Learner Onboarding is designed to streamline the online enrolment and onboarding process by enabling the creation, updating, and completion of forms directly within your aXcelerate account.

Administrators can track form completion through the enrolment dashboard, and increase completed enrolments by simplifying enrolment forms to gather only essential data.

Once enrolled, learners can provide additional details via the Learner Portal before starting their course. This process ensures mandatory fields are completed before learners can access their course, redirecting them to incomplete forms if necessary, thereby simplifying reporting and ensuring all required information is collected efficiently.

Key highlights include:

Fewer Incomplete Applications: Reduce the size and complexity of your enrolment forms by removing optional fields and collecting only critical information required for the initial enrolment such as contact details and payments.
Streamlined Enrolment Process: Simplify the enrolment and onboarding process by allowing forms to be created, managed and completed directly within the aXcelerate system.
Improved Data Management and Compliance Reporting: After logging into the Learner Portal, Learners are automatically prompted to finish any incomplete forms before accessing their course, ensuring learners have provided the right information.

Note: Access to the Form Builder will require the user to have the Form Builder and General Settings permissions enabled against their user. The Enrolments Dashboard permission will be required for users to view the Enrolments - All section within the Form Builder. to.

Tip: We recommend reading our Tailoring Your Online Enrolments to Suit Learner Onboarding Help Article for tips on using Learner Onboarding with Online Enrolments.

Learner Onboarding Pricing

While forms can be created and previewed for free, the ability to publish and use forms is a billable addition to your aXcelerate subscription. To discuss pricing please reach out to our Sales Team for a personalised quote.

Learner Onboarding Overview

To access Learner Onboarding hover over the Settings cog, then select Form Builder.

The Form Builder contains four sections; Forms, Custom Fields, Portfolio Setup and Enrolments.

Forms: Where new forms can be created and existing forms can be viewed and updated.

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Custom Fields: Custom fields allow you to create and manage fields to capture additional data such as allergies or dietary requirements. For more information please see the Custom Fields help article.

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Portfolio Types: Can be used to create groups to sort and store documentation Learners may need to upload as part of their enrolment process. Items uploaded to a portfolio step will be available in the Portfolio section of the Contact profile. For more information please see the Contact Portfolio help article.

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Portfolio Checklists: Create Portfolio Checklists to define the documentation a learner must provide during their enrolment. Items uploaded as part of a portfolio checklist will be available within the Contact’s Portfolio under the linked category.

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Enrolments: A dashboard where form enrolment submissions can be viewed. This data includes in-progress and completed enrolments, the onboarding status of the enrolled learners, and the form used. Data can be filtered to display enrolments that meet certain criteria such as enrolments completed within a date range or onboarding status.

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Onboarding Form Elements

Name

Description

Steps

A step acts as a container and holds sections and fields within the form. You may choose to build your form using one or multiple steps, depending on how you want to segregate your form fields. For example, one step may contain contact details and another may contain information related to prior schooling.

Sections

A step must contain at least one section.

Form Elements

Form elements can be added to your form to collect the information your organisation requires for a learner to enrol. The different elements are:

Fields - are pre-built with standard details and include information such as Contact Details, Nationality, Schooling, Signatures and more.

Custom fields - can be created to collect information that is not already available within fields. Custom fields can be linked to several specific areas within the system.

Portfolio - fields will allow you to collect required documentation such as certificates or licenses during enrolment. Portfolio fields are by default mandatory although may be made optional. A Portfolio Checklist can be added, if there is a set number of documents a Learner must provide to proceed with their enrolment.a

Welcome & Completion Message

The Welcome & Completion Message will allow you to add a welcome message that is visible at the beginning of the form and a completion message that will be shown once Learners have completed the form. These messages are optional.

Creating a new Onboarding Form

Settings

Form Builder

Hover over Settings, select Form Builder then select Forms
Select + New, add a name to the form and select Create
Select an Icon, add a Step Title, and then a Section Title. Each step must have at least one section, although you may choose to add additional sections within a step by selecting the Add Section button
Add Form Elements by expanding the Fields, then drag them into position within the form. By default fields are mandatory, however, they can be made optional by hovering over the field and enabling the ‘optional’ flag
Fields can be reordered by selecting the field, then dragging it to the desired location and then dropping the field in place
Once all fields have been added to the current step, if required, select + Add Step to create a new step and repeat the above steps until all steps and fields required have been added to the form
Select Welcome & Completion Message to add a welcome message or completion message. If these fields are left blank these sections will not be visible to the Learner
Select Preview to view the form as a Learner would when trying to enrol
Once your form is complete, select Publish. Once published a form may be linked to a qualification or class and learners can begin enrolling

Linking an Onboarding Form

Setting the default form against the Qualification is considered best practice as once applied, this default will automatically set against any new courses created against the qualification.

Tip: Workshop types will inherit the default form set against the linked Qualification.

To link at the Qualification level:

Navigate to the Qualification update page for the appropriate course
Scroll to the Default onboarding form field and select the published form from the dropdown
Scroll to the bottom of the page and select Submit to save your changes

To link at the class level:

Navigate to Classes and locate the qualification you want to edit
Select the pencil icon to the right of the Class you will link your form to
Scroll to the Onboarding form field and select the published form from the dropdown
Scroll to the bottom of the page and select Update Class to save your changes

To remove or update the linked form:

Navigate to the relevant update page (steps 1 and 2 from above)
Locate the Onboarding form field and select the ‘x’ to the right of the current form
Select the new form from the dropdown
Scroll to the bottom of the page and select Submit to save your changes

Learner Onboarding Form Capture

Form Capture allows you to record the information a learner provides when completing their Onboarding form. After an Onboarding form is completed, a Portfolio Item will be created against the Leaner’s contact record with a PDF file attached containing the form information.

Form Capture for Learner Onboarding is enabled by setting a Portfolio Type for the completed PDF to be stored against.

To set the Form Capture Portfolio Type, navigate to the Learner Portal & App settings section of your System Settings, then scroll down to the Learner Onboarding section and select the Portfolio Type from the dropdown. Select Save Leaner Portal & App settings to save this change. Form Capture.png

Note: The Form Capture PDF will not contain any custom fields that have been included within your Onboarding Form.

Parent/Guardian signature

The Date of Birth (DOB) and Parent/Guardian signature fields can be used independently within a form, but become linked together if specific parameters are met. Once linked, the Parent/Guardian Signature field will use conditional formatting and appear only if the learner enters a birthdate where their age is under 18.

In this scenario, the Parent/Guardian signature will be mandatory for the learner to submit the form.

The following conditions need to be met for these fields to become linked within your Onboarding Form:

The DOB and Parent/Guardian signature fields must be in separate steps.
The step containing the DOB field must be before the step containing the Parent/Signature field. (This doesn’t need to be directly in order, other steps may be added in between, provided the DOB step is before the signature step.)
The DOB field must be mandatory for the conditional formatting to occur. If the DOB field is optional, all learners will see the Parent/Guardian signature field, instead of just those who are underage.

Note: If the above conditions are not met, the optional/mandatory settings against the individual fields will be followed.

View Onboarding progression

A learner’s form progression can be viewed from the class matrix, individual enrolment level or the Learner Onboarding dashboard.

Forms have four statuses and will progress through these in order:

Not Started
In-progress
Complete
+ Enrol

To view progress at a class level navigate to the relevant class and update the View field to show Onboarding. The status will be available to the right of the learner’s name.

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To view progress for an individual enrolment navigate to the contact and select the enrolment in question. The current status will be visible in the Qualification details and Units of Competency Status section under Onboarding.

Note: A form submission may be reset by selecting the reverse icon or deleted by selecting the bin icon to the right of the form status.

To view from the Learner Onboarding dashboard navigate to the Form Builder and select Enrolments- All. Enrolments can be filtered to show only those that meet specific criteria using the tabs.

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Completing a form as a Learner

If a Learner is enrolled into an Onboarding form, this will appear within their current activities tab as part of their class enrolment.

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The welcome message will be displayed and the Learner will be able to select Let’s go to begin.

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The learner will then progress through the form, completing all required fields. Once all required fields have been completed the student will be able to select Save in the bottom right corner to save their answers.

Once the learner has saved their answers they will then be able to submit the completed form.

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Once submitted the learner can then access their course and begin their learning.

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The learner is able to leave the form at any time by navigating away from the tab or selecting the Exit button in the top left of the form.

Learner Onboarding F.A.Q

What user permissions are required to use Learner Onboarding?

The Form Builder and General Settings permissions are required to access Learner Onboarding and the Form Builder. Additionally, the Enrolment - Add and Enrolment - Update permissions will be required for a user to update a Learner's Form enrolment. This is because the form enrolment is part of the Learner's overall class enrolment.

Will a returning learner be required to fill out all of their details again?

If a learner has previously submitted an Onboarding Form, any existing fields will be pre-filled with that data. The learner would only need to complete any new fields or update existing fields if the information has changed since their last submission.

Can I archive a form if it is no longer in use?

A published form can be archived by navigating to the Form section within the Form builder and then selecting the three dots to the right of the form you wish to archive. Select Archive to archive the form.

Can I update a form once it has been published?

If a form has been published but has not received any submissions, it can be edited by selecting ‘Revert to draft.’ Unpublish form.png If a form has been published and has received submissions you will instead need to select ‘Edit Form'. From here you will be able to make minor adjustments such as re-ordering existing fields or updating the Welcome and Completion messages. Edit form.png

How do I enrol existing students into the onboarding form after adding the form to an existing class?

Navigate to the class and update the Matrix view to Onboarding.
Select the Enrol option to the right of the student's name to enrol them. Class matrix enrol.png

Can I delete an individual learner’s form enrolment?

To delete a form enrolment, navigate to the class or workshop and update the Matrix View to Onboarding. Select the three dots to the right of the enrolment and then select Delete form enrolment. Alternatively, you can also delete an enrolment from the individual enrolment or workshop booking page by selecting the bin icon to the right of the Onboarding form enrolment.

Can I customise the Form Capture Template?

The Form Capture Template cannot be edited or customised at this time, however, customisation is planned as a future improvement for this feature.

Planned Learner Onboarding Improvements

We plan to add additional functionality to Learner Onboarding as this feature matures. Some items on our roadmap for this product include the following:

The ability to add a payment step within the form builder to take payments as part of the form or through an invoice tab within the learner portal
Dedicated workflows for Learner Onboarding including admin notifications on form status changes and reminders to finish incomplete forms