Using the Client Portal

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The Client Portal has been created to allow RTOs’ clients to enrol students into pre-arranged training. The portal allows clients to view student progress and download issued certificates. The Client Portal can be configured to include your clients logo.

Your RTO will need to create your user account and manage your permissions to gain provide you with access to the Client Portal. If you have any difficulties accessing the Client Portal due to invalid login credentials or permissions please contact your RTO Administrator.

Client Portal

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

  • Class Instances: View
  • Contact Management: View
  • Enrolments: Add
  • Workshop Instances: View
  • Reports: Full Access
  • Search Contacts: Full Access
  • Master Settings: Full Access
  • Non-Client Users cannot use the Client Portal
 

Tip: Click on the RTO's logo in the top left corner of the screen to return to the homepage.

 

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

Log into the Client Portal

The Client Portal has both a Live and a Staging Environment. To access the client portal, use the following URL: app.axcelerate.com.

  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 Client Portal is: https://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 a Client User to access the Portal. If you are having difficulties logging into the Portal, please contact your RTO Administrator.

Update Client Account Password

  1. Click on your Username in the top right hand 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

Update Client Banner Image

  1. In the Administration view of aXcelerate, navigate to the Client's Organisation.
  2. Click Update.
  3. Click the Update icon next to Banner.
  4. Click the Source button on the text editor.
  5. Copy the following code and paste it into the text editor: 
    <img src="ABCD" style="background-color:white;/" />
  6. Replace ABCD with the Image address from the images library.
  7. Click Save.

Logout of the Client Portal

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

View and Update your Contact Record

  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 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 Organisational Contacts

This page displays Organisational Information including all available contacts. A contact becomes available for you when the contact is assigned to your organisation.

  1. Click on the required 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 the Contact Tab
  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 contact has been added, you will be redirected to their contact page where you can edit their details.

 

Note: If a contact with exactly the same details exists, an enrolment will be added to their existing contact record. aXcelerate will look at Given Name, Surname and Email Address to ensure these all match.

Search Contacts

  1. Click the Contacts tab
  2. Enter the Name in the search bar
  3. Press Enter
  4. Select the Contact from the list by clicking on their name

Update a Contact

  1. Click the Update button
  2. Make required changes
  3. Click Save
 

Tip: After selecting a contact, use the tabs at the bottom to move between Personal, Address and AVETMISS data on small screened devices.

Enrol a Contact

Your RTO Administrator controls what information is mandatory on the enrolment form. Please complete as 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 client.

The Panel on the left displays the steps required to enrol a student, not all listed tabs will appear as the RTO may not require all steps. Use the tabs below to assist you to move through the enrolment process.

 

Note: Not all tabs will appear for you, as your RTO Administrator may not require them.

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 include Qualifications, Workshops and/or ELearning.

  1. Select the Course Type
  2. Select the Qualification or Workshop for an additional filter
  3. Use the Advanced Options 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. 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 will have been added into the system and assigned to your organisation by you, the RTO or another Client User from your organisation.

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
 

Note: This step may be divided into multiple steps where you are to enter the student information. For example, address and AVETMISS information may be in separate tabs to ensure the form is not too long.

The Enrolment Details step is where all relevant information for the enrolment is entered, including the information 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 evidence of pre-requisite training and IDs.

  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 will be unable to confirm the enrolment 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 of the enrolment are correct 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
 

Note: You may have the option to add a discount at this step. A discount may automatically be applied, or simply enter the promo code you have and click Recalculate Discounts.

The Review Courses step allows you to complete one of two actions, either Add Another Course for the student, or Add Another Student to the existing course. This is useful to complete group bookings.

  1. Click Add Another Course to enrol the current contact into a different course; or
  2. Click Add Another Student to enrol a different contact into the current course
  3. Completed the previous steps
  4. Once the student/s is enrolled in all courses, click Continue Enrolment

The Billing Step will display the Students Name, the Payer and the amount due.

  1. Select the Payment Method
  2. Complete the requested details
  3. Click Enrol
 

Note: Credit card payment details are not recorded in aXcelerate and are securely processed through the RTOs Payment Gateway.

The Complete step will provide you with 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 form.

View a Contact's enrolment

  1. Search for a contact
  2. Select the Course Type under the Enrolments title
  3. Click the arrow on the Course Title
  4. Here you can view and download the students progress, or enrol the student into a new course
 

Note: This page displays the students progress in the course. If it is a qualification you will also see the associated unit enrolment progress.

Check for Certificates

  1. View a contact's enrolment
  2. Click Check for Certificate
 

Note: You can only check for Certificates that have been issued by the RTO.

Search Courses

Your RTO Administrator will assign courses to you in order for you to enrol students. The Courses page will list all available courses. Sometimes you may also have access to the RTOs public courses.

  1. Select the Course Type
  2. The report will automatically update
  3. Click the Course Name
 

Tip: You can also download or print your report using the buttons available. Please refer to Running Client Reports for further information.

Running Client Reports

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

  1. Select the Report you wish to run
  2. Update the Report Filters
  3. 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.

Viewing the Client Portal Calendar

The Client Portal Calendar will display courses available for you to enrol students into.

  1. Click the Calendar Tab
  2. Select a day with a Course
  3. Click a Course to view the currently enrolled students
  4. Click the Add Button to enrol a student into the course
 

Warning: The Calendar will only show your private courses linked to your organisation. The RTOs public courses will not display in this calendar.

Client Portal Webinar

This webinar demonstrates:

  • How to create a client user
  • Demonstration of Client Portal Actions

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