How to Set Up Classes, Trainers and Enrolments

Good day team. This is just a quick overview of the RTO pilot admin portal. So I'm just going to quickly run through some of the features in how to set up a class, your trainers and your enrollments and then just really quickly touch on the other components of the page. So when you sign in the first thing that you'll see is this dashboard. This will be empty if you haven't used RTO pilot yet. And similarly with this calendar view, this will be empty with you know just the calendar itself. So how do you actually populate that with information? So first what you need to do is you need to set up the specific components of a class that you're going to be running. So we'll just go through some of the management tabs here and with by going through the management tabs you can then build out a class and then you can you know start taking enrollment. So the first thing maybe jumping into is the location. So, this is where you're going to be running your classes. If you jump into the locations tab, this will be empty, but you just need to go over to this new location button in the top right. And then you just need to add in the details for your specific location. So, I'm just going to add in some fake details here. So, I've just filled in the details here. We've got the name of the place. This is kind of the overarching name that is going to be shown on the enrollment page, the capacity, and then the address that will automatically fill when you start typing it in. The contacts over here. So this is the primary contact for the location. So that if it's training on a certain site, the coordinators will have a contact detail to reach out to and the trainers will have a contact detail to reach out to. So you can if you haven't created a primary contact or a contact here, you can just click to create a new one and then just enter their details here. So I'll just add mine. That's Raleigh. So just added the details there. We've got the primary contact. If you've got a secondary contact, you can add that. But just for this example, I'm not going to. Then here we've got some instructions. So this will again be provided on the student portal for the participant instructions and on the trainer portal for the trainer instructions. So you these are just some examples here, but you know, enter the venue through the back gate or you know, there's free parking available. So you can add those details there and then when you're done, you just press save. So once you're once you've saved that, this should come up as a new location. Then what you want to do jump into the unit section. So this is where you add the units that you're actually going to be teaching. So you jump across into again this will probably be empty. Jump across into the new unit section. If it's vet unit then you have that selected. If it's a nonacredited training then you can go to the nonvet. So you just need to know the unit code or the name. So this will automatically populate with the details of the actual class. So I'm just going to pretend that I'm doing apply disability awareness whatever this one is. That should fill in the code and the name. It's all directly pulled from training.gov. So nothing required there from your end. What we don't directly pull is the outcomes and also the renewal dates. So if you've got renewal dates of 3 years, 5 years, whatever, then just add that in here. So the rec so you know three years. And then we do a quick description of the unit which is what will be displayed on the booking page. So you might do something like learn disability awareness to animal assisted services. You just do something basic there that people can easily identify. So yeah, once you've added the description, you just need to fill in the outcome. So this is based off what is on training.gov. The actual description can be a bit different, but you know the actual names of the outcome of what you're going to be teaching should be pulled from there. So essentially just grab the code, jump into training.gov of enter that and then basically that will come up with this unit of competency and then from here you add the outcome. So you just can get these across into RTO pilot and this can of course be edited by you with these performance criteria based on what you're actually teaching and how you're teaching it. But that will I'm just going to do one of them for the example here. And then once you've done that, then you save that. And then that's the unit completed. So once you've done your units, you've done your location, then you probably want to add your trainers. So this is where you will put all of the people who are going to be running training in your business. So if I jump into invite trainer again, you just send a you just enter their email. That will send them an invite code. So I'm just going to do mine. And that should send me an invite code. And then when I jump over to here, this will basically just give me an invite to join as a trainer. So now I've accepted my invite. And now you can see that I'm here in the in the training section. So we've got the trainers, we've got the units, we've got the location. So now we're ready to actually build out the classes. So what you want to then do is jump into the classes section. This again should be empty. So what we what we're looking at here, these are the specific instances of the classes, but the template section is the template of the specific classes. So what you can do is you can build out a template that can be easily duplicated so that you're not having to build a new class every single time. So the first thing you probably want to jump into is the templates here. Build a new class template. And then you just want to enter the details here for the specific class. I'm just going to add some now. So, I've just added the class template details. So, price name, calendar color, the description if you're running it in person, online, the enrollment settings, so basically participant quoted, so if you've got a minimum of five students, so that you're not, you know, running at a loss or whatever. And then the max of how many students can run in the class. This is the enrollment cutoff. So, if you don't want people signing up, you know, one minute before the class, then you can have a cut off. You can also, this can be zero. It doesn't matter. That's all up to personal preference. So this issue certificates section here essentially if you tick it means that these certificates will automatically be issued when a student is marked competent but if it's not ticked then you'll have to distribute them after the fact when you have marked them competent. So this is just automatically going to issue them if you're happy with that. Then jumping across to the units here. So this is where I search for the unit that I just typed in before and that will be apply disability to whatever this one is. And then we've got the class image. So, this is something that you want to have as, you know, whatever the photo is. So, you might put a photo of an animal in this case. Or if you're doing, you know, high-risisk training, then you do a high-risisk training course. So, whatever it is. Then, once you've done that, you save that and that is now the template is done. And then essentially, I jump back into this classes section here. I jump into new class. Again, this will be empty for you, but jump into new class. Select a template. And this is where all of the templates are available. So, you would only have the one, but let's say that one that I just added in there. So, this one here, disability awareness to animals, and it automatically fills with all of those details that we just filled in. The only thing that we need to add is the session details. So, if we jump in here, and we're going to run that class on the 30th, and it starts at 8:00 a.m. And it ends at 9 or and it ends at 5:00 p.m. Then we also add the location here. So, that Sydney CBD one that we added and then the trainer Tully was just a trainer there. So, we're done. And now that session is complete, we save that and the class is done. So now within the calendar view, we can see on the 30th we've got this has now popped up. So we've got the primary contact of the location, the address, the trainer and then some enrollment information which isn't there currently because no students have enrolled from within here as well. You can directly go to the specific class. So this then opens up you know that disability awareness to animals and we can see that there's no enrollments but these are the sessions. And if you want to duplicate a class, so we've done that one on the 30th. And we also want to run it on the 30th of June. I can duplicate that, jump in here, and quickly just change the month to June as well. And then now we've got both classes done. So we've got the 30th of May and the 30th of June. And that will also show up on the June calendar there. So that is kind of an overview of the management tabs. I've also just jumped into the enrollments here. If you're wanting to take a new enrollment for a specific class, you can jump over to the enrollment section here. If you have a corporate booking involved, then you can do that. But if it's not, you can just select a class. So figure out what date it is. So we did that one on the 30th. On the 30th, we can search and there's the disability awareness. We can confirm that date. Select a student. We can either do a student who's already added their details to RTO pilot or if it's a new student, you can jump in, create a new student, and add their details here. So, I'm just going to add mine again. And then and then once that's been done, then you can just confirm that you've got the regular enrollment. So, that means that they will be sent the terms and the payment or an externally paid enrollment if the person has come into your business or they're paying via transfer. Then all it will do is send them the link to the terms and conditions rather than the payment. So, I'm going to just show you what it would look like with the actual payment. So if you do a regular enrollment, this will create a enrollment lead. That will then send me an email. We can see here that I my status is pending. If I jump over here, we can see that I've got a enrollment here. So I agree to join this training. And then it takes me through to the payment section. So if I fill out these details, then that will then take me through to the student portal. Which I'll show you right now. So, if I just jump on here, put in these fake details, and then once I've put in these fake details, if I pay, then that will just take me immediately across into the student portal, which is where I will then have all of the information on my upcoming classes and my certificates and whatnot. So, that is kind of a touch on where the admin portal is at. So, if you've got any other questions, don't hesitate to reach out. But yeah, talk