: Using reports (opens the onCourse handbook in a new tab)
• Explore the reports already availableFind a starting point for your next reporting task. Browse the included reports for classes, finances, learners and other day-to-day operations.Handbook: Built-in reports (opens the onCourse handbook in a new tab)
• Move information into and out of onCoursePut your data to work where it is needed. Explore the import and export options, then choose an approach that suits the records and format involved.Handbook: Importing and exporting (opens the onCourse handbook in a new tab)
• Turn learner feedback into useful informationLook for patterns in the experience you deliver. Review feedback, follow related class records and export or report on results for further analysis.Handbook: Viewing survey results - onCourse, exports and print reports (opens the onCourse handbook in a new tab)

Automate routine work

Configure automations and message templates so routine steps take less effort.

Showing 4 of 8 guides

• Shape a workflow around your teamConnect routine steps with the way your organisation works. Explore onCourse automations and where configured rules or specialist scripting can support your process.Handbook: onCourse Automations and Custom Workflow (opens the onCourse handbook in a new tab)
• Make routine administration easierGive your team practical help with repeated follow-up. Explore configured reminders, reports and alerts for tasks such as waiting-list messages or classes needing attention.Handbook: What can you do with automations? (opens the onCourse handbook in a new tab)
• Choose when an automation should runMake each automated step happen for a reason. Understand the schedules and record changes that can trigger an onCourse workflow.Handbook: Automation triggers (opens the onCourse handbook in a new tab)
• Understand booking messagesHelp learners and payers know what happens next. Review the automatic messages associated with enrolments and invoices, and how these fit your communication process.Handbook: Automatic messages in onCourse (opens the onCourse handbook in a new tab)

Connect your tools

Link onCourse with accounting, learning, email and sign-in services your team already uses.

Showing 4 of 7 guides

• Connect the tools your team usesReduce repeated entry where an agreed connection suits your team’s work. Explore the documented integrations and setup needed before information moves between systems.Handbook: External Integrations (opens the onCourse handbook in a new tab)
• Connect onCourse with XeroBring course administration and accounting closer together. Set up daily journals and approved tutor-pay records to flow from onCourse into Xero, reducing repeated data entry.Handbook: Xero (opens the onCourse handbook in a new tab)
• Connect enrolments with MoodleHelp learners reach their online course. Configure the Moodle connection so enrolments taken in onCourse can create enrolments in the matching Moodle course.Handbook: Moodle (opens the onCourse handbook in a new tab)
• Connect your enrolment workflow with MailchimpKeep audience updates connected to enrolment activity. Configure the Mailchimp integration and chosen audience, alongside your organisation’s communication preferences and consent process.Handbook: Mailchimp (opens the onCourse handbook in a new tab)

Help your learners

Give students and tutors their own portal for classes, results and certificates.

Showing 5 of 5 guides

• Introduce learners and tutors to their portalGive people a place to connect with their classes. Explore skillsOnCourse and the information available to students and tutors through their own portal access.Handbook: Introduction (opens the onCourse handbook in a new tab)
• Help learners find their course informationMake it easier for learners to see what comes next. Explore the student portal dashboard and the class information available after login.Handbook: Student Portal (opens the onCourse handbook in a new tab)
• Help tutors manage their class activityKeep tutors connected to the classes they teach. Explore their portal features and the teaching information and tasks available to them.Handbook: Tutor Specific Features (opens the onCourse handbook in a new tab)
• Help learners review results and give feedbackHelp learners find recorded outcomes and share class feedback. Explore the results and feedback available through their portal, keeping course information within reach.Handbook: Results and Feedback (opens the onCourse handbook in a new tab)
• Make certificates available in the portalGive learners a convenient place to find their certificate. Once it is attached to the enrolment record, they can download it from their portal resources.Handbook: Certificates in skillsOnCourse (opens the onCourse handbook in a new tab)