Highlights: July 2021

Last month we introduced Application Management which is a new feature designed to streamline your Education Sales Management processes. We are now working on additional new online sales features that will be released later this year. 

While these larger Sales projects are progressing, we are forever updating existing features. July saw a number of enhancements across the product particularly within Opportunities, Reports, Elearning and Grades.

We love hearing your feedback so please let us know your thoughts on the latest updates.

Alister Smith
Business Innovation Manager

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Major Updates

NEW Opportunity Filter

  • Filter by all Opportunity fields
  • Pick and choose which fields to filter
  • Filter memory preserved

LEARN MORE: Opportunities

Additional enhancements to the Sales Section

Bulk Update

  • Bulk Edit Opportunities
  • Bulk Send Emails to Sales Contacts linked to the selected Opportunities

Send SMS to Sales Contact

LEARN MORE: Sales

Moodle Grade Plugin v4.1

This version provides better control on when grades are synced to Wisenet:

  • All grades within a category must have a grade before an Auto Grade Activity will be raised
  • New settings to allow users to restrict Grading to specific CourseID’s
  • Added logging for Auto Grade events to Moodle Logs

Most customers have already updated to v4.1 Please contact us if you need help.

LEARN MORE: Auto Grade

Application Management

Last month we introduced/released the new Application Management feature. Since then we have added a number of enhancements based on feedback.

  • Applications page added to Sales section where you can view all Applications for your organisation in one page
  • Tweaks to User Interface
  • Improvements to Online Enrolment flow

LEARN MORE: Education Sales Management

Minor Updates

Learner RefInternal

The auto provisioning RefInternal field will now only be numeric after the 3-letter customer code. This removes confusion around I, 1, O and 0 and also ensures that the field is more predictable due to being an incrementing number moving forward.

All old RefInternal values will be preserved and this will only apply to new Learner records. The numbers will be configured to start at XXX2000001 and increment from there.

Report Section Enhancements

We are in the process of making a number of changes to the reports section to make it easier to obtain desired reporting outcomes. Feedback from G2 reviews is that while the reporting section is powerful and provides a lot of benefit, it can be hard to find the right report.

We have made the following changes:

  1. Report list shows 20 records per page
  2. Report page size increased from 10 to 20
  3. More easily view fields for a selected report
  4. More easily search and find fields in a filter

We are also in the process of reviewing and updating each report with:

  1. New report category, name and details for consistency
  2. Removing old and unused reports
  3. Reviewing all field naming to be consistent and in line with Wisenet pages eg. 
    1. Client First Name to Learner First Name
    2. COR Start Date to Course Enrolment Start Date

This report review process takes time and we will be working through the list starting with the most used reports. Report numbers will not be changing and we hope that these changes will make it easier to find and run reports. If you have any troubles finding or running a report then please log a support.

LEARN MORE: Reports

Completion Pathways

New fields Completion Pathway and Completion Pathway Notes have been added to the Course Enrolment section. This allows a provider to track how a Learner progresses.

It is a custom dropdown allowing each provider to choose their own values. We have collated a set of recommended values.

Grade Point

A new field Grade Point has been added to the Unit Enrolment section. This allows a specific Grade Point value to be entered against a Unit Enrolment. This has also been added in the Auto Grade feature allowing it to be set as part of the Elearning Grade sync.

While adding Grade Point we reviewed and enhanced the Unit Enrolment field layout grouping. 

Grade Point can also be used in uReports.

Inactive Workplace Contacts and Agent Contacts

It is now possible to set a Workplace Contact and Agent Contact to Inactive. This will allow these Contacts to still be linked with a Learners Workplace or Agent for history purposes. But Inactive Contacts will not be able to be added to new relationships.

LEARN MORE: Organisations

Learner App Timetable New Calendar Control

Learners can now access and view their class timetable via their mobile phone where they can tap on the class which will then open in a Pop Up showing the full class details.

LEARN MORE: Introducing Learner App to your Learner

Elearning

  • Elearning Grade Category Name length can now support a maximum of 2000 characters
  • You can now bulk edit Elearning Enrolment Group and Notes
  • Additional search options for Auto Grade activities within the Review Tab where you can now also search by Source Info

LEARN MORE: Elearning Integration

Event Alerts

By default, Event Alerts shows alerts for the last 7 days. Customers can now choose to view older alerts by choosing the number of days in the new Days Dropdown option.

LEARN MORE: Event Alerts

Learncycles

You can now choose to insert placeholders when adding a Learncyle activity to Send Email.

LEARN MORE: Learncycles

TCSI Updates

  • Changes made to Unit of Study Loan Fee % to support the extension of the Student Loan Fee Exemption for Higher Education programs
  • Many tweaks to TCSI integration logic and event alerts to streamline the integration process including a number of performance enhancements

LEARN MORE: TCSI

Email Templates for Learners

You can now choose to use an Email Template from within Learner > Send Email

  • Email Templates can be set up for the Learner Section from within the Settings section.

LEARN MORE: Email Templates

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You can do a Print Screen of your Logbooks to print records in Wisenet and you can also copy the Logbook record URL to share.

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Introducing Application Management

We are excited to introduce a number of new features to streamline your Education Sales Management processes.

Those who attended our webinar (see recording) earlier this week learnt of the upcoming Application Management release. Application Management makes it easier to visualise the sales process and have separation from an enrolment record with a distinct application review process. All of these changes are included in all editions!

This article provides an overview of all of the changes made to support Application Management. We have focused a lot of attention on ensuring that we minimised the number of changes and learning required to use both old and new features.

The NEW Application Management is just one feature within our overall Education Sales Management offering. We have a number of other Sales features that we are working on scheduled for release later this year. We strongly encourage that you begin the journey and read our philosophy on Education Sales Management.

We hope you enjoy this release and we look forward to any feedback.

Alister Smith
Business Innovation Manager

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NEW Application Management

NEW Course Enrolment / Application Dashboard with capacity to view and do MORE

  • Centralised overview of the Course Enrolment / Application Record.
  • The dashboard view will change depending on whether the record is an Application or Enrolment.
  • Counts and quick links to related records.
  • Includes the logbook list and logbook actions.
  • Able to quick change Status and Status Reasons from the dashboard.

Learner Profile

  • Enrolments are now split into Enrolments, Open Applications and Rejected Applications.
  • All of the action dropdowns have been updated for consistency.
  • Course Enrolment links default to the new Dashboard page.

Course Offer

  • Separation between Enrolments and Applications.
  • New dashboard counts for Open Applications.
  • All of the action dropdowns have been updated for consistency.
  • Course Enrolment links default to the new Dashboard page.

Add Course Enrolment

User can Choose to Enrol or add Application Review Process:

  • Enrol – This follows the current Enrolment Process
  • Application – This uses the new Application Process where users will choose Application Status
  • There are a number of options available to add Checklists, Units, Elearning Enrolments depending on whether Enrol or Apply.

View / Edit Course Enrolment / Application

  • The details page has been updated to display appropriate information depending on whether the record is an Application or Enrolment.
  • Application has Accept and Reject options that take the user through the appropriate flow. This includes setting any linked Opportunity to Closed Won or Closed Lost based on the Application being set to Accepted or Rejected respectively.
  • Editing a record will be similar to previous capability.

uReport – Letter of Offer

  • Letter of Offer regions previously only included Course Enrolments with an Enrolment Status = Enquiry or Pending.
  • Letter of Offer regions now also include records with an Application Status = New, Reviewing, Pending.
  • This will allow old processes to continue to work and it will also allow customers to transition to use the Application feature.

Learncycles

The Learncycles have been updated to include Application capability:

  • On Course Enrolment Creation is now On Course Enrolment / Application Creation
  • New trigger options for Application Status and Application Status Reason
  • New trigger condition to schedule off new field Application Expiry Date

Sales Opportunity

Two new fields have been added to allow other ways to categorise Opportunity records:

  1. Tags
    • Categorise opportunities how you desire
    • Managed centrally via Settings > Dropdowns
  2. Pipeline
    • Allows grouping by Sales Team (Melbourne vs Sydney or Short Course vs Diploma)
    • Setup via Settings > Dropdowns

Settings > Dropdowns

  • Application Status Reason.
  • Pipeline.
  • Tags – Course Enrolment and Opportunity.

Add Elearning Enrolment Options

New options are available allowing Elearning Enrolment(s) to be added to Learner(s) during the actual Enrolment event. The default is No to prevent incorrectly enrolling users into all Elearning Courses. The user must explicitly set Yes. This option appears in:

  • Add Course Enrolment
    • Adds any Elearning Course(s) linked to the Course Offer
  • Accept Application
    • Adds any Elearning Course(s) linked to the Course Offer
  • Add Unit Enrolment(s)
    • Adds any Elearning Course(s) linked to selected Unit Offer(s)

Online Enrolment New Acceptance Options

  • When processing an Online Enrolment the user can either accept immediately or add to the Application Review process. 
  • This provides more control in managing the application process and also allows you to leverage a more robust review process including logbook and automation.

Home Dashboard

  • The home dashboard has been redesigned to better fit widgets on the page.
  • Improved to include all new Event Alert capability.

Public API

  • A number of changes were made to accommodate the new Application Management changes. These have all been done to prevent breaking customers integrations.
  • An Application is actually the same record as a Course Enrolment and hence is part of the course-enrolments endpoints. The logic is:
    • Application – When Course Enrolment does NOT have an Enrolment Status
    • Enrolment – When Course Enrolment has an Enrolment Status. And Application Status = Accepted
  • Therefore the following changes have been made to automatically handle new Application Status:
    • If Enrolment Status is provided and Application Status is NULL the API will auto set Application Status = Accepted
    • If no Enrolment Status or Application Status is provided then the API will auto set Application Status = New
    • If an Enrolment Status is provided and the Application Status is provided other than Accepted an error will be returned

How to get started?

  • The NEW Application Management is included for all Wisenet customers and while you do not need to use the feature we encourage you to review your current application requirements
  • Whether your enrolments are created manually, from online enrolment or a custom integration, the application feature allows you to better control and visualise the process
  • When processing an Online Enrolment the user can either accept immediately or add to the Application Review process.
  • Applications are excluded from government reporting
  • Learncycles allow you to automate key milestones. If you use the new Application Management features you may need to tweak your Learncycles
    • Change to use new Application Status or Status Reason fields instead of Enrolment Status and Status Reason fields
    • Add new Learncycles to create Tasks, Emails or SMS based on new Application Expiry Date field (eg. If Application Status = Pending and Expiry Date is Today then Email the Learner advising that the application has expired, set the status to Rejected)
  • If you used central enquiry course offers to prevent rejected applications from dirtying your enrolment list, you can stop. You no longer need to do this as these records will be kept separated in the new Application section.
  • All EXISTING records at time of release will be considered as an Enrolment. The existing enrolment status will remain and the Application Status will be set to Accepted. You can manually revert an Enrolment to be set as an Application.

Learn more about Education Sales Management.

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Introducing Application Management

Education Sales Management presented to you by our top presenters, Ash and Alister.

15/06/2021  43mins59secs

See More Recordings

Highlights: May 2021

Winter is coming and so are a number of exciting changes. Some we are sharing now, and others that we will be sharing soon via Webinar (stay tuned).

In our April 2021 Highlights we shared some early previews of Canvas Elearning Integration; the new Opportunity List feature; Event Alerts; Xero Integration enhancements; and other compliance updates. These new and updated features have been well received by customers.

We also mentioned that we initially launched our new Logbook functionality, but decided to roll back to the old version while we made a number of enhancements thanks to customer feedback. The enhanced Logbook design is now ready to launch and you can read more below regarding the specific enhancements. We have also added additional Group and Grading functionality to the Canvas integration.

We love hearing your feedback so please let us know your thoughts on the latest updates.

Alister Smith
Business Innovation Manager

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Major Updates

New Logbook changes are designed to enhance rather than be a complete redesign

We have kept the overall concept and layout of the controls similar to the previous design to reduce the amount of new learning for users. The key changes include:

Enhanced design

  • New slide out design that is used in other new sections in Wisenet. Designed to reduce the number of full page loads.
  • Consistency in controls allowing for reuse throughout the application
  • Allows new upcoming features to be added more easily and quickly (more news on this coming soon)

Specific Features

  • Print Screen and Copy URL options
  • Improvements to File Management performance
  • Sales Contact Send Email: ability to send emails to other email addresses

Explore the enhanced Logbook design!

Canvas Elearning Connector with more integration options

Last month we released our new Canvas Integration that focused on Elearning Course and Enrolment syncing while we rounded out the integration to include Groups and Grades.

Group Sync

This allows you to set a Group against an Elearning Enrolment in LRM, and the integration will ensure that the Canvas User is enrolled into the right Elearning Course within the right Group Set and Group.

Grade Sync

This killer feature uses Wisenet’s Auto Grade functionality. It allows you to set up Auto Grade Rules in Wisenet that defines which Grade fields need to be updated to what values based on an incoming Grade Value from an LMS.

When Grading occurs within Canvas, it triggers a grade sync event which uses the Auto Grade logic to determine

  1. whether the Grade should be synced
  2. and if so what Grade updates will occur

This feature significantly reduces grading data entry between systems.

Explore the extended Canvas Integration features now!

Minor Updates

Learner App

View uReport Documents

When a uReport is generated there are options on whether this should be visible in the Learner App. Enabling Learner App visibility on the uReport document will ensure the document appears in the Learners visible documents.

Unit Sorting Capability

Learner can now sort their Units by Unit Offer Code, Start Date or End Date.

Explore Learner App

Event Alerts

You can now see the following Event Alerts on LRM Home Dashboard as well as under Reports>Event Alerts Tab:

  • Xero
  • Elearning

Explore Event Alerts

Sales API

We made a few changes in relation to POST opportunities and POST documents to help improve inbound Sales capabilities and eliminate document upload errors:

  • POST opportunities now accepts almost all Opportunity fields which allows the beta Online Application tools to create an Opportunity record with specific Stage, Pipeline or Tags set.
  • POST documents have been redesigned to resolve an issue with files larger than ~4mb

Learn More about Sales API

New Zealand: Unit Outcome R

NZ: Unit Outcome R is now considered as ‘Completed’ for the purpose of Unit Completion metrics. This is reflected in the Learner Profile.

Wisenet Team Updates

Engagement Team

Wisenet is pleased to welcome our new Engagement Specialist, Michelle Armstrong! Michelle comes to us with wealth of knowledge within the RTO space and Compliance.

Nalina is currently on maternity leave. We wish her all the very best in her new parenting journey and we look forward to having her back in the team when she is ready to be back.

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Wisenet has a 98% satisfaction score on G2 which makes us even more excited to serve our delightful customers!

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Why Canvas Should Be Your Learning Management System of Choice

Read how Canvas, a world-renowned online learning management system for schools, districts, and universities has been the learning management system of choice for thousands of education providers globally.

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Read how planning, tracking and reporting will ultimately assist you in managing everyday tasks, all while ensuring that your education provider has the best student experience!

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Highlights: April 2021

Can you believe it’s the second quarter of 2021! After a year of global uncertainty and postponement we have finished work on a number of long running projects. We’ve also laid the foundations for a number of other exciting new features which we will be able to show some early previews of in the coming week, stay tuned!

This edition of Highlights focuses on improvements to compliance, the launch of our Canvas Connector, the new and improved Opportunity List, Event Alerts, and Xero Integration enhancements.

We love hearing your feedback so please let us know your thoughts on the latest developments.

Alister Smith
Business Innovation Manager

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Major Updates

Connect Canvas to Wisenet! Introducing the Canvas Connector

Our Elearning Connector portfolio is growing! We are pleased to welcome Canvas to our Elearning Connector series where you can now easily integrate with Canvas! This is great news for our Canvas customers as you can also benefit from automating your elearning management. The first release is focused on Enrolment Management within Wisenet where you can:

  • Sync Courses from Canvas to Wisenet
  • Sync Users and Enrolments from Wisenet to Canvas
  • Sync Grades from Canvas to Wisenet (coming soon)

Learn how you can connect Canvas to Wisenet!

New Opportunity List viewing features

Previously on Opportunities board you could only manage the board by clicking, dragging and dropping opportunities. The board is great, but can be harder to work with when wanting to work with a list of records. The new Opportunity List view allows you to change the way you view, filter, and interact with Opportunity records. You can toggle between the board and list views. Now you have more control when it comes to your Opportunities view!

Once you have your filtered list of records, you can select one or more records and then choose a bulk action to edit or delete Opportunities. This is the first iteration of the new list design that we will be introducing elsewhere soon. Keep your eyes peeled!

Manage Opportunities easily with more viewing options!

Get Event Alerts for greater insight and action!

Event Alerts are designed to provide greater insight into when there are issues with specific integration events, such as a Learner not syncing to Xero or Moodle. We have launched this for Xero and TCSI so far. Elearning will be included in the next 1-2 weeks.

The new Event Alerts section is available in the Reports tab and allows you to view, resolve, and acknowledge any alerts. The home dashboard also contains a count of any unacknowledged alerts with a quick link through to the Alert section.

Learn how you can set up Event Alerts

The Xero Integration enhancements just got better

The entire Xero integration has been rewritten to accommodate a new technical approach as well as utilise Xero’s new authentication requirements. There are a lot of hidden benefits from these changes plus a few that the user will experience:

  • The Learner will now sync immediately and not within a 5 minute schedule like before.
  • Resync options now allow greater sync date ranges making it easier to onboard or resolve any sync issues
  • Xero has strict minute and daily limits. The new design better queues records when limits or errors occur and automatically retries.
  • Less likely to lose connection with Xero due to improvements in the authentication design.
  • Improvements to the Xero connected apps screen so users can see which Xero account is linked and with improved resync options.

See how we’ve made life easier for you with our new Xero Integration

Minor Updates

Logbook

We initially launched our new logbook but decided to roll back to the old version while we made a number of changes thanks to our customer’s feedback. We are still working on this feedback and will launch the new version again soon.

Compliance Updates

Australia

TCSI

  • Lots of tweaks to TCSI streaming and event alerts
  • Changes to CANs / Invoice logic
  • Support for Exit Award

South Africa

CHE

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Highlights: February 2021

We hope 2021 has been good for you so far. This highlight focuses on improvements to compliance processes, Logbooks and Elearning Enrolment management along with a number of small enhancements.

Alister Smith
Business Innovation Manager

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Major Updates

New Logbook

A new version of Logbook is being released that is designed to have a more consistent design and improve usability. The Learner Logbook is the first section to get the change so we can monitor usage and feedback before we roll it out to all other Logbook sections.

The new Logbook design also allows us to implement some exciting new features which we will be sharing soon.

Learn More? Logbook

Elearning Enrolment Management

Many customers have now transitioned to our new slick Elearning Integration. We have added a new section under Learner to view, filter and update all Elearning Enrolments. This makes it easier to manage Elearning Enrolments across all Course Offers and Learners. It is particularly useful when needing to:

  • Bulk manage Elearning Access
  • Bulk add Group(s) to Elearning Enrolments across Course Offers / Unit Offers

Learn More? How to Bulk Edit Elearning Enrolments

Minor Updates

Sales Admin Now has Reports

Sales Admin users will now see the Reports Section with a list of available Sales reports. This allows Sales Admins to get more insights into their Sales Activities. They can also subscribe to reports.

Usability Improvements

A number of pages have been updated to increase the number of records displayed on a page to reduce the number of clicks to find a record.

  • Portal > User Management section
  • Learncycles
  • Sales Contacts
  • Elearning Course
  • Elearning Enrolments
  • Auto Grade Activities

Compliance Updates

Australia

VSL and HE Updates

The TCSI transition process is well underway with all VSL and HE customers working through the GoLive steps. Some beta customers have already successfully transitioned. A number of additional changes have been made to Wisenet LRM to accommodate the new TCSI requirements.

  1. Unit of Study Loan Fee rate change to 0% when Census Date is between 01/04/2020 and 30/06/2021
    1. This includes Add new defaults, Edit and Bulk Edit features
  2. Old HEPCAT based exports to continue to report the old Loan Fee rate values (calculated on the fly)
  3. NEW Field added to Course Enrolment for VSL/HE to more accurately collect the Course Outcome data (previously derived from Course Enrolment Status)
  4. Learner > Citizenship > Effective From Date is now mandatory
  5. New Sync to TCSI options in the Learner and Connected App sections
  6. The whole TCSI Sync engine is deployed and processing TCSI records
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You can create your own custom credential templates such as, qualification certificates; statement of attainments; academic transcripts, letters of offer; and more,  with easy to use Word documents! Explore How

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In August 2020 our planned roadshow went virtual. We held 7 Virtual Discovery Sessions that focused on how to successfully and efficiently use Wisenet. These sessions are a great way to fast track using all that Wisenet has to offer.

26/11/2020  24mins26secs

Learn the ins and outs from a Wisenet expert on how to effectively manage your compliance data.

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Highlights: 2020 Review

2020 has certainly been an interesting year. It has forced all of us to reflect on what is truly important in our personal and professional lives. An important trait is adaptability and being able to pivot with quickly changing circumstances. 

Prior to 2020, Wisenet had invested heavily in changing how we develop and deliver our product and services. We have transitioned from large periodic releases that require after hour outages to smaller zero downtime business hour releases multiple times a week. This means more updates more often.

This allows us to very quickly respond to changing demands and was vital with the huge increased demand for online education capability with our new Elearning and Website offerings.

Reflecting back on the year we identified however, that the new continuous release strategy requires changes to our release communication. Ensuring that customers are aware of new features and enhancements. And with a number of exciting new features scheduled for release early next year, we wanted to make a few improvements.

Introducing Highlights!

On a monthly basis, Highlights will provide you with information on:

  • Major/Minor product updates
  • Did you knows?
  • Webinars – past and upcoming webinars
  • plus other useful content

We will communicate new Highlights posts in Learn, via Email and on social media.

This first edition will reflect on 2020 as a whole. 

Take care and enjoy the holiday break.

Alister Smith
Business Innovation Manager

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Major Updates

New Workflows and Events

Learncycles are designed to automate processes within a Learner’s Lifecycle. The new version released in 2020 provided lots of enhancements

  • More activities: Send Email, Send SMS, Create Task, Generate uReport, Sync to Xero, Learner Access, Update Learner or Course Enrolment fields
  • Schedule: any activity can be triggered based on many Course Enrolment Date anchors
  • More sections: Learncycles are being added to other Wisenet sections. Recent additions include Elearning Rules and Auto Grade.

While many customers are using automation, we can see from our stats that some customers are banking in on these benefits.
See how Learncycle Workflows can automate your business

New Elearning Integration

Designed to largely automate Elearning Management. The first release focused on a new Moodle integration with other Elearning apps underway (Canvas). 2020 was our biggest Elearning growth year with a large number of new Moodle installs. Key benefits from the new integration:

  • Elearning Enrolment management within Wisenet
  • Sync Users, Enrolments and Groups to Elearning from Wisenet
  • Automated Elearning Enrolment Access Management
  • Automated Elearning Grades back to Wisenet (no manual grade data entry into Wisenet)
  • Custom Authentication

Reduce admin and connect your Elearning platform to Wisenet

New Website Edition

This edition was launched to simplify the website hosting and design process tailored for education providers. Tap into our bench of professional experts rather than hiring or outsourcing each individual role (graphics, content, website design, coding).

  • Beautiful websites tailored for you with your logos and content
  • Online Enquiry to Wisenet Sales
  • Online Opportunity to Wisenet Sales

Modernise your Website and link it to Wisenet

New Unlimited User Pricing

Over the past year many customers have taken advantage of the new Unlimited User pricing editions. This allows any of your staff to login to Wisenet without login count restrictions and instead you pay per Active Learner. There are many benefits to this:

  1. Unlimited Users ensures that more staff have more access. Wisenet is adding more features that benefit more staff within an education provider; for example:
    1. Sales Section
    2. Task Management
  2. Per Learner pricing scales with your business. We ride your ups and downs. This has been particularly useful for some providers with changing 2020 Learner numbers
  3. The Learner Management cost can be easily worked out and offset back to the Learner in Enrolment Fees
  4. Per Learner pricing is metered monthly ensuring more fair pricing across time. Only pay for Learners as long as they are active.

Contact Us if you would like to learn more

Minor Updates

Logbook

There have been many enhancements to logbook over the year with the biggest change coming early next year. We are in final testing of a new Logbook design. The following are already released:

  • Bulk Send Email
  • Task Board filter saving
  • Simplified Task Assigned To logic
  • Email Template Redesign
  • Improved Placeholders – New naming and options

Sales Section

  • More Sales Dashboards
  • Task Notifications for Incoming Enquiries and Opportunities
  • Add Documents to Opportunities
  • Opportunity Board filter saving

Agents

  • Agent Logbook updated to allow Generate uReport and Send Email
    • This is useful for a range of Agent documents such as Agent Contracts
    • Emails can be sent to linked Agent Contacts

Learners

  • Profile Photo enhancements and Student Cards
  • Learner Access Management enhancements
  • Learner updated record in Learner App Task and Notification

Staff

  • More fields for employee management

Compliance Updates

Australia

New Zealand

  • SDR: CREG file QUAL field now can be set from a new Unit field – Host Qualification Code
  • NZ FeesFree:
    • Eligibility Check in Learner now allows year selection
    • RPL data is only reported based on fees (no longer based on outcome codes)

South Africa

  • Localisation for South Africa
  • CHE reporting requirements have been added
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To search for Reports with specific fields, you can use the ‘Search by Fields’ option and include the required fields separated by a comma.
For example: Course Offer Start Date, Enrolment Status, Course Code

“Great things in business are never done by one person” – Steve Jobs

Meet Ben

Sales Specialist

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In August 2020 our planned roadshow went virtual. We held 7 Virtual Discovery Sessions that focused on how to successfully and efficiently use Wisenet. These sessions are a great way to fast track using all that Wisenet has to offer.

26/11/2020  24mins26secs

Learn the ins and outs from a Wisenet expert on how to effectively manage your compliance data.

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October 2020 Release Notes

The Wisenet team has been working in developing more new features for 2020 which also include process enhancements, compliance updates and bug fixes.

We have exterminated several bugs in this release. If you have logged one, we will contact you personally.

NEW Elearning Integration

A complete redesign to Simplify your Elearning management

Easier more transparent set up in Wisenet LRM

Elearning Courses can now map to both Course Offers and Unit Offers

Includes Enrolment Group syncing

No longer requires Learner App set up

Allows custom Authentication (eg. Office 365, Google, custom)

Automated Elearning access management

Real-time record syncing (no more cron jobs!!!).

Automated Grading back to Wisenet (see Auto Grade below)

Simpler integration troubleshooting (not that there should be many integration issues anymore)

Very easy for Wisenet to deploy future Elearning updates

Same integration model for all Elearning Apps (Moodle, Canvas etc)

Pay only for Active Elearning Learner (not users)

NEW Auto Grade

Capacity to do MORE with EASIER setup

The Auto Grade feature is designed to update Unit Enrolment Grade Fields automatically in Wisenet LRM when a final grade is received from an external Elearning application. This integration is very powerful, reduces a lot of manual data entry and improves data quality.

Each Auto Grade Activity is tracked and visible in Dashboards and in screen monitoring.

Learncycles

RECAP

Earlier this year we launched new Learncycle Workflow automation that allows Wisenet to do the heavy lifting.

Choose a trigger (on course enrolment creation) and configure the activities that you require (email, sms, ureport, sync to Xero, Enable Learner Access)

July 2020 Release Notes

The Wisenet team has been working in developing more new features for 2020 which also include process enhancements, compliance updates and bug fixes.

We have exterminated several bugs in this release. If you have logged one, we will contact you personally.

Learncycle Enhancements

Many improvements made to the look and feel of New Learncycles making it easier to set up your workflow automation

Send SMS is now available to automate as a Learncycle Activity

The VSL and HE Scheduled CAN / Invoice system now uses Learncycles. Improved design and delivery tracking.

Old Learncycles have officially been Retired

Learner App

NEW Learner Details Updated Task

A Task is created when a Learner updates their details in Learner App. This allows team to review change. This feature can be turned ON or OFF in Portal Settings.

Email and SMS Enhancements

NEW Emails can now be sent in Bulk to Learners across any Course Offer. Bulk email all active Learners.

NEW Undelivered notifications now displayed on home Dashboard

Enhancements to improve Email and SMS delivery

Other Product updates and Process enhancement

Bulk Update from Unit Offer

This feature allows users to select 1 or more Unit Offers and bulk update fields for Unit Offers, linked Unit Enrolments or both.

The new design is easier to use and is more precise to reduce human error.

February 2020 Release Notes

We at Wisenet are very excited to release the NEW Learncycles with brand new functionalities. We have also released other process enhancements, compliance updates and bug fixes.

We have exterminated several bugs in this release. If you have logged one, we will contact you personally.

NEW Learncycles

More intelligent, powerful and easier to use

Learncycles has been redesigned to deliver more powerful workflow automation.

Scheduling is now available for all activities (not just messages) and can now be set longer into the future.
Emails via Learncycles now have Reply To and Delivery Statuses.
Learncycles can be linked to many Course Offers allowing for easier management.

The new design allows for Learncycles to be extended to other LRM sections with more activities. We are seeking your feedback for automation ideas.

Introducing Lists

Lists have been introduced to group records by type.

Starting with Course Offers, Lists can be used to simplify the following:

Manage Learncycle Audience
Filter Reports
Find Similar Course Offers
and more…

Lists are useful when wanting to work with specific types of records. Example Lists: International / Short Course / Hospitality etc.

Other Product updates and Process enhancement

New Zealand Fees Free Eligibility changes

  • The FeesFree Eligibility status now supports the new values of 8, 9 and 0. The eligibility check feature in the learner section has also been updated to set this appropriately. The SDR will then report the selected value.
  • New FeesFree Export option added to the Exports section.

Agents – uReports and Emails

You can now generate uReport templates and email agents from the Agents profile. See Agent Logbook for more information.

TCSI

RECAP

In December 2019, we released the new TCSI fields for VSL and HE reporting. The TCSI Field Mapping article outlines the TCSI elements and how they map to Wisenet fields.

We recently received updates from TCSI about a delay in implementation. The new proposed date to start reporting through TCSI is May 4th, 2020.

December 2019 Release Notes

The Wisenet team has been working on developing more new features for 2019 which also include process enhancements, compliance updates and bug fixes.

We have exterminated several bugs in this release. If you have logged one, we will contact you personally.

tcsi-wisenet4

Australia ONLY: TCSI – VET Student Loans and Higher Education

Changes to VSL and HE Fields 

These field changes are in preparation for the new TCSI reporting requirements. This allows providers to be able to start collecting new data now ready for 2020 reporting.

The TCSI Field Mapping article outlines the TCSI elements and how they map to Wisenet fields

For Fee Help providers, you will need to manually enter the following fields for Fee Help Courses, due to data not being migrated automatically:

          • Course of Study (Setup under Settings > Dropdown Lists)
          • Field of Education
          • Special Course Type

New Zealand ONLY: Field Changes

Learner

  • NZ Fees Free – Removed Total Fee 2018; added Total Fee 2020 & 2021

Unit

  • Unit FCCM field and values renamed to AMFM
  • Parent Unit – This is a new option in the Unit setup that is available when the Is Unit Standard field is ticked.

Other Field Changes

Course

  • Simplified Fee Help Data (removed unnecessary fields for VSL)

Course Offer

  • Offer Code – Allows 50 characters
  • Notes – Allows 4000 characters

Unit

  • Two new fields: Is Superseded Flag and Superseded From Date

Unit Enrolment

  • Notes – Allows 4000 characters

Agent

  • New field: Primary Sales Contact (This allows assigning a Primary Sales Contact against an Agent)

Sales Contact

  • New field: Position

Learner

  • Disability: allows multiple entries with Effective From and To dates
  • Citizenship: allows multiple entries with Effective From date

Unit of Study

  • Enrolment Defaults can now be defined in Unit of Study

Unit of Study Enrolments

  • New page layout: Fields grouped by Details, Credit/RPL and Fees

Note: Refer to the Field Guidelines articles below to find the entire list of fields:

Field Guidelines: Australia

Field Guidelines: New Zealand

Xero Integration

Improved Xero Learner Sync

We have improved synchronizing learners to Xero. It’s Fast, Accurate and no more Connection issues

USI Integration

Ready in 2020

We are aware of AusKEY being decommissioned in March 2020. We are in the process of integrating with the USI Registry System via our web services. We should have this ready by early next year.

DID YOU KNOW?

SMS

In August 2019, we released the new SMS Messaging feature in Wisenet to provide you with an alternate way to communicate to your Learners. Since, we have received a multitude of positive feedback from our customers which is helping us to keep working on improving this feature to better help your needs and requirements.

August 2019 Release Notes

The Wisenet team has been working in developing more new features for 2019 which also include process enhancements, compliance updates and bug fixes.

We have exterminated several bugs in this release. If you have logged one, we will contact you personally.

SMS Messaging

An alternate mode to instantly communicate with your Learners via LRM

Available to Wisenet customers who are on our Standard and Premium Editions.

Send SMS messages directly from Wisenet without needing to sign up to your own service provider. Easily track messages delivery status in Logbook.

Personalise SMS messages with custom sender and in message placeholders.

New Zealand ONLY: EPI Report Improvements

Wisenet has simplified EPI reports and created new documentation to help users with
report generation and understanding the background logic.

Learner App

NEW Access Management

Learner App Invitations and Forgot Password Email are now sent out via the Learner Logbook which then allows you to track delivery status. The message body for these emails are hidden in Logbook for security purposes.

When a Learner now receives a Learner App invitation or a Password Reset email, they will be forced to change password as the one sent on the original invitation/email is a one-time use only.

Other Product updates and Process enhancement

Messaging from Class > Learner List

Email and SMS messages can now be sent in bulk to your Class List within Timetables.

New Elearning Connectors

If you use Cloud Assess as a Learning Management System (LMS), you can use Wisenet Elearning Connectors to sync Enrolments and Grades between Wisenet LRM and Cloud Assess.

FEES FREE

Fees-Free Eligibility quick check

  • TEC recently launched a new service that allows an integration to check Learner Fees-Free eligibility by NSN
  • We have connected to this service allowing you to Check Eligibility from within the Edit Learner > Personal Details

EFTS

We have added two NEW Reports to assist PTEs with calculating EFTS Dollar Consumption:

  • Report #2106 EFTS Funding Rate Summary, and
  • Report #2130 Course Funding Summaries

AVETMISS

  • All AVETMISS exports will now ONLY include enrolments where the Course Enrolment For AVETMISS Export field is ticked.
    • This gives flexibility during enrolment to preset unit enrolment dates and outcomes without reporting to AVETMISS
    • The same field checks at the unit enrolment level are still in place. These are documented in Nat File Guidelines
  • The Course Enrolment For AVETMISS Export field is defaulted from the Course Offer section and can be manually changed per enrolment
  • Learncycles can be set up to auto set this to True based on a desired change in Course Enrolment Status
  • We have defaulted the Course Enrolment For AVETMISS Export field to True based on current Unit Enrolment values to prevent issues in exporting
  • This is applicable for all Australian States, including WA for RAPT reporting.
    • Note: NSW previously had this logic and is unchanged

Sales Section

RECAP

In March 2019, we released the new Sales section in Wisenet to give training providers the tools to easily manage sales contacts and opportunities. This is the foundation for future sales features that we are currently working on.

  Watch the video to Learn More

IMPROVEMENT

In the last five months we have been busy working on:

performance improvements and tweaks to the Sales section

– added Tasks to be used and linked within Sales

– improved the Sales Dashboards

June 2019 Release Notes

The Wisenet team has been working in developing more new features for 2019 which also include process enhancements, compliance updates and bug fixes.

We have exterminated several bugs in this release. If you have logged one, we will contact you personally.

Task Management

A single place to manage all your tasks with the NEW Task Board

Using the Tasks feature in Wisenet gives you a clear overview of all activities to easily organise and prioritise your work. Automate this feature to help you save time and never miss an important task.

The new Tasks section allows you to easily Search and Filter Tasks; Get a complete overview of Tasks’ Statuses, i.e. Not Started, In Progress, Pending, Completed; Drag and Drop Tasks to update status; Edit Tasks; Add new Task; and Email notifications sent to the Assigned Staff member when a Task is added or updated.

Home Dashboard

NEW Look and IMPROVED functionality

The Home Dashboard now shows a summary of Open Tasks. This eliminates the need to click around multiple tabs to view and manage all your Tasks.

Click on each of the numbers to open the Task Board filtered for that count.

If you need to view and manage all Tasks, you can click on View All Tasks from the summary section which will then open the new Tasks tab with your Task Board.

International Mobile Number

IMPROVED Mobile field

All Mobile fields in all applications (LRM, Learner App and Online Enrolment) now support International Mobile Number Country code. International code can be selected from the drop-down.

All existing mobile numbers of your applications have been automatically processed into the new format.

Other Product updates and Process enhancement

  • New USI values (Australia Only): INDIV, INTOFF, SHORT
  • File upload size increased – Total file upload size has been increased to 10MB and 5MB per file
  • Date of Birth field – Users will now be prompted with an ‘Invalid Date of Birth‘ notification if they accidentally entered the current year or, a future year, in the Date of Birth field
  • Improved filtering, sorting and paging capabilities
  • Improvements to documentation and performance
  • Enforce new mobile number format for all Mobile fields

Update Required and To Be Actioned by you if you use uReport Custom CAN Template

  • From 1st July 2019, VET Student Loan debts will be separated from other forms of HELP debts. Refer to the Explanatory Memorandum for more information on this new legislation.
  • If you make any reference to HELP debt and VET Student Loan debt in your custom CAN templates, you will need to update your template to now say VETSL debt.
  • All generic uReport templates have been updated with the correct term by Wisenet.

Sales

RECAP

In March 2019, we released our new Sales feature with a stand-alone Sales section to help you better manage and convert your Sales Enquiries into successful Sales Applications even if you do not use Wisenet LRM. This is achievable with the two new roles you can now select, being: Sales and Sales Admin.

The Sales Dashboard provides greater insights into both current and historical sales activities.

Sales Contacts is a new entity created in Sales and can be linked to a Workplace, Agent or Learner in Wisenet.

Sales Logbook has option with File Notes, Tasks and Email Messaging capability.

Opportunities – a new Opportunity section where all old records have been moved to the new Opportunity model and mapped to the correct Sales Contact.

IMPROVEMENT

In the last three months we have been busy working on:

performance improvements of the new Sales feature

– added Tasks to be used and linked within Sales

– improved the Sales Dashboards

– improved Sales Reports

Emailing Credentials with QR Codes

Benefits

Allows you to send a digital version to a Learner
Saves time with printing and manual distribution
Tracks email in Course Enrolment Logbook with delivery status
Great for all types of credentials, especially interim results, statements of attainment and short courses
QR Code makes it harder for digital documents to be forged
Employers or Training Providers can self validate credentials

See It In Action

QR Codes

If QR Code is added to a certificate template, it will be on the PDF once generated.

QR code on cert pdf
Bulk Issue Credentials

If you have multiple Learners with requested credentials, you can bulk issue credentials to save time.

bulk issue credential
Email Credentials

Choose an Email Template and choose email recipient(s), i.e. ‘Send to Learner’, ‘Learner’s Alternative Email’, ‘Other Email Addresses’.

email issued credential
Logbook Tracking

Emailed credentials are registered in the Course Enrolment’s Logbook with delivery status.

credential logbook
Certificate Validation

A digital copy with QR Code allows Learners to easily email their Credentials to Employers or other Training Organisations to validate.

validate credentials

Get Started

IMPORTANT NOTE:

  • QR Codes are available for all customers, however, please note for Training providers under NZQA (New Zealand), permission is required by the Qualification Authority before you can apply QR Codes to a Certificate.
  • Emailing credentials is only available on premium edition. Contact us for more details.
  1. If you haven’t already, start by creating a custom Credential template and ensure that you pay attention to the key design considerations
  2. Turn ON your unique QR Code access and add QR Code to Certificate
  3. Create and Edit an Email Template as this will help you standardise your communications and save time
  4. Generate and Email Credentials

March 2019 Release Notes

The Wisenet team has been working in developing a line-up of incredible new features for 2019 which also include process enhancements and compliance updates.

Bug Fixes

We have exterminated several bugs in this release. If you have logged one, we will contact you personally.

Take a peek at what we’ve released in March.

NEW Sales Section

Get the best of both worlds with the new stand-alone Sales section to help you better manage and convert your Sales Enquiries into successful Sales Applications even if you do not use Wisenet LRM.

  • Two NEW Roles: Sales Admin and Sales
  • Sales Dashboard providing greater insights into both current and historical sales activities
  • Sales Settings section – Sales Admins can edit Sales specific features such as Sales Dropdowns and Sales Email Templates
  • Sales Contacts is a new entity created in Sales and can be linked to a Workplace, Agent or Learner in Wisenet
  • Sales Logbook option with File Notes, Tasks and Email Messaging capability
  • Opportunities – a new Opportunity section where all old records have been moved to the new Opportunity model and mapped to the correct Sales Contact
  • Sales data – we have seeded the new Sales section with your previous Wisenet Sales data
  • Stay tunedmore to come soon about managing your Sales Applications!

Email Message Template Redesigned

  • Improvements to look, performance and functionality
  • Better filtering options
  • Generic Sales Email Templates
  • Sales Contact Email Templates added

Bulk Update

  • New option to bulk update Learners
    • as Is Active
    • into a Target Group
    • sync to Xero
    • Survey Status (AU Only)
    • New Fees Free fields (NZ Only)
  • The bulk update dropdown menu options have been better grouped

NEW Organisations Section

Newly added to Wisenet LRM for the purpose of managing Agents and Workplaces. Further details below about each sub-features.

Agent
  • Sales Contacts can now be added to Agents
    • Can be selected when adding a Course Enrolment
  • Agents can be grouped by Regions
Workplace
  • Positions are no longer setup against a Workplace. They are now only setup in Dropdowns and all are available for selection when adding a Position to a Learner
  • Current Learners page has been replaced with Learners page that allows filtering by Position and Position Dates. You can then navigate to Learner or even Bulk Enrol into a Course
  • Learner Position – New field added ‘Workplace Type‘ simplifying how a position is categorised as a School, Employer, Host Employer etc. This will then be used for displaying in Training Plans
  • Unused Workplaces can now be archived so they do not appear in your Workplace dropdown lists

New API

  • API is now live and known as Wisenet API with improvements to the followings:
    • API documentation
    • PATCH endpoints is more robust
    • improved validations
    • New Endpoints added for:
      • Unit Offer
      • Unit Enrolment
      • Sales Contact
      • Opportunity

Minor Improvements

  • New Field under Learner>Demographics
    • English Test Score Expiry Date
  • Online Enrolment
    • New option to choose whether to add related Unit Enrolments
      • Previously it defaulted to always add Unit Enrolments

Learn Resources NEW LOOK

We have made changes to our Learn Resource Feature pages to improve how you navigate through our resources for a better learning experience.

You can see an example of it when exploring the Sales Feature page.

We look forward to your feedback as we progressively move all resources to adapt the new look.

Old Credential process RETIRING!

NOTE: This is only applicable to you if you do not use uReport.

The old Credential process is retiring effective on Monday 1st April 2019 and we are here to help make this transition easy.

On April 1st 2019:  ALL old templates will be removed from Wisenet LRM.

Between Now & Then (IMPORTANT):

  • You should start to create uReport Templates
  • Any customers who are still using old credentials for Agent Invoice or Student Cards, or for highly customised complex credentials, are recommended to contact us, so we can convert your complex credentials into a custom uReport

AVETMISS

  • New fields:
    1. SA field under Learner Personal Details:
      • Work Ready Number (SA)
      • Sent to SSD Date (SA)
    2. National Funding options under Bulk Update Unit Enrolment>Fees & Funding
      • Code 31 International Onshore client other revenue
      • Code 32 International offshore client other revenue
    3. Study Reason option under Course Offer>Course Enrolment>Compliance
      • Code 13 To get skills for community/voluntary work
  • Updated field: Fee Exemption (VIC Only)
    1. Under Bulk Update Unit Enrolment>Fees & Funding, the old Fee Exemption field and values for waiver have been removed
      • The old Fee Exemption value codes were E, I, X or Y
    2. The old field is now replaced with a new field that captures Fee Exemption Waiver for 2019 reporting requirements
      • Data is auto migrated for Course Offer, Unit Offer and Unit Enrolment
      • The new Fee Exemption value code is set to Z for previously updated records

eCAF

  • Reports>eCAF/Progression Page
    • Resolved issue with loading eCAFs for customers with a lot of eCAFs
    • Additional columns displayed in the Enrolment Pending eCAFs table, such as:
      • Start Date
      • Enrolment Status
      • Sales Person (If not configured, leave blank)
  • Submit eCAF, updated:
    • Fee Help (Non University) eCAF type
    • Existing eCAF types
    • Validations in LRM for submitting to eCAF

SDR

  • New option in Gender field called Diverse
  • New fields:  Tip: Use the new Course Offer>Enrolments>Bulk Update Learners feature to save time setting values for these new fields 
    • Fees Free Eligibility
    • Total Fees 2018, Total Fees 2019
  • Updated field:
    • Iwi Dropdown list includes the latest definitions for 2019

Fees Free

  • Use the NEW Report 2117 in Wisenet to extract Learner and Course data for your Fees Free Monthly Data Return.

September 2018 Release Note

Purpose

This release includes process enhancements, compliance updates and new features. Please take your time to read through the notes to ensure that you can benefit from the changes.

Bug Fixes

We have exterminated several bugs in this release. If you have logged one, we will contact you personally.

“Change the way you look at things and the things you look at change.” – Wayne W.Dyer

If not already, you will notice enhancements to LRM and a new look to Learner Profile.

  • LRM pages now take up full screen
  • We are improving consistencies with look and colours
  • The Learner Profile page is more compact
  • You can now see a summary of Xero invoices on a Learner’s profile if you have Xero connected
  • If you are using Tags you will also see Tags and Agents (if any) in the Course Enrolment panel

Tags

Tags is a new feature in Wisenet which is added against Course Enrolment. It will allow you to categorise an enrolment for the purpose of identifying special traits. The purpose of why you will want to use tags is because it will help you better filter and categorise enrolments, and not only for reporting purposes but also for bulk actions.

Learn More? Tags 

Credentials

  • QR Validation Code
    • A new feature in Wisenet where you can add a QR code to your credentials or a link to your website
    • Validators (examples below) can enter the Credential Number and Last Name to validate the credential
      • An Employer validating an Employee
      • A RTO checking CT/RPL for a Learner
    • Learn More? How to use QR Code for Certificate validation 
  • Email Issued Credentials to Learners and other email addresses
    • Only available on Premium Edition
    • This feature will be turned OFF by default. Can be turned ON by Portal Admin if desired.
    • Option to setup a new Email Template specific for when emailing Credentials
    • Learn More? Email Credentials 
  • Credentials Issuing Officer list is restricted based on Staff section configuration
  • AUSTRALIA ONLY: Added additional USI warnings when Requesting a Credential for Learner(s) without a verified USI

Enhancement to Composing Emails

Email sending options have been simplified in Wisenet while improving functionality.

  • Email Templates
    • Selecting a Template now populates the subject and body
      • Therefore allowing you to check and ensure that the right template is selected
    • Templates are designed to fast track email creation. You have the flexibility to make slight adjustments to the email template content to suit specific scenarios. This means that it may provide 90% of the content and the last 10% can be filled-in unique to the situation.
  • Add placeholders directly when composing Emails
    • Allows personalisation of emails with placeholders for one off emails and not just when using a template.
  • Improvements to FromName
    • FromName is now more adequately derived based on selected ReplyTo option
    • Eg. if reply to Staff record… then the FromName will be StaffName (ProviderName)
  • These email updates are to all places where emails can be sent (individual, bulk, sending an email with generated uReport, sending survey, email issued credentials)
  • Added more recipient options for Bulk Send Email Message

Course Offer Dashboard (NEW)

We are in the process of adding dashboards to other sections of Wisenet to provide you with more insights without having to run reports.

We have started with the Course Offer Dashboard allowing us to trial our approach and obtain feedback from customers.

Learn More? Course Offer Dashboard 

Course Enrolments

  • Course Enrolments Checklists Default Values from Template
    • Allows easier setting of Template Values when adding Checklists

Unit Elements

  • New field for storing “Performance Criteria”
  • The “Element Description” now allows up to 1000 characters

Agent

  • Ability to archive an agent
    • Use the new IsArchived field
  • Only active agents will be visible in the Agent dropdown list when linking with a course enrolment
  • When linking an Agent to a Course Enrolment, the VET Commission and ELICOS Commission rates will now default from the Agent values

Online Enrolment

  • When accepting an online enrolment, Unit Enrolment field values will now default from the linked unit offer
    • Eg. New compliance standard fields
  • This is designed to save time with enrolment data entry

Active Learners

Timestamps

  • Previously logbooks, export times and credential register all displayed datetime in the Melbourne timezone
  • These pages now display the time in your local timezone
  • Reports will continue to show Melbourne datetime

          If you missed

   The following events occurred in the lead up to this release:

 May 24th 2018

Xero

  • Ability to manually resync Xero Invoices
  • Ability to manually sync a Learner to Xero
  • Automated process to sync invoices and learners to Xero
  • View Xero invoices from Learner App

 May 28th 2018

Australia FeeHelp Export Update

  • PS file – HDR Submission Date, HDR Completion Date
  • EN file – HDR Engagement Code

 May 31st 2018

SurveyMonkey

  • Added to Connected Apps page
  • Added Quality Indicator Surveys
    • Learner Engagement Survey
    • Employer Satisfaction Survey

Course Enrolment

  • Added new field eCOE Issue Date on the Course Enrolment page
  • Registration ID has been renamed to “Registration Number”

CRICOS

  • CRICOS code field has been added to the Course
  • If configured, the value will be defaulted to the course offer, upon creation

Export Changes

Auto default Delivery Mode based on Outcome

  • When Outcome is configured to RPL granted (51) or Credit Transfer (60) or RCC granted (53) we will now always default set:
    • Delivery Mode (AV7, AV8) and Predominant Delivery Mode to ‘Not Applicable’
  • When Outcome is configured to WA values of RPL granted (06) or Credit Transfer (09) or RCC granted (15) we will now always default set:
    • Delivery Mode (AV7), Delivery Mode WA1,  Delivery Mode WA2, Delivery Mode WA3 to ‘Not Applicable’

Fee Help:

  • New fields added in the Course Offer page
    • HDR Engagement Code
    • Separation Status
  • New fields added in the Course Enrolment page
    • HDR Engagement Code
    • HDR Thesis Submission Date
  • Export Update (released on 28th May)
    • PS file – HDR Submission Date, HDR Completion Date
    • EN file – HDR Engagement Code

Course Enrolment page

The following new fields have been added to the Course Enrolment page:

  • Public Trust Number
  • Unique Training Hours
  • Orientation Date

Course Offer page

New fields have been added in the Course Offer page, as Unit Offer defaults to make Course Offer and Unit Offer setup quicker:

  • Fee Assessment Category
  • Mural Attendance

SDR Export Updated

  • Added support for Total_Fee and Fees_Free_Eligible
    • The export will be the right structure however you will receive a Warning as they are currently reported as empty
  • NOTE: New Fields to be gradually added in the database throughout the year

Smart and Skilled Outcome Change Blank to 85

Does this change apply to me?

If you are reporting government data to NSW Smart and Skilled then you will need to follow these steps.

What’s changing

Until August 2018, NSW Smart and Skilled had a blank Outcome that was required to be set for future Unit Enrolments. This blank outcome (00 in Wisenet) is no longer allowed and is being replaced by the AVETMISS 8 Outcome 85 – Not yet Started.

How is this change being implemented in Wisenet

  • The NSW Export has been updated in Wisenet to accommodate the required Outcome changes
    • The Export process is unchanged
  • All relevant Resource Articles have been updated to refer to Outcome 85 in place of the Blank Outcome
  • Customers will need to ensure Outcome 85 is used and NOT Outcome 00 (see steps below)

IMPORTANT: Required steps to be actioned by ALL NSW Smart and Skilled Training Providers

  • Effective immediately only use Outcome 85 and NOT Outcome 00
  • Update any existing records from Outcome 00 to Outcome 85 using any Unit Enrolment Update Feature. We recommend using the Bulk Unit Outcome Update feature in Wisenet by following the steps below:

1

  1. Navigate to LRM > Learners > Enrolment Update Wizards > Bulk Unit Outcome Update 
  2. Set the following Fields:
    • Unit Vet Flag – All
    • Contract State* – NSW
    • Enrolment Status*: Select All by clicking and dragging
    • CUOR End Date*: Choose a broad date range to ensure you get all records with 00. Eg. From 01/01/2018 to 01/01/2026

Learn More? How to Bulk Update Unit Outcomes with Enrolment Wizard

2

Select the outcome code you wish to change

  • Outcome AV Code – 00 – Blank Outcome
  • Then click Apply Criteria

3

You should now see a summary of Unit Enrolments that meet your above criteria grouped by Course Offer.

  1. Select ALL of the listed Course Offers
  2. Click on Action Menu
  3. Select Bulk Update Selected Enrolments
    • Ensure you choose to update Outcome = 85

You should no longer have any Unit Enrolments with Outcome 00.

NCVER National Quarterly Reporting

NCVER National Reporting

All Registered Training Organisations (RTOs) need to collect and report AVETMISS data on all accredited training activity.  AVETMISS is a national data standard which ensures the consistency and accuracy of vocational education and training (VET) information and covers the national VET data collections:

  • the National VET Provider Collection
  • the National Apprentice and Trainee Collection
  • the National VET in Schools Collection
  • the National VET Financial Data Collection.
About Quarterly Reporting

While you are still required to do your yearly AVETMISS reporting, all RTOs now have the option to submit data to NCVER quarterly, beginning with the January to March 2018 collection period on all of the nationally recognised training activity delivered by your organisation.

It is optional to do quarterly reporting, however to reduce the hassle and stress associated with end of year reporting, we highly recommend doing your NCVER National reporting quarterly.

Learn More? AVETMISS Fact Sheet

NOTE: This is for National Collection ONLY

The benefits of reporting to NCVER quarterly are:
  • Learners will have their USI Transcripts updated more frequently with nationally recognised training appearing on USI Transcripts around six weeks after each quarterly collection period
  • The USI website will include the latest available quarterly data
  • You can add new data for your most recent quarterly activity and make corrections to previously submitted data if necessary
  • Reduces the end of year reporting stress
How does it impact your AVETMISS Export?

Wisenet will automatically export the required Collection Period data based on the date the Export is ran. Therefore, you are not required to change anything in your export process.

i.e. If you ran an Export on 16th May then Wisenet would auto export the Jan – Jun collection periods for you as the collection period window for Jan – Mar is now closed.

New Collection Periods (Optional but Recommended)

The quarterly collection periods are cumulative, which means:

  • your submission for quarter 1 will only include training activity delivered in quarter 1
  • your submission for quarter 2 must include training activity delivered in quarter 1 and 2
  • your submission for quarter 3 must include training activity delivered in quarter 1, 2 and 3
  • your submission for quarter 4 must include training activity delivered in quarter 1, 2, 3 and 4 (Annual)

The quarterly collection windows open four weeks after the end of the quarter, and remain open for a two week period. The collection periods for 2018 are:

HELP?

Read the AVETMISS Fact Sheet OR Contact the AVETMISS support team from 8.45am – 5.00pm (ACST) via one of the following methods:

New Xero Integration- Is Here

Wisenet has re-connected You to the new integration and is re-syncing Invoices. Due to Xero strict integration limits this could take up to 24-48hrs for all of your invoices to appear. Thank you for your patience.

1

Navigate to i.e. LRM > Connected Apps

2

What does this Xero change mean for you?
What Has Changed?
  • Improved Syncing Efficiency 
    • Almost instant sycning of Xero Invoice back to Wisenet
    • Learner to sync within 5 minutes (soon to be instant)
  • Invoice sync now includes Credit Notes, Over payments and Pre-payments. This is also seen on the Learner> Xero Invoice page
  • ‘View Invoice’ will option the Online Invoice instead of downloading PDF. Go to Learner Profile and select Xero Invoices
  • Easier Management
    • Improved connect, disconnect and connection error handling
    • You can now re-sync data yourself

What is the same

  • Still only able to be access by Portal Admin users only
Xero is now found within Wisenet LRM
  1. Go to Settings
  2. Side Navigation bar select Connected Apps (you will only have access to this area if you are a Portal Admin)

Wisenet has re-connected You to the new integration and is re-syncing Invoices. Due to Xero strict integration limits this could take up to 24-48hrs for all of your invoices to appear. Thank you for your patience.

1. You do not need to re-connect. Wisenet has done this for you. 
2. When will you need to resync in the future? 

You will only need to resync in the future if you experience one of the following issues:

If something isn’t quite right or you have questions please log a support and we are happy to help.

If you have a different finance system such as MYOB we are hoping to integrate at some point in the future- stay tuned.

If you have Xero but are not currently integrating with Wisenet you may be missing out.

What’s so good about Xero Integration?

  • No double entry of Learner details. You can set up an automation to sync learners to Xero on enrolment.
  • Once invoicing is completed in Xero, you can view the invoice details, including the invoice PDF in the Learner’s record by clicking on Invoices from the Left Navigation Bar in Wisenet.
  • Learner’s can also see a copy of their Invoice in the Learner App
  • Makes your life easier by having all the documention in one place- Logbooks

Want to learn more? Xero Integration

How Does Xero Integration Work?

Next Step

Learn more about Xero Integration

March 2018 Release Notes

Purpose

‘A change is as good as a holiday…’ You may have noticed that your Wisenet looks a little different. We hope you like it! We wanted to focus on improving the look and feel of Logbooks to give you the information you need sooner.

We have mentioned in the last few releases that we have been busy working on behind the scene testing and building that will assist with larger and exciting releases to come. We are nearly there! This will mean we can be more agile with product releases resulting in more new features and less downtime for you. More to come!

Bug Fixes

We have fixed several bugs in this release.  If you have logged one, we will contact you personally.

Upcoming Webinars

Logbooks: March 29th, 11am ESDT

Learn how to become more efficient and effective through utilising Tasks, Messages and uploading Documents in Logbooks.

Register Now

If you missed any of our previous webinars you can watch them at anytime.  Please go to Webinars and Videos

Changes have been made to make Logbooks more user friendly and to function more efficiently.

For more information on these changes and how you can use Logbooks in your organisation see Logbooks 

These changes include:

GeneralTasksFilenoteMessaginguReportLearncycle and VSL Overnight Automation

General

  • More visual as an event Timeline
  • Improved filtering with search and by type
  • Share Filenote, uReport or Message. This allows you to share a logbook or document with someone via email. (Only available on Standard or Premium Edition)

Tasks

  • New field: Assigned By

Filenote

  • New field: Assigned To

Messaging

  • Now has Delivery Status
    • Track whether Sending, Sent, Read or Failed
  • Includes a new option to:
    • Send To: Learner’s Alternative Email
    • Users to set their email as the reply-to at the time of sending an email
      • This will not auto save back the reply into Wisenet. This will be a future feature.
  • Emails will be delivered quicker

uReport

  • Improved Generation Status
    • Better breakdown of status failures.
  • Improved uReport performance
    • Speed
    • Reliability during peak times to retry and ensure generation

At this stage Learncycles does not have the Status Feature. It will display the status as Unavailable.
The status will be an available feature in an upcoming release.

The scope importer is only available in Australia. 

Sometimes Units or Courses are updated and changed on www.training.gov.au these changes can now easily be updated in your Wisenet.

  • Can now re-sync data from TGA for a selected Course
    • Simply go into your relevant Course > Action> re-sync. This will add and update any new information including Units.
    • For more information see How to Import your Scope
  • Improvements for performance

Our main aim with the new design was to show:

  • More useful content
  • Reduce any clutter
  • Make a simpler and cleaner Wisenet

To do this we:

  • Removed top banner
  • Reduced padding in left navigation to allow more options to display
  • Replaced the word “Client” with “Learner” for consistency. Still referred to as ‘Client’ in reports

VSL

Changes made to the CAN and Invoices to better reflect layout in VSL Manual for providers 2017

New VSL Statement of Covered Fees

New requirement for VSL 2018. Sent at the beginning of enrolment. It is separate to CAN and Invoice

  • Is not part of Overnight Automation
  • Can be sent before or at the same time as first Invoice Notice
  • In uReport it is a Contract
  • Add Course Offer fields:
    • Course Fees
    • Loan Cap

VSL CAN and Invoice Template Updates

  • Included template for Statement of Covered Fee. This is a new requirement for 2018
  • Add some new fields to the template
  • Tweaked the Unit of Study list layout

Action Required

You can now log support from learn.wisenet.co

If you can’t find the solution from using the ‘search’ function you can click on log new support.

For more information see How to Log a Support Ticket

A new requirement for AVETMISS 8 is the field Survey Contact Status.

This is found under the Learner Personal Details section.

It will now be automatically defaulted to = A > Available for survey use

Learn More: AVETMISS 8

We are constantly trying to improve your ease of use in Wisenet because we understand you are very busy. With that in mind and from your feedback we have updated and created some new resources to help you with your processes and use of Wisenet.

Short Courses

If you delivery courses with only one or two units make sure you read how best to set up your delivery

 

General English

Setting up your General English Courses has a very particular rationale behind it. We have made it easy.

 

International 

Learn how to use Wisenet to meet your compliance requirements

Checklist for 2018

2018 is well underway and many organisations are already set up to make sure they are starting off on the right foot. To help with this we have created a quick checklist to ensure smooth running and to be better prepared.

   Streamline Your Processes

Now is a great time to improve processes and get things all set up for the year. Here are some ideas to get your started:

  • Use Learncycles to trigger and automate: tasks, messages, uReports. For more ideas on how Learncycles can help your organisation please Learncycle Examples or see Learncycles Main Page
  • Use messages to create standard templates when communicating with Learners
  • Use Tasks to keep up to date
  • Subscribe to key reports so you don’t forget
 
Save Time
  • The Bulk Update function allows you to update multiple records at one time. This can be done in a variety of ways. Update Start and End Dates, Outcome Codes using Gradebook for multiple learners, set defaults and more.

Explore Bulk Update

  • The Learner App can be used for Learners to see their Timetable, documents, payments and they can even edit their personal details saving Admin staff the hassle of updating records.

Introducing the Learner App

Store documents in Wisenet!

Store, record and send important information from within Wisenet!

 Student Cards

There is lots you will need to do to make sure you are set up for 2018. But to make it easier we have listed the main set up requirements and will have a webinar.

   Watch Course Offer Webinar

Make sure you have all of your Course Offers set up correctly for 2018.

Watch the Webinar
 
   Add new Contracts
 
    Copy Course Offers
  • You do not need to create new Course Offers from scratch if the information is the same. You can simply copy your Course Offer and update the relevant fields.
  • How to Copy a Course Offer
 
   AVETMISS 8 Fields
 
   Course Commencing ID
  • For Learner’s continuing their enrolment across a year their Course Commencing ID will need to be changed from a 3 to a 4 (this does not apply for 8). If this is not changed it will create errors in reporting
  • This can be completed in bulk. Bulk Update Course Commencing ID
 
   AVETMISS 8

Do you know all the new AVETMISS 8 Fields to add? There have been many changes to AVETMISS 8 and some fields you will need to Action change. If you haven’t set defaults for Course Offers and Unit Offers your new enrolments may be missing information.

Stay on top of all of your data.

These resources and reports identify any missing information and help avoid errors. 

State & National ReportingCheck Courses & UnitsCheck LearnersCheck Course EnrolmentsUpdate Outcome CodesUpdate Start & End DatesComplete EnrolmentsMissing Data or Errors

  Check Courses and Units

Please run the below reports to check all the Courses and Units of Competency details reported to the department:

  1. Run Report #443 to generate a list of all Courses delivered in Australia
  2. Run Report #446 to generate a list of all Units delivered in Australia

If any Blank Fields are identified, please follow the process on how to Edit Courses and Units

Learn More? How to Generate a Report in Wisenet

  Check Learners 

Please run Report #316 to check all the AVETMISS details for Learners’ personal and demographic details.

IMPORTANT NOTE:

You have a choice to either do either Date Filter of General Filter:

In Date Filter, Select the following:

  • COR Start Date > custom >(please select the appropriate dates)

In General Filter, Select the following:

  • COR Start Date_more than or equals_(please select the appropriate dates)

Please remember to check new AV8 field Survey Status. For more information see our AVETMISS 8 page

If any Blank Fields are identified, please follow the process on how to Edit a Learner

Learn More? How to Generate a Report in Wisenet

  Check Course Enrolments

Please run Report #299 to check the Key Course Enrolment Fields:

You have a choice to either do either Date Filter of General Filter:

In Date Filter, Select the following:

  • COR Start Date > custom >(please select the appropriate dates)

In General Filter, Select the following:

  • COR Start Date_more than or equals_(please select the appropriate dates)

In addition, please check the below Course Enrolment Fields:

  • Study Mode
  • Start and End Dates
  • Delivery Mode AV8
  • Predominant Delivery Mode
  • Qualification Issued Tick (if completed)
  • Qualification Issued Date (if completed)
  • Study Reason
  • Commencing Course ID
  • Individual Contract ID (NSW and ACT only)
  • Individual Contract ID Expiry Dates (NSW and ACT only)

Follow the link for more information regarding new AVETMISS 8

If you are required to edit any Course Enrolment Fields, please see how to Edit Course Enrolments

Learn More? How to Generate a Report in Wisenet

  Update Outcome Codes
  1. Run Report #217 for a list of Learners and outcomes
  2. Run Report #448 to generate NAT120 Data Integrity

  If required, Update Start and End Dates for Unit Enrolments

  Complete Enrolments by following the instructions in the steps below:
  1. Finalise Learner(s) that have completed or have withdrawn
  2. Generate Credential(s) for either a Course Enrolment or by Course Offers

  If you have missing information in NAT files or Errors from validations please see these resources:

There is lots you will need to do to make sure you are set up for 2018. But to make it easier we have listed the main set up requirements and will have a webinar.

   Webinar on Course Offers

Make sure you have all of your Course Offers set up correctly for 2018.

Watch now
 
   Copy Course Offers
  • You do not need to create new Course Offers from scratch if the information is the same. You can simply copy your Course Offer and update the relevant fields.
  • How to Copy a Course Offer
 
  Stay on Top of Reporting