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Learner Lifecycle: Application

At this Stage the Learners are yet to start. It allows your organisation to receive their enquiry/application, assess their eligibility and obtain more information prior to them officially enrolling and starting the Course.

The Application stage allows you to reflect on how you wish the Learners to be enrolled and what processes you can implement that will streamline this and reduce the capacity for errors or for information to be missed. It also creates clarity on what needs to be completed at each step.

The section at the bottom of the page gives you ideas as to what you might need to be completed at each stage and what feature of Wisenet can achieve this.

1. Apply

Enquire

At this stage the Learner is interested in the Course but unsure if they want to commit.  Therefore, an enquiry about a Course may require additional nurturing or follow up, and there are several options for recording this.

Option 1: Within Wisenet

Option 2: Outside Wisenet

  • CRM application
  • Excel spreadsheet
  • Other form of data recording application

If the Learner decides to move forward with their application they now move to Apply.

Apply

To apply is generally a direct application into a Course. Depending on the Course and the Learner there could be varying approval processes.

Options for Receiving Applications:

  • Online enrolment
  • Other CRM application
  • Phone, email or other. These applications can be added manually into Wisenet

Manually create an application

This is achieved by creating an enrolment typically with a status of Pending.

  1. You will first need to create a Learner record in Wisenet. How to Add a Learner
  2. Enrol Learner into appropriate Course Offer.  How to Enrol a Learner

Instant Accept Application

Rather than going through an acceptance process in Wisenet you can directly enrol the Learner.

Go to Complete Application. (Step 4)

Application Process Pending

If the application requires further processing then:

  1. Enrol Learner with minimal requirements
    • Enrol into a Course Offer but do not add Unit Offers. This allows you to obtain more information and only add Unit Offers when Application has been accepted.
  2. Go to Processing (Step 2)

Instead of enrolling directly into a Course Offer you can create an Application Holding Course Offer. This allows you to only move Learners into the actual Course Offer once they have been approved. It prevents you from un-enrolling them if the Learner doesn’t progress and can be used for marketing later on.

2. Process

After you have received the initial application you can begin obtaining additional information or performing eligibility checks to confirm their application.

Depending on your compliance or internal administration requirements you may need to consider the following:

At any stage of the Learner Lifecycle you will have certain administrative tasks to perform, emails to send, documents to sign, and much more. These can be recorded, triggered and sent from Wisenet. The features below gives you ideas and examples of what might need to be performed at the Processing stage and where to go to learn more.

Changing the Enrolment Status and Status Reason is critical to knowing what stage the Learner is at, what needs to be completed and to potentially trigger Learncycles.

  1. Set Enrolment Status to Enquiry or Pending
  2. Set Status Reason to either Awaiting Payment, Additional information, Send Letter of Offer

Learn More about Status Enrolment

  1. Follow up Phone call
  2. Check eCAF status
  3. Send Invoice
  1. Email Learner to obtain more information

Learn more about Messages

  1. Send Letter of Offer

Learn more about uReport

Learncycles allow you to utilise Enrolment Status and Status Reason to automatically trigger these Tasks and Messages.

Learn more about Learncycles

3. Assess

Your organisation has performed the necessary checks to assess whether to Accept or Decline the application.

Accept: Start to move forward with their enrolment and obtain any more details required.

Decline: If an application is not successful you potentially can go to Survey to ask their experience or Rebook and Reconnect. Perhaps they are not suitable for this Course but maybe another.

The features below gives you ideas and examples of what might need to be performed at the Assess stage and where to go to learn more.

  1. Set Enrolment Status to Current
  2. Set Status Reason to  Application Accepted

Learn More about Status Enrolment

  1. Action any Administrative Tasks
  2. Call Learner to inform them of the outcome of application

Learn more about Tasks

You can use Checklists at various stages to keep track of what needs to be completed. See Checklists

  1. Send uReports via messages

Learn more about Messages

  1. Send Welcome Email
  2. Create Learner App Access

Learn more about uReport

Learncycles allow you to utilise Enrolment Status and Status Reason to automatically trigger these Tasks and Messages.

Learn more about Learncycles

4. Complete Application

Now that the Learner is accepted you can complete their enrolment.

Points to consider:

The features below gives you ideas and examples of what might need to be performed at the application completion stage and where to go to learn more.

  1. Set Enrolment Status to Current
  2. Leave Status Reason blank

Learn More about Status Enrolment

  1. Action any Administrative Tasks

Learn more about Tasks

You can use Checklists at various stages to keep track of what needs to be completed. See Checklists

  1. Send Confirmation Email

Learn more about Messages

Learncycles allow you to utilise Enrolment Status and Status Reason to automatically trigger these Tasks and Messages.

Learn more about Learncycles

Application Completed

The first stage of the Learner Lifecycle has been completed.

You now know how to:

  • separate the Application stage into sections
  • break down tasks required for your organisation at each step
Next Stage

The Second Stage is Progression

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