Using the Agent Portal

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The Agent Portal has been created to allow RTOs agents to enrol students and upload relevant enrolment documentation.
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Your RTO will need to create your user account and manage your permissions to provide you with access to the Agent Portal. If you have any difficulties accessing the Agent Portal due to invalid login credentials or permissions please contact your RTO Administrator.

Agent Portal

The only user role who can access the agent portal are users assigned to the agent role with the following permissions:

  • Enrolment: Add
  • Contact Management: View
  • Reports: Full Access
  • Search Contacts: Full Access
  • Contact Portfolio: Full Access
  • Master Settings: Full Access
  • Non-Agent users cannot use the Agent Portal
 

Note: Enabling the Master Settings permission is to ensure the Agent Portal can send and receive information from aXcelerate. Agents will not be able to make updates to any system settings.

Log into the Agent Portal

The Agent Portal has both a Live and a Staging Environment. To access the agent portal, use the following URL: agentportal.axcelerate.com.au.

  1. Enter your Username and Password
  2. Click Login
 

Tip: You will automatically receive your login details when your RTO administrator creates your user account. If this is your first time logging into the portal, you will be prompted to reset your password.

 

Note: The URL to access the Staging Agent Portal is https://agentportal.stg.axcelerate.com/. We recommend that you use the Staging Environment when testing or practising using the system. Please refer to our Staging Environment help article for further information.

 

Warning: You must be an Agent User to access the Agent Portal. If you are having difficulties logging into the Portal, please contact your RTO Administrator.

Update Agent Account Password

  1. Click on your Username in the top right corner of the screen
  2. Click Update Password
  3. Enter your Current Password
  4. Enter your New Password
  5. Confirm your updated password
  6. Click Save

Logout of the Agent Portal

  1. Click on your Username in the top right corner of the screen
  2. Click Logout

View and Update your Agent Profile Details

  1. Click the Update Icon next to your Username beneath the User heading
  2. Fill out any required information
  3. Click Save after each step
 

Tip: You are also able to update your details using the student enrolment form by clicking your Username in the top right corner of the screen and selecting Update Details.

 

Note: If you are unable to update your personal information, please contact your RTO administrator so that they can update your User Permissions.

View Agent User Tasks

Your RTO Administrator may add tasks for you to complete. Any outstanding tasks will appear on your home page and show the details of the task.

  1. Click the Info Icon which will display the task details
  2. If the task is complete, click Complete Task
  3. If the task is not complete, click anywhere in the white space to close the pop-up
 

Tip: Use the search feature on the top right of the User Tasks table to look for a task. You can also change how many tasks you see by using the drop down list on the top left.

View Organisational Contacts

This page will display Organisational Information as well as all available contacts linked to the Organisation. A contact will become available for you if the RTO Administrator has assigned you as the agent, the contact belongs to your organisation or if you have added the contact via the portal.

  1. Click on your Organisation Name
  2. Use the Contact Search to find contacts available for enrolment
 

Tip: Clicking on a contact will direct you to the enrolment form to book the selected contact into a course.

Add a Contact

  1. Click on your Organisation Name
  2. Click Add Contact
  3. Enter Given Name
  4. Enter Surname
  5. Enter Email Address
  6. Enter additional information requested by your RTO Administrator
  7. Click Create or Search
 

Tip: Once a student has been added, you will be redirected to the enrolment form to book them into a course.

 

Warning: If a contact with the same details already exists in the system, the enrolment will be added to their existing record. aXcelerate will identify existing contacts by checking whether Given Name, Surname, Email Address and Organisation all match the contact details of the existing contact.

Enrol a Contact

Your RTO Administrator controls what information is mandatory on the enrolment form. Please provide all details in the form that are required.

When enrolling, a list of contacts will appear to select from. These are either contacts belonging to your organisation, or contacts assigned to you as the agent.

  1. Click the Enrol Tab
  2. Complete all required fields in the form
  3. Click Enrol once all steps in the form have been completed

The types of Steps that can be included in the enrolment form are listed below. Some Step Types may not appear in the form as the RTO may not utilise all Step Types.

Course
Contact
Contact Update
Enrolment Details
Portfolio
Contact Note
Enquiry
Review Details
Review Courses
Billing
Complete

The Course step provides a list of all the courses available for you to enrol a contact. Depending on the RTO setup, this may be Qualifications, Workshops and/or ELearning.

  1. Select the Course Type
  2. Select the Qualification or Workshop for an additional filter
  3. Use the AdvancedOptions to filter on dates the Course being delivered
  4. Click Search
  5. Click Select on the relevant course, you will be directed to the next step

The Contact Step displays all contacts that either are connected to your organisation, or you are their assigned agent. This step allows you to select an existing contact, or add a new contact.

  1. If you are not enrolling yourself, click Enrolling Someone Else
  2. If the contact already exists, close the pop up window
  3. Select the Contact, you will be directed to the next step
  4. If the contact does not exist, click Add New Student
  5. Enter the New Student information
  6. Click Create, you will be directed to the next step
 

Tip: When selecting a contact a window will always pop up to add a new contact, simply click the 'X' button to view existing contacts.

 

Note: Existing contacts are either added by the RTO or previously by yourself or a different representative at the agency.

The Contact Update step allows you to add additional information to a student's contact record.

  1. Enter the required information
  2. Click Save, you will be directed to the next step

The Enrolment Details step is where all enrolment specific information is entered, including information that is reported to the respective government body.

  1. Enter the requested information
  2. Click Save, you will be directed to the next step

The Portfolio step allows you to upload required documentation and evidence for the student. This usually will include a visa and passport.

  1. To upload documentation, locate the correct portfolio item and click Choose File
  2. Locate the file on your computer
  3. Click Upload or Update
  4. Repeat steps 1 to 3 until the minimum number of documents are uploaded
  5. Click Continue, you will be directed to the next step
 

Tip: A Portfolio Item with a Point Value indicates it is a required document.

 

Warning: Your RTO Administrator may request a minimum number of documents are uploaded. You cannot proceed until the requirements of this step are met.

A Contact Note can be added against the contact to provide additional information to the RTO.

  1. Enter the Note
  2. Click Save, you will be directed to the next step

Rather than enrolling a student, you can simply enquire. This will send an email to the RTO Administrator. It will be likely that if you have this option, you will not be able to enrol a student.

  1. Enter the required information
  2. Click Save, you will be directed to the next step

The Review Details step will allow you to confirm the details are correct, including the payer, before confirming the enrolment.

  1. Ensure the Course Instance is correct
  2. Ensure the Student is correct
  3. Select the correct Payer
  4. If the Payer is not correct, click or Add New Payer
  5. Enter the New Payers details
  6. Click Create
  7. Click Continue Enrolment

If group booking is enabled, the Review Courses step allows you to add additional courses or students to the enrolment.

  1. Click Add Another Course to add additional courses to the enrolment
  2. Complete the previous steps
  3. Click Add Another Student to include additional students in the enrolment
  4. Fill out all information for the new student
  5. Once all students are enrolled in all re courses, click Continue Enrolment

The Billing Step will display the Students Name, the Payer and the full amount. Click Enrol to confirm the student/s as enrolled in the selected course.

The Complete step may show any further information the RTO would like to provide. This may be a successfully enrolled message or further instructions for the enrolment.

 

Tip: You can navigate to a specific step in the form by clicking on the Step Name.

 

Note: A green tick indicates that all fields are completed. A yellow tick indicates that all mandatory fields are completed, but some optional fields are blank. A red exclamation mark indicates that mandatory information still needs to be supplied in the step.

 

Warning: The RTO has the ability to change terminology in the enrolment form. A Qualification or Workshop may be set to use different names. You will need to contact your RTO administrator for any questions regarding terminology in the enrolment form.

Running Agent Reports

Your RTO Administrator will provide you with a list of reports available for you to run. These reports will be able to provide you with current student data and insights.

  1. Click the Reports Tab
  2. Select the Report you wish to run
  3. Update the Report Filters
  4. Click Run Report
 

Tip: Once your report is available you will have the options to open the results in Excel or as a PDF file, print the data or copy the rows available in the report.

Agent Portal Webinar

This webinar demonstrates:

  • An overview of Agent Portal features
  • Steps in preparing your Agent Portal
  • Configuring Agent Permissions
  • Viewing the Agent Portal

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