Agent Portal Configuration

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The Config Builder is used to create and customise enrolment forms utilised by agent users within their portal.

Agent users will need to be created in your account and provided with login credentials before they will be able to access the enrolment form and book on behalf of students.

What you will need to use this feature:

  • Administrative aXcelerate access
  • Agent Management permissions
  • At least one Agent User role present in the system

Settings

 

System Settings

 

Agent Portal: Configuration

 

Tip: Different enrolment configurations can be created for certain Agent Types. You can create and manage User Roles by going to Settings > System Users > Manage User Roles.

Create a new enrolment config

  1. Click Launch Portal Configurator
  2. Click the Name of an Agent User role that has not been configured
  3. Select the Update icon next to the newly created config
  4. Click Add New Step
  5. Select Contact Search and click the Plus icon
  6. Click Add New Step
  7. Select the Course Search step and Click the Plus icon
  8. Click Add New Step
  9. Select Enrolment Review Step - Confirm Details and click the Plus icon
  10. Click Add New Step
  11. Select Agent Grouped Courses and click the Plus icon
  12. Click Add New Step
  13. Select Billing/Enrolment Step and click the Plus icon
  14. Click Save Config
 

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 an Agent Portal config to be valid for enrolment, at a minimum it must have a Contact Search, Course Search, Review Details (Enrolment Review Step - Confirm Details), Review Courses (Agent Grouped Courses) & Billing/Enrolment Step. It is recommended that the order of those five steps be maintained.

Create a new step

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

An example of a step is 'Contact Details' containing fields for 'Mobile Phone' and 'Email Address'.

  1. Select an Agent User role
  2. Click Add New Step
  3. Select the type of step you would like to create
  4. Click the Plus icon
  5. Click Save Configuration
 

Tip: The Contact Update step type is the most common step type used. It processes data against the contact profile.

The list of step types can be found below:

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.

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. This step should not be used in addition to the Group Booking 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. This step should not be used in addition to the Agent Grouped Courses step. 

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.

Update a step

  1. Select an Agent User role
  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 Configuration
 

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. Select an Agent User role
  2. Click the Delete icon next to the step you would like to delete
  3. Click Save Step
  4. Click Save Configuration

Create a field

A Field in the enrolment form is located within a Step and determines where the data will be entered into the aXcelerate system.

  1. Select an Agent User role
  2. Click the Update icon next to the step you would like to add a field to
  3. Click Add New Field
  4. Select the field that you would like to add to the enrolment form
  5. Click the Plus icon
  6. Click Save Step
  7. Click Save Configuration
 

Note: Custom fields in the enrolment form 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. Select an Agent User role
  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 Configuration
 

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

Creating custom fields

Custom fields are used in the enrolment form to capture custom information not available as a preset field. A Custom Field in aXcelerate needs 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 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. Select an Agent User role
  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 Custom Field
  5. Input the Field ID
  6. Set the Display Name of the field
  7. Set the Field Type
  8. Click Save Field
  9. Click Save Step
  10. Click Save Configuration
 

Note: If the field links to Contacts it will need to be in a Contact Update step. If the field links to Class Enrolments it will need to be in an Enrolment Options step.

 

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

Add or update field tooltips

  1. Select an Agent User role
  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 add a tooltip to
  4. Enter or update the wording in the Field Tooltip
  5. Click Save Step
  6. Click Save Configuration

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. Select an Agent User role
  2. Click the Update icon next to the step you would like to add the field to
  3. Place the wording for your terms and conditions in the Step Terms field
  4. Click Save Step
  5. Click Save Configuration

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. Select an Agent User role
  2. Click the Update icon next to the step you would like to add a blurb to
  3. Enter the relevant information in the Top Blurb or Bottom Blurb field
  4. Click Save Step
  5. Click Save Configuration

Set or update available payment options

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

  1. Select an Agent User role
  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 Configuration
 

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.

 

Note: In-House enrolments will process with no associated payments.

Edit config settings

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

  1. Select an Agent User role
  2. Click the Settings tab
  3. Alter the config settings as needed
  4. Click Save Configuration
 

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. Select an Agent User role
  2. Click the Settings tab
  3. Search for 'Terminology'
  4. Edit the applicable terminology fields
  5. Click Save Configuration

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. Select an Agent User role
  2. Click the Settings tab
  3. Set Group Bookings to Yes
  4. Click the Steps tab
  5. Click Add New Step
  6. Select Agent Grouped Courses Step and hit the Plus icon
  7. Click Save Step
  8. Click Save Configuration
 

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

 

Note: The Group Booking step should be the last step before the Billing/Enrol step.

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 Configuration
 

Tip: This function works best when triggering upon 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. Select an Agent User role
  2. Click the Update icon next to the step you would like to add a header to
  3. Click Add New Field
  4. Click Add Custom Field
  5. Set the Display Name of the header
  6. Set the Field Type to Information / Grouping
  7. Click Save Field
  8. Click Save Step
  9. Click Save Configuration

Create a signature field

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

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

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.

The upload step can also be set to use the CRICOS checklist set in your system settings. This is only applicable if CRICOS is enabled in your account.

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

  1. Select an Agent User role
  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 Configuration
 

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 contact note step

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

  1. Select an Agent User role
  2. Click Add New Step
  3. Select the Contact Note step and Click the Plus icon
  4. Click Save Configuration
 

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 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. Select an Agent User role
  2. Click Add New Step
  3. Select the Course Search step and Click the Plus icon
  4. Click Add New Step
  5. Select Agent Grouped Courses and click the Plus icon
  6. Click Add New Step
  7. Click Save Configuration
 

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

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