WordPress Plugin Config (Form) Builder

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The enrolment Config Builder is used by aXcelerate WordPress Plugin to create and customise enrolment forms to be used for Online Enrolments.

You will need to have purchased the aXcelerate WordPress plugin to be able to facilitate Online Enrolments into aXcelerate. You should ensure that you are using the most updated version of the plugin. 

 

Tip: Automatic updates can be enabled in Wordpress.

For more information on the aXcelerate WordPress plugin, please refer to our Demo Site or our Online Enrolments FAQ.

Login to WordPress

 

aXcelerate Integration Plugin

 

Enroller

 

Note: If you do not have administrative login credentials for your WordPress site you will need to contact your website host or developers for this information.

Duplicate/back up a current Form

Before making any changes to your forms it is important that you back up your forms incase anything goes wrong. To do this:

  1. Select the Plus icon next to the current config you would like to duplicate
  2. Select the Update icon next to your new duplicated version of your current form
  3. Select Settings
  4. Next to Configuration Name, add "back up" to the end
  5. Click Save Config
  6. Click Save Changes
 

Note: You can now make updates to your original form knowing that if anything goes wrong you can revert to your duplicated/backed up version.

Create a new enrolment config

  1. Click Add New Configuration
  2. Select the Update icon next to the newly created config
  3. Click Add New Step
  4. Select User Login Step and click the Plus icon
  5. Click Add New Step
  6. Select Enrolment Review Step - Confirm Details and click the Plus icon
  7. Click Add New Step
  8. Select Billing/Enrolment Step and click the Plus icon
  9. Click Save Config
  10. Click Save Changes
 

Tip: The name of the config can be changed from the Settings tab whilst editing the config.

 

Note: A Contact Update step should also be added to the config to allow additional information about enrolling students to be captured.

 

Warning: For a config to be valid for enrolment, at a minimum it must have a Login, Review Details & Billing/Enrol Step.

Create default enrolment forms

Default versions of the enrolment forms are able to be quickly created in the config builder and are the simplest way to create a working enrolment form on the site. The Basic Enrolment Form and Accredited Enrolment Form can be found on our Demo site.

  1. Select the Default Configuration you would like to create
  2. Click Add a Default
  3. Select the Update icon next to the newly created config
  4. Click Save Config
  5. Click Save Changes
 

Tip: After a default form is created you can edit and customise the form as required.

Delete a config

  1. Click the Delete icon next to the config you would like to remove
  2. Click Save Config
  3. Click Save Changes

Create a new step

A step in the enrolment form will contain a series of fields and informational text. The Step Type will determine which fields will be available for use.

An example of a step would be 'Contact Details' and contain fields for 'Mobile Phone' and 'Email Address'.

  1. Click the Update icon next to the Config you would like to edit
  2. Click Add New Step
  3. Select the type of step you would like to create
  4. Click the Plus icon
  5. Click Save Config
  6. Click Save Changes
 

Tip: The Contact Update step type is the most common step type used and will process data against the contact profile.

The list of step types can be found below:

User Login

The user login step allows someone to create themselves as a new contact or a login to the form using their aXcelerate user credentials. User login or contact creation can be disabled by enabling 'Only New Students' or 'Require Login' respectively. This step is not necessary to use in the Client or Agent portal as the user will already be logged in.

Update Contact

Contact information is able to be updated within this step. Most fields present on a contact record can be updated and will have a preset field able to be added within the form. Contact custom fields can also be added in this step.

Enrolment Review - Confirm Details

A review details step is always necessary when processing enrolments and payments. The purpose of the step is to verify the details of the enrolment before the user proceeds to the billing step or the group booking step.

Group Booking

A group booking step is necessary to facilitate multi-student enrolments. You will need to ensure that the 'Group Booking' setting is enabled and that there is a Contact Search step present in the configuration.

Billing/Enrolment

Enrolments are confirmed and payments are processed in the Billing/Enrolment step. The required payment type is controlled by the settings within the step. If there is no cost associated with the enrolment form, the student will either be enrolled or tentatively booked depending on whether 'Allow free bookings' is enabled. The terminology for each payment method (Credit Card Payment, Invoice, Tentative Enrolment) can be edited from the config settings.

Contact Search

The Contact Search step will allow users to switch the active contact in the form. This will be the contact that will be enrolled and updated during steps in the form. New contacts can be created or existing contacts in the system can be searched for if they are within the same organisation as the Client user.

Course Search

The course search step is used to search for courses set to display online within your system. If a course has been selected through a course instance list, the course will show as already selected. When used in the client portal, all in-house courses set linked to the client's organisation will display in the step.

Contact Note

Contact notes steps allow the information entered into this step to be submitted as a contact note against the contact profile. This is useful for capturing information that will vary between enrolments such as agreement to terms and conditions. Custom information can be captured within this step without needing to create custom fields.

Enrolment Settings/Options

This step allows information relating to the class enrolment to be entered during enrolment. This is useful for the Study Reason step and for use with class enrolment custom fields.

Contact Portfolio Upload

Portfolio checklists can be used to facilitate document upload through the form. The ID of a single portfolio checklist will need to be assigned within this step. The documents available for upload as well as the requirements of the step will be controlled by the checklist. The step can also be set to 'Non-mandatory' which will override the requirements of the checklist.

Course/General Enquiry

The config builder can be used to create enquiry forms. An enquiry form will need to have this step type present to be able to create an enquiry in aXcelerate. Any fields you have present in this step will be present in the contact note that is created upon enquiry.

Completion Step/Message

This step is used for configurations that do not contain an Billing/Enrolment step to mark completion of the form such as a post-enrolment or enquiry form. Ensure that 'Complete Step Events' or 'Enquiry Complete Events' is enabled to make use of the Enroller Events settings.

USI Verification

USI's are able to be verified within the form using this step. USI will be a mandatory field when utilising this step.

Contact Address Step

The address step will link up with Google Places to facilitate address auto completion. You will need to have a Google Maps API for this step to function. This can be generated from a standard Google account.

Agent Grouped Courses

This step is designed for Agents, and allows grouping of courses for a student along with viewing commission against each. This step will only work for Agents users that have been set up in your account.

Update a step

  1. Click the Update icon next to the Config you would like to edit
  2. Click the Update icon next to the Step you would like to edit
  3. Make any changes to the step and associated fields
  4. Click Save Step
  5. Click Save Config
  6. Click Save Changes
 

Tip: Use the Button Text field to change the wording of the button that appears at the bottom of the step.

Delete a step

  1. Click the Update icon next to the config you would like to edit
  2. Click the Delete icon next to the step you would like to delete
  3. Click Save Step
  4. Click Save Config
  5. Click Save Changes

Create a field

A Field in the enrolment form will be located within a Step and predominantly determine where the data will be entered to in the aXcelerate system.

  1. Click the Update icon next to the config you would like to add a field to
  2. Click the Update icon next to the step you would like to add a field to
  3. Click Add New Field
  4. Click Add New Field to add a field using a field ID. Alternatively, select a custom field from the drop-down list and click Add Default Field.
  5. Click Save Step
  6. Click Save Config
  7. Click Save Changes
 

Note: Custom fields in the enrolment form will need a Custom Field created in aXcelerate before the data can be stored unless the field exists in a Contact Note step.

The list of field types that are able to be created can be found below:

Searchable Select

A dropdown select list with a search function.

Searchable Multi-Select

A dropdown select list with a search function that allows multiple values to be selected.

Standard Select List

A standard dropdown select list.

Text Input

A standard single-line text field for short answer responses. This is the most commonly used field in the enrolment form.

Text Area

A larger expandable text field that allows for long responses.

Searchable Select With Add New Value

A dropdown select list with a search function that allows new values to be added.

Date Input

A date field that uses a date picker to select a value.

Email Address Field

A text field that will only accept email addresses in a valid format e.g name@example.com.

Set of Checkboxes

A group of checkbox fields that allow users to select multiple responses. This field can also be used with a single value to convey acceptance to terms or other declarations.

Button

A button which can be used to trigger events to copy values, hide or show fields. The Trigger should be created on the button while the Event is created on the field that the Event affects.

Flip Switch

A field with a toggled value typically used for acceptance of terms. This is the type of field that is created when Step Terms are set.

Information / Grouping

An information only field which can be used to separate and group other fields in the same step.

Divider / Reverse Information Field

An information only field which can be used to separate and group other fields in the same step.

Signature Field

A field which allows users to input their signature. The field also contains a delete signature and undo button.

Expandable Info Box

An information only field which can be expanded and collapsed. This is useful for creating blurbs of text that don't need to be at the top or bottom of the step that can be hidden by the user.

Updating a field

Within a field, you are able to change the Display Name, Requirements, Tooltip and available values.

  1. Click the Update icon next to the config you would like to edit
  2. Click the Update icon next to the step you would like to edit
  3. Click the Update icon next to the field you would like to edit
  4. Edit the field as required
  5. Click Save Field
  6. Click Save Step
  7. Click Save Config
  8. Click Save Changes
 

Tip: Events and triggers can be set against the field to be able to hide and show other fields within the same step.

Delete a Field

You can remove unwanted fields within each step.

  1. Click the Update icon next to the config you would like to edit
  2. Click the Update icon next to the step you would like to edit
  3. Click the Delete icon next to the field you would like to remove
  4. Click Save Step
  5. Click Save Config
  6. Click Save Changes

Creating custom fields

Custom fields in the enrolment form are used to capture custom information not available as a preset field. A Custom Field in aXcelerate would need to be created in aXcelerate before the data can be stored. This is not necessary if the field exists in a Contact Note step.

If the Custom Field has been created in aXcelerate, you will be able to search for the Custom Field and select it within the Default Field list, as follows:

  1. Click the Update icon next to the config you would like to add a field to
  2. Click the Update icon next to the step you would like to add a field to
  3. Click Add New Field
  4. Click Given Name next to the text titled Select a Default Field which will provide a list of all available fields
  5. Type in the search bar the Display Name of the field, as it exists within aXcelerate, and select it (if you cannot field the field, follow the next list of instructions)
  6. Click Add Default Field
  7. Click Save Step
  8. Click Save Configuration
  9. Click Save Changes

If you cannot find the Custom Field at Step 4, you will need to manually create the field with the data listed within aXcelerate. If the data is being stored against a Custom Field in aXcelerate, the Field ID will need to use the Variable Name of the Custom Field. The Field Type will also need to match Field Type of the Custom Field in aXcelerate and contain the same selectable Values where applicable.

  1. Click the Update icon next to the step you would like to add a field to
  2. Click Add New Field
  3. Click Add Custom Field
  4. Input the Field ID
  5. Set the Display Name of the field
  6. Set the Field Type
  7. Click Save Field
  8. Click Save Step
  9. Click Save Configuration
  10. Click Save Changes
 

Note: If the field links to Contacts it will need to be in an 'Update Contact Step'. If the field links to Class Enrolments it will need to be in an 'Enrolment Settings / Options Step'.

 

Warning:  The Field ID needs to be in all capitals and be preceded by 'CUSTOMFIELD_' to store data in a Custom Field correctly. e.g 'CUSTOMFIELD_FAVOURITECOLOUR'.

Add or update field tooltips

  1. Click the Update icon next to the field you would like to add a tooltip to
  2. Enter or update the wording in the Field Tooltip
  3. Click Save Step
  4. Click Save Config
  5. Click Save Changes

Add enrolment terms

Terms and conditions are able to be set up in the enrolment form with a step requesting user acceptance before allowing enrolment.

  1. Click the Update icon next to the config you would like to edit
  2. Click the Update icon next to the step you would like to add terms to
  3. Place the wording for your terms and conditions in the Step Terms field
  4. Click Save Step
  5. Click Save Config
  6. Click Save Changes

Adding an informational blurb

A blurb is used to provide users of the enrolment form with additional information about the enrolment process.

The Top and Bottom Blurb fields are used to place a chunk of informational text at the top or bottom of a step respectively.

  1. Click the Update icon next to the config you would like to add a blurb to
  2. Enter the relevant information in the Top Blurb or Bottom Blurb field
  3. Click Save Step
  4. Click Save Config
  5. Click Save Changes

Set or update available payment options

A Billing/Enrolment step is needed within a config before an enrolment will be able to be processed. Editing the options in this step allows you to configure the payment options available to enrolling students.

  1. Click the Update icon next to the config you would like to edit
  2. Click the Update icon next to the Billing/Enrolment step
  3. Select the payment options you would like to make available
  4. Click Save Step
  5. Click Save Config
  6. Click Save Changes
 

Tip: The Always Free Bookings setting can be enabled in the Enrolment Form to confirm all enrolments without processing a payment or creating an invoice.

Edit config settings

A multitude of aspects relating to the enrolment form can be set from within the settings tab of the config.

  1. Click the Update icon next to the config you would like to edit
  2. Click the Settings tab
  3. Alter the config settings as needed
  4. Click Save Config
  5. Click Save Changes
 

Tip: The name of the config can be changed from the settings tab as can the terminology used in the enrolment form.

Changing enrolment form terminology

  1. Click the Update icon next to the config you would like to edit
  2. Click the Settings tab
  3. Search for 'Terminology'
  4. Edit the applicable terminology fields
  5. Click Save Config
  6. Click Save Changes

Enable group booking

Group booking allows a user to book multiple users into a course simultaneously. A single invoice or payment will be created for the booking - unless the form is set to not process payments upon enrolment. The cost of each student enrolment will be appended to the total cost.

The form requires that a Contact Search step and Group Booking step be included in the form. The Group Booking Setting will also need to be enabled from the config Settings tab.

The Contact Search step allows users to specify whether they are enrolling themselves or enrolling someone else. The Group Booking Step prompts the user to add additional students to the enrolment or proceed to billing with the current students.

  1. Click the Update icon next to the config you would like to edit
  2. Click the Settings tab
  3. Set Group Bookings to Yes
  4. Click the Steps tab
  5. Click Add New Step
  6. Select Contact Search Step and hit the Plus icon
  7. Click Add New Step
  8. Select Group Booking Step and hit the Plus icon
  9. Click Save Step
  10. Click Save Config
  11. Click Save Changes
 

Tip: In our default forms, Contact Search has been renamed Active User and Group Booking has been renamed Review Participants.

 

Note: The Contact Search step should typically be the second step in the enrolment form. The Group Booking step should be the second-last step.

Disable returning user login

In the login step, the Returning Student tab can be disabled by enabling the Only New Students setting.

  1. Click the Update icon next to the config you would like to edit
  2. Click the Settings tab
  3. Enable the Only New Students setting
  4. Click Save Config
  5. Click Save Changes
 

Tip: The Require Login setting can be enabled to make user login mandatory to use the Enrolment Form. This setting should be used in tandem with the Only New Students setting.

Hide and show fields

Events and Triggers are able to be used in the form to hide or show particular fields according to certain responses to specific questions.

The field that is to be shown or hidden will need to have an Event. The field that causes other fields to be shown or hidden will need to have a Trigger.

A good example of Events and Triggers being used for this effect is the Disabilities questions in the Additional Details tab of the Accredited Enrolment Form. If the user answers 'Yes' to 'Do you have any disabilities?' the list of selectable disabilities will appear. Selecting 'No' for this question will then hide the field.

The Trigger is present on the 'Do you have any disabilities?' field, the Event is on the list of disabilities.

  1. Edit the field you would like to be shown or hidden
  2. Click Add New Event
  3. Set the Event Listener
  4. Set the Event Action to Hide Field or Show Field
  5. Click Save Trigger then Save Field
  6. Edit the field you would like to trigger the previous field to be shown or hidden in response to
  7. Click Add New Trigger
  8. Set the name of the Trigger Event
  9. Set the action to Trigger On Change (value change)
  10. Set the Restrict to Value field to the name of the value in the select list (typically 'Yes' or 'No')
  11. Click Save Trigger then Save Field
  12. Click Save Step
  13. Click Save Config
  14. Click Save Changes
 

Tip: This function works best when triggering on Select List fields.

 

Note: You will need to ensure that the Event Listener matches the name of the Trigger Event.

Create a field header

  1. Edit the step you wish to add a header to
  2. Click Add New Field
  3. Click Add Custom Field
  4. Set the Display Name of the header
  5. Set the Field Type to Information / Grouping
  6. Click Save Field
  7. Click Save Step
  8. Click Save Config
  9. Click Save Changes

Create a signature field

A custom field with the Field Type set as Signature will allow user signatures to be captured upon enrolment.

  1. Click the Update icon next to the Contact Note step you wish to add a header to
  2. Click Add New Field
  3. Click Add Custom Field
  4. Set the Field Type to Signature Field
  5. Click Save Field
  6. Click Save Step
  7. Click Save Config
  8. Click Save Changes
 

Tip: The simplest way to add a signature field to the form is to enable the Request Signature setting. This will include the field in the Billing/Enrol step of the form.

 

Note: If a custom field is created to capture users' signatures, it should reside in a Contact Note Step.

Create a document upload step

Document upload is possible through the enrolment form via the use of a Contact Portfolio Upload step. This step will need to be added to your enrolment config and there will also need to be a corresponding Portfolio Checklist present in your aXcelerate account.

Please refer to our Online Enrolments aXcelerate System Requirements help article for more information on creating a Portfolio Checklist. ‍

  1. Click the Update icon next to the config you would like to edit
  2. Click Add New Step
  3. Select the Contact Portfolio Upload step and Click the Plus icon
  4. Click the Update icon next to the newly created step
  5. Set the Display Name of the step
  6. Set the Portfolio Checklist ID
  7. Click Save Step
  8. Click Save Config
  9. Click Save Changes
 

Tip: Document upload can be set as non-mandatory by enabling the Step Optional field. If the step is mandatory, the required documents will be controlled by Required Points of the checklist.

 

Note: The Portfolio Checklist ID can be found at the end of the URL when editing the Portfolio Checklist in aXcelerate.

Create a course search step

A Course Search step can be included in the enrolment form to allow users to select the course that they will be enrolling into. When used in tandem with Group Bookings, users will be able to book into multiple courses simultaneously.

  1. Click the Update icon next to the config you would like to edit
  2. Click Add New Step
  3. Select the Course Search step and Click the Plus icon
  4. Click Save Config
  5. Click Save Changes
 

Tip: The terminology and available course types are able to be configured by editing this step.

Create a contact note step

Fields placed in a contact note step will enter data against a contact note in aXcelerate as opposed to against the student's contact profile.

  1. Click the Update icon next to the config you would like to edit
  2. Click Add New Step
  3. Select the Contact Note step and Click the Plus icon
  4. Click Save Config
  5. Click Save Changes
 

Tip: You can change the Note Type that the data is submitted against by setting the Note Type ID in the Note Code field. The Note Type ID can be found at the end of the URL when editing a note type in aXcelerate.

Create an Address Verification step

The online enrolment form has the capacity to link to the Google Maps API to verify and auto-populate address fields. For this step to function, you will need to first create a Google Maps API key.

  1. Generate a Google Maps API key through your Google account
  2. Login to your WordPress website
  3. Navigate to the Enroller tab of the aXcelerate plugin
  4. Enter your Google Maps API key
  5. Go to the Enroller section within the aXcelerate plugin
  6. Select the edit button on the form you wish to update
  7. Click Add New Step
  8. Select Contact Address Step and click the Plus icon
  9. Drag the step to the desired position in the form
  10. Remove the old address step (if applicable)
  11. Click Save Config
  12. Click Save Changes
 

Tip: By default the step will be optional for users to complete. To set the step as mandatory, edit the step and set Required to Yes.

 

Note: Please refer to the Google Documentation for further information on Generating an API Key and API Usage and Billing.

Configure an Enrolment Confirmation Page

When an enrolment is successfully processed and verified by eWay Rapid and Ezypay, the form will need to redirect to a new page and confirm the student's enrolment. A booking confirmation page will need to be created and contain the [ax_enrol_event] shortcode to facilitate this process. This will also allow you to set a confirmation message to be displayed to students when an enrolment is completed. When a successful enrolment is made, the [ax_enrol_event] will display the Enrolment Success Content set in the Enrolment Events tab.

  1. Log into your WordPress website as an administrative user
  2. Create a new WordPress page or edit an existing booking confirmation page
  3. Copy and paste [ax_enrol_event] into the page content and save the page
  4. Go to the Enroller Events tab of the aXcelerate Integration plugin
  5. Set the Enrolment Event to Redirect on Enrolment Completion
  6. Select your Booking Confirmation page as the Default Enrolment Redirect Page
  7. Set the booking confirmation message you would like to display in the Enrolment Success Content
  8. Click Save Changes
 

Tip: If you already have content displayed on your Booking Confirmation page and do not want any other content to show, click the Text view above the Enrolment Success Content and replace all of the content with  

 

Warning: If an enrolment confirmation page is not correctly configured, students will not be confirmed as enrolled after enrolling with eWay Rapid or Ezypay.

WordPress Plugin Config Builder FAQs

Q.

How can I update the text that displays on the landing page of my online enrolment form?

A.

You will need to log into your WordPress account and locate the webpage that houses this form, typically this is called 'Course Enrol'. From here you can change the words to suit your needs!

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