The Client Portal gives RTOs’ clients a simple and powerful way to manage training enrolments. With the portal, clients can easily manage contacts who are part of their organisation, enrol students into pre-arranged training, track their progress in real time and download issued certificates whenever they need them.
Note: Your training organisation will need to create your user account to provide access to the Client Portal. If you have any difficulties accessing the Client Portal due to invalid login credentials or permissions please contact an Administrator for your training organisation.
Organisations
Contacts, courses, and enrolments can only be viewed by client users if they are linked to their organisation or to a child organisation.
When a client user creates a new contact, that contact is added to the same organisation.
Note: If a client user is linked to multiple organisations, any contact they create will be linked to their primary organisation.
Contact Management
Contacts can be viewed, created, and updated by client users. Only contacts that belong to the client user’s organisation, or to child organisations, are visible in the Client Portal. The Contacts page displays a list of contacts from the relevant organisation(s), and results can be refined by applying parameters with the + Add filter option.
Tip: The filter option can be used to view contacts within a specific organisation.
Information on adding a contact to an organisation can be found here, in our Organisations help guide.
Create a New Contact
The steps to create a new contact are as follows:
- Navigate to the Contact Tab.
- Select + New Contact.
- Complete all required fields then click Create Contact.
Once completed, you will be redirected to the Contacts page, with a pop up to navigate to the Contact you have just created.
Update a Contact
The steps to create a update an existing contact are as follows:
- Navigate to the Contact Tab.
- Search for, then select the contact.
- Select the Pencil Icon to edit to contact.
- Update the fields as needed, then select Save.
- To instead discard any changes, simply select Discard.
Download Certificates within the Client Portal
If permission to access certificates has been granted by the training organisation, issued certificates can be downloaded from the respective contact page, workshop, or class instance.
Download certificates from the Contact page:
- Navigate to the Contact Tab.
- Search for or select the contact.
- Select the Academic Transcript tab.
- If the contact has been issued certificates these will appear within the Qualification/ Statement of Attainment Award section where you can select Download Certificate against the enrolment.
Or download certificates from the workshop or class instance:
- Navigate to the Workshop or Qualifications tab.
- Search for or select the workshop or class instance.
- Navigate to the Certificates tab.
- Select the checkbox to the left of all contacts you wish to include in the download.
- Select Download Certificates.
- Confirm you have obtained consent from the contacts to download the certificates.
View Workshops
Workshops can be viewed by selecting or searching for the specific instance within the Workshops tab. Additional information about the workshop can be viewed within the sidebar or by navigating through the tabs.
Attendance
View enrolee attendance for workshop sessions.
Units
View unit of competency enrolments with current enrolment status displayed
Certificates
View a list of issued certificates.
More Info
View additional information such as all scheduled sessions and course overview info.
Tip: Hovering over the Attendance icon or Unit of Competency status will provide clarifying information related to the specific status.
Creating Workshop Enrolments
Enrolments can be created directly from the workshop instance:
- Navigate to the Workshop Tab.
- Select the Workshop you wish to view.
- If the workshop is available for enrolment select Enrol.
- Select the contacts you wish to enrol, then select Review contacts.
- Confirm that all contacts are included, then select Confirm and enrol or Request Enrolment.
Note: If you need to cancel or move an enrolment, please reach out to your training organisation for assistance.
Warning: Currently, bulk enrolling is limited to 20 learners at a time. To enrol additional learners we recommend enrolling in batches.
View Qualifications (Classes)
Classes can be viewed by selecting or searching for the specific instance within the Qualifications tab. Additional information about the class can be viewed within the sidebar or by navigating through the tabs.
Units
View unit of competency enrolments with current enrolment status displayed
Certificates
View a list of issued certificates.
Tip: Hovering over the Attendance icons or Unit of Competency status will provide clarifying information related to the specific status.
Creating Class Enrolments
Enrolments can be created directly from the workshop instance:
- Navigate to the Qualifications Tab.
- Select or Search for the class you wish to view.
- If the class is available for enrolment select Enrol.
- Select the contacts you wish to enrol, then select Review contacts.
- Confirm that all contacts are included, then select Confirm and enrol or Request Enrolment.
Note: If you need to cancel or move an enrolment please reach out to your training organisation for assistance.
Warning: Currently, bulk enrolling is limited to 20 learners at a time. To enrol additional learners, we recommend enrolling in batches.
Tentative Enrolments
If your organisation has enabled tentative enrolments, you will see the option to Request Enrolments instead of the option to Confirm & Enrol. Once submitted, an administrator will be able to review and confirm the enrolment on your behalf.
Browse Courses
Use the Browse Courses view to quickly find and enrol learners into upcoming workshops and classes. Simply search for the relevant Workshop Type or Qualification, select Private or Public, and choose from the available upcoming dates. Private courses are linked to your organisation, making it easy to book the right training with confidence and convenience.
Select a course and create enrolments:
- Select ‘Browse courses’ from the navigation menu in the client portal
- Select Workshops or Qualifications from the tab selector at the top
- Select a workshop or qualification instance
- View the available instances, using the Public/Private tab selector at the top, select the desired instance
- Enrol learners into the instance as normal
Tip: The Browse Courses option will only appear within your navigation menu if this feature is being utilised by your organisation.
Invoices
If your training organisation has granted you permission, an Invoices section will appear in your navigation menu. This section allows you to view invoices associated with your organisation.
Select Invoices from the navigation menu to view your invoices, where you are the billing contact.
To view invoices for another contact in your organisation, use the Billing contact selector and search for the relevant contact.
Each invoice displays the invoice number, issue date, due date, total, amount due, and status (Issued, Partial, Overdue, Paid, Void, or Cancelled).
Viewing invoice details: Click on any invoice row to open the full invoice details, including a breakdown of line items and your organisation's logo.
Downloading an invoice: From the invoice details view, select Download. Your browser's print option will open, allowing you to save the invoice as a PDF.
Paying an invoice: From the invoice details view, select Pay to proceed to the payment page. The Pay button will only appear for invoices that are eligible for payment.
Note: If the Invoices section is not visible in your navigation, contact your training organisation to request permission.
Track Learner Progression
Learner progression can be tracked from the workshop instance within the Attendance and Unit sections or through the Academic Transcript accessible from the Contact.
Client Portal F.A.Q
How do I log out of the Client Portal?
Click on your Username in the bottom left corner of the screen, then click Logout.
I’m trying to complete an action described above but the section is missing or greyed out?
Typically if you are unable to access an area or complete an action this would be due to restricted user permissions. In this case we would recommend reaching out to your training organisation for assistance.
Why can’t I find a contact?
Client users are only able to view contacts within their own organisation or within an organisation of a lower level within your organisation tree. If you believe you should be able to see a contact but can not, reach out to your training organisation for assistance.
How can I move or cancel an enrolment I have created?
Reach out to your training organisation directly for assistance in making changes to an enrolment.