VETtrak API - Additional Data Documentation (21.2.X and 21.3.X)

Nick Jones

Modified on: Tue, 19 Nov, 2024 at 8:26 PM

This is a list of fields that can be used with theQueryAdditionalData, UpdateAdditionalDataForWebRecord, UpdateClientAdditionalFields or UpdateEmployerAdditionalFieldsfunctions in the VETtrak API (web connector). This list is for the latest VETtrak API (web connector) version, and VETtrak database version 21.2 and 21.3.

Using the UpdateAdditionalDataForWebRecord function, you can setonlyClient or Employer entity fields from this list on web enrolments. You can set these fields for a web client, web employer, web employee in a web employer enrolment, web contact in a web employer enrolment, a "loose" web employer, or a waitlisted client. You can retrieve back what you have set in a web enrolment using GetAdditionalDataForWebRecord.
Using the UpdateClientAdditionalFields or UpdateEmployerAdditionalFields functions, you can setonlyClient or Employer entity fields from this list on real clients or employers directly.
Using the QueryAdditionalData function, you can query any of these entities and fields. You pick an entity to query, and you can filter on, sort by, and/or retrieve any of the fields for that entity.
The definitions of the entities can be retrieved using the GetAdditionalDataEntityNames function. The definitions of all the fields for an entity can be retrieved using the GetAdditionalDataFieldsForEntity function.

Client

Field name

Description

Type

Length

ClientCode

The unique VETtrak code of the client, up to 10 characters

String

Title

The title of the client (Mr, Mrs, Miss, Ms, Dr etc)

String

Surname

The surname (or single name) of the client

String

GivenName

The given name of the client. For a single name client, this field must be empty

String

OtherName

The other names of the client, such as middle names. For a single name client, this field must be empty

String

Gender

The gender of the client

The valid values for this field are:

Value	Description
M	Male
F	Female
X	Indeterminate/Intersex/Unspecified

String

StaffFlag

Flag indicating whether the client is a staff member

The valid values for this field are:

Value	Description
N	Normal client
Y	Staff member

String

Username

The username of the client, for logins

String

WebPublishFlag

Flag indicating whether the client can have its data accessed via the APIs

The valid values for this field are:

Value	Description
Y	Is web published
N	Is not web published

String

BirthDate

The client's date of birth

Date

USI

The Unique Student Identifier for the client. When setting, must be 10 characters, must be upper case (allowed characters are 2-9, and A-Z except I and O), and must have a valid Luhn Mod N check character. Use the ValidateUSI function to check whether a USI is valid

String

USIExempt

Whether the client is exempt from the USI scheme

The valid values for this field are:

Value	Description
N	No, not exempt
Y	Yes, is exempt. When updating to this value, the USI field must also be set to empty

String

USIVerifyStatus

The verification status of the client's USI

The valid values for this field are:

Value	Description
0	Not verified. The client does not have a USI, or it has not been verified with the USI registrar
1	Valid. The USI exists on the USI registrar, and the client's name and date of birth match the USI registrar's records
2	Invalid. The USI does not exist on the USI registrar
3	Deactivated. The USI is known, but it is marked as deactivated on the USI registrar's records
4	Mismatched name. The USI is known, but the client's name does not match the USI registrar's records for this USI
5	Mismatched date of birth. The USI is known, but the client's date of birth does not match the USI registrar's records for this USI

Int32

USIVerifyDate

The date that the client's USI was last verified with the USI registrar

Date

AddressType

The type of the client's address

The valid values for this field are:

Value	Description
0	Australian address (the default). The International address fields are not used
1	International address. Only the International address fields are used

Int32

UsualAddressUnitDetails

The level/unit details of the client's usual/residential address in AVETMISS 7 format. eg. "Apartment 113", "Unit N15", "Level 4", "Suite 21A Level 8"

String

UsualAddressBuilding

The building/property details of the client's usual/residential address in AVETMISS 7 format. eg. "Government House", "Downton Abbey"

String

UsualAddressStreetNumber

The street number of the client's usual/residential address in AVETMISS 7 format. eg. "103", "340-346", "Lot 65"

String

UsualAddressStreetName

The street name of the client's usual/residential address in AVETMISS 7 format. eg. "Smith Avenue", "The Avenue West", "Brown Road North East", "The Esplanade", "High Street Road"

String

UsualAddressCity

The suburb/city/town of the client's usual/residential address in AVETMISS 7 format

String

UsualAddressPostcode

The postcode of the client's usual/residential address in AVETMISS 7 format

String

UsualAddressStateCode

The short name of the state of the client's usual/residential address in AVETMISS 7 format (Vic, NSW etc)

String

PostalAddressUnitDetails

The level/unit details of the client's postal address in AVETMISS 7 format. eg. "Apartment 113", "Unit N15", "Level 4", "Suite 21A Level 8"

String

PostalAddressBuilding

The building/property details of the client's postal address in AVETMISS 7 format. eg. "Government House", "Downton Abbey"

String

PostalAddressStreetNumber

The street number of the client's postal address in AVETMISS 7 format. eg. "103", "340-346", "Lot 65"

String

PostalAddressStreetName

The street name of the client's postal address in AVETMISS 7 format. eg. "Smith Avenue", "The Avenue West", "Brown Road North East", "The Esplanade", "High Street Road"

String

PostalAddressPOBox

The PO Box details client's postal address in AVETMISS 7 format. eg. "PO Box 88", "RMB 123", "CARE PO". If this is set, PostalAddressUnitDetails, PostalAddressBuilding, PostalAddressStreetNumber and PostalAddressStreetName should be set to blank

String

PostalAddressCity

The suburb/city/town of the client's postal address in AVETMISS 7 format

String

PostalAddressPostcode

The postcode of the client's postal address in AVETMISS 7 format

String

PostalAddressStateCode

The short name of the state of the client's postal address in AVETMISS 7 format (Vic, NSW etc)

String

SameAddresses

Flag indicating whether the client's usual and postal addresses are the same. If you change any address fields, you must set this field appropriately.

The valid values for this field are:

Value	Description
N	Usual and postal addresses are different
Y	Usual and postal addresses are the same

String

UsualAddressNotSpecified

Flag indicating whether the client's usual address is not specified. If you change any address fields, you must set this field appropriately. As per NCVER rules, a "not specified" address is one with an empty unit and building, a street number and street address of "not specified", a suburb of "not specified", an empty state (or 0), and a postcode of "0000".

The valid values for this field are:

Value	Description
N	Usual address is specified
Y	Usual address is not specified

String

OverseasAddresses

Flag indicating whether the client's addresses are overseas. If you change any address fields, you must set this field appropriately. As per NCVER rules, an overseas address has a suburb of "not specified", a postcode of "OSPC", and a state of "Overseas".

The valid values for this field are:

Value	Description
N	Addresses are in Australia
Y	Addresses are overseas

String

InternationalResidentialAddress

International residential address of the client. Only used if AddressType is 1

String

InternationalResidentialArea

International residential address area of the client. Only used if AddressType is 1

String

InternationalResidentialCountryCode

The code of the client's international residential address country

String

InternationalResidentialCountryName

The name of the client's international residential address country

String

InternationalPostalAddress

International postal address of the client. Only used if AddressType is 1

String

InternationalPostalArea

International postal address area of the client. Only used if AddressType is 1

String

InternationalPostalCountryCode

The code of the client's international postal address country

String

InternationalPostalCountryName

The name of the client's international postal address country

String

ResidentialAddressAV6

The client's residential address in a single string, AVETMISS 6 (2013) format. This field cannot be updated. Use UsualAddressUnitDetails, UsualAddressBuilding, UsualAddressStreetNumber and UsualAddressStreetName instead

This field cannot be updated.

String

170

ResidentialSuburbAV6

This field is deprecated. This field cannot be updated. Use UsualAddressCity instead

This field cannot be updated.

String

ResidentialPostcodeAV6

This field is deprecated. This field cannot be updated. Use UsualAddressPostcode instead

This field cannot be updated.

String

ResidentialStateCodeAV6

This field is deprecated. This field cannot be updated. Use UsualAddressStateCode instead

This field cannot be updated.

String

PostalAddressAV6

The client's postal address in a single string, AVETMISS 6 (2013) format. This field cannot be updated. Use PostalAddressUnitDetails, PostalAddressBuilding, PostalAddressStreetNumber and PostalAddressStreetName instead

This field cannot be updated.

String

170

PostalSuburbAV6

This field is deprecated. This field cannot be updated. Use PostalAddressCity instead

This field cannot be updated.

String

PostalPostcodeAV6

This field is deprecated. This field cannot be updated. Use PostalAddressPostcode instead

This field cannot be updated.

String

PostalStateCodeAV6

This field is deprecated. This field cannot be updated. Use PostalAddressStateCode instead

This field cannot be updated.

String

HomePhone

The home phone number of the client. For AVETMISS compliance, this should include the area code (thus, contain at least 10 digits)

String

WorkPhone

The work phone number of the client. For AVETMISS compliance, this should include the area code (thus, contain at least 10 digits)

String

MobilePhone

The primary mobile phone number of the client. For AVETMISS compliance, this should contain at least 10 digits

String

MobilePhone2

The secondary mobile phone number of the client

String

SMSBothMobiles

Whether to send SMS to both of the client's mobile phone numbers, when sending SMS to the client. If Y, you must set both MobilePhone and MobilePhone2 fields

The valid values for this field are:

Value	Description
N	No
Y	Yes

Int32

FaxPhone

The fax number of the client. For AVETMISS compliance, this should include the area code (thus, contain at least 10 digits)

String

The primary email address of the client

String

100

Email2

The secondary email address of the client

String

100

EmailBothAddresses

Whether to send email to both of the client's email addresses, when sending email to the client. If Y, you must set both Email and Email2 fields

The valid values for this field are:

Value	Description
N	No
Y	Yes

Int32

ContactMethod

Preferred contact method for the client. When setting, please ensure that the appropriate fields for the specified contact method are populated

The valid values for this field are:

Value	Description
0	Not specified
1	Email
2	Mobile
3	Mail

Int32

FormerName

The former name of the client

String

PreferredName

The preferred name of the client

String

EmergencyName

The name of the client's emergency contact

String

100

EmergencyPhone

The phone number of the client's emergency contact

String

EmergencyMobile

The mobile number of the client's emergency contact

String

EmergencyRelationship

The relationship to the client of the client's emergency contact

String

100

DateLastAssessed

The last assessment date of the client's primary employment

Date

DateCommenced

The date of the client's primary employment commencement

Date

Salary

The salary of the client's primary employment

Decimal

DeltaNumber

The DELTA/LUI number of the client (the exact name is state-specific)

String

VictorianStudentNumber

The Victorian Student Number (VSN) of the client. If you set this field, it should be 9 digits long and contain a valid modulus 11 check digit, and you MUST also set the VictorianStudentNumberType field to 2

String

VictorianStudentNumberType

The type of the VSN

The valid values for this field are:

Value	Description
0	Unknown - the client does not have or does not know their VSN. If this is used, the client must not have a VictorianStudentNumber
1	New - the client does not have a VSN but is new to the VSR and needs one. If this is used, the client must not have a VictorianStudentNumber
2	Known - the client has and knows their VSN. If this is used, the client must have a VictorianStudentNumber

Int32

VicIndustryOfEmployment

The Victorian Industry of Employment of the client

The valid values for this field are:

Value	Description
	None
A	Agriculture, Forestry and Fishing
B	Mining
C	Manufacturing
D	Electricity, Gas, Water and Waste Services
E	Construction
F	Wholesale Trade
G	Retail Trade
H	Accommodation and Food Services
I	Transport, Postal and Warehousing
J	Information Media and telecommunications
K	Financial and Insurance Services
L	Rental, Hiring and real Estate Services
M	Professional, Scientific and Technical Services
N	Administrative and Support Services
O	Public Administration and Safety
P	Education and Training
Q	Health Care and Social Assistance
R	Arts and recreation Services
S	Other Services

String

VicOccupation

The Victorian Occupation Identifier of the client

The valid values for this field are:

Value	Description
0	None
1	Manager
2	Professionals
3	Technicians and Trades Workers
4	Community and Personal Service Workers
5	Clerical and Administrative Workers
6	Sales Workers
7	Machinery Operators and Drivers
8	Labourers
9	Other

Int32

SACEStudentID

The South Australian Certificate of Education (SACE) student identifier of the client

String

ProblemPayerFlag

A flag indicating whether the client is marked as a problem payer

The valid values for this field are:

Value	Description
N	Not a problem payer
Y	Is a problem payer

String

EmployerId

The identifier of the client's employer

This field cannot be updated.

Int32

EmployerName

The name of the client's employer

This field cannot be updated.

String

PositionCode

The code of the client's position

String

PositionName

The name of the client's position

String

VisaTypeCode

The code of the client's VISA type

String

VisaTypeName

The name of the client's VISA type

String

PassportNumber

The number of the client's passport

String

PassportCountry

The name of the client's passport country

String

VisaNumber

The number of the client's VISA

String

VisaEffectiveDate

The effective (start) date of the client's VISA

Date

VisaExpiryDate

The expiry date of the client's VISA

Date

Nationality

The client's nationality

String

200

JobSeekerId

The client's Centrelink Job Seeker ID

String

CentrelinkReferenceNumber

The client's Centrelink Reference Number (CRN)

String

CRNExpiryDate

The client's Centrelink Reference Number (CRN) expiry date

Date

Notes

Notes recorded against the client

String

EmploymentCategoryCode

The code of the client's employment category

String

EmploymentCategoryName

The name of the client's employment category

String

CountryOfBirthCode

The code of the client's country of birth

String

CountryOfBirthName

The name of the client's country of birth

String

TownOfBirth

The town/city where the client was born

String

ActiveFlag

A flag indicating whether the client is active

The valid values for this field are:

Value	Description
Y	Is active
N	Is inactive

String

TerminationDate

The client's date of termination

DateTime

Citizenship

The citizenship status of the client

The valid values for this field are:

Value	Description
0	Not stated
1	Australian Citizen
2	Overseas Resident
3	Permanent Resident of Australia (not humanitarian visa)
4	New Zealand Citizen
5	Permanent Visa Holder (Humanitarian)
6	Temporary Visa holder

Int32

MarketingFlag

Indicates whether this client has declined to receive marketing emails and SMS

The valid values for this field are:

Value	Description
0	Accepts marketing messages
1	Declines to receive marketing messages

Int32

IdentificationConfirmedFlag

Indicates whether this client's identification has been confirmed

The valid values for this field are:

Value	Description
0	Identification not confirmed
1	Identification confirmed

Int32

IdentificationDetails

Identification details recorded for the client

String

1000

ExternalDebtorCode

Debtor code for this client in an external system

String

InLMS

Flag indicating whether the client has been transferred to an LMS

The valid values for this field are:

Value	Description
N	Has not been transferred to an LMS
Y	Has been transferred to an LMS

String

DivisionId

The identifier of the division the client belongs to

Int32

DivisionName

The name of the division the client belongs to

String

DivisionCode

The code of the division the client belongs to

String

ManagerClientCode

The client code of the client's primary manager. Only available when using the Management Structure add-on feature

This field cannot be updated.

String

JobActiveEmployerId

The ID of the employer that is the Job Active provider for this client

Int32

JobActiveEmployerName

The name of the employer that is the Job Active provider for this client

String

JobActiveConsultantClientCode

The client code of the Job Active consultant for this client

String

JobActiveConsultantGivenName

The given name of the Job Active consultant for this client

String

JobActiveConsultantSurname

The surname of the Job Active consultant for this client

String

JobActiveConsultantEmail

The email address of the Job Active consultant for this client

String

JobActiveSiteManagerClientCode

The client code of the Job Active site manager for this client

String

JobActiveSiteManagerGivenName

The given name of the Job Active site manager for this client

String

JobActiveSiteManagerSurname

The surname of the Job Active site manager for this client

String

JobActiveSiteManagerEmail

The email address of the Job Active site manager for this client

String

JobActiveCurrentFlag

A flag indicating whether the Job Active record is current

The valid values for this field are:

Value	Description
Y	Is current
N	Is not current

Int32

StaffDepartment

The department/school/faculty of the staff member. Only relevant if the client is a staff member

String

200

StaffEmployment

The employment type of the staff member. Only relevant if the client is a staff member

The valid values for this field are:

Value	Description
0	Full time
1	Part time
2	Casual
3	Sessional

String

SurveyContactStatusName

The name of the survey contact status of the client

String

SurveyContactStatusCode

The code of the survey contact status of the client

String

CreatedDate

The date the client was created

This field cannot be updated.

DateTime

CreatedUser

The client code of the VETtrak user that created the client

This field cannot be updated.

String

ModifiedDate

The date the client was last modified

This field cannot be updated.

DateTime

ModifiedUser

The client code of the VETtrak user that last modified the client

This field cannot be updated.

String

Employer

Field name

Description

Type

Length

EmployerId

The unique identifier of the employer

This field cannot be updated.

Int32

EmployerCode

The code of the employer

String

Name

The unique name of the employer

String

100

Prefix

The prefix that can be used in the client code of a new client created as an employee of the employer

String

LegalName

The legal name of the employer

String

100

ParentEmployerId

The identifier of the employer's parent employer

Int32

ParentEmployerName

The name of the employer's parent employer

String

TypeCode

The code of the type of the employer

String

TypeName

The name of the type of the employer

String

RtoNacFlag

A flag indicating whether the employer is an RTO (Registered Training Organisation) and/or a NAC (New Apprenticeships Centre)

The valid values for this field are:

Value	Description
0	Neither an RTO nor a NAC
1	An RTO, but not a NAC
2	A NAC, but not an RTO
3	Both a NAC and an RTO

Int32

AnzsicCode

The code of the ANZSIC (Australian and New Zealand Standard Industrial Classification) of the employer

String

AnzsicName

The name of the ANZSIC (Australian and New Zealand Standard Industrial Classification) of the employer

String

ABN

The ABN (Australian Business Number) of the employer. If set, must be set to a valid ABN

String

ACN

The ACN (Australian Company Number) of the employer

String

Size

The approximate number of employees of the employer

Int32

BusinessAddressUnitDetails

The level/unit details of the employer's business address. eg. "Apartment 113", "Unit N15", "Level 4", "Suite 21A Level 8"

String

BusinessAddressBuilding

The building/property details of the employer's business address. eg. "Government House", "Downton Abbey"

String

BusinessAddressStreetNumber

The street number of the employer's business address. eg. "103", "340-346", "Lot 65"

String

BusinessAddressStreetName

The street name of the employer's business address. eg. "Smith Avenue", "The Avenue West", "Brown Road North East", "The Esplanade", "High Street Road"

String

BusinessAddressCity

The suburb/city/town of the employer's business address

String

BusinessAddressPostcode

The postcode of the employer's business address

String

BusinessAddressStateCode

The short name of the state of the employer's business address (Vic, NSW etc)

String

PostalAddressUnitDetails

The level/unit details of the employer's postal address. eg. "Apartment 113", "Unit N15", "Level 4", "Suite 21A Level 8"

String

PostalAddressBuilding

The building/property details of the employer's postal address. eg. "Government House", "Downton Abbey"

String

PostalAddressStreetNumber

The street number of the employer's postal address. eg. "103", "340-346", "Lot 65"

String

PostalAddressStreetName

The street name of the employer's postal address. eg. "Smith Avenue", "The Avenue West", "Brown Road North East", "The Esplanade", "High Street Road"

String

PostalAddressPOBox

The PO Box details employer's postal address. eg. "PO Box 88", "RMB 123", "CARE PO". If this is set, PostalAddressUnitDetails, PostalAddressBuilding, PostalAddressStreetNumber and PostalAddressStreetName should be set to blank

String

PostalAddressCity

The suburb/city/town of the employer's postal address

String

PostalAddressPostcode

The postcode of the employer's postal address

String

PostalAddressStateCode

The short name of the state of the employer's postal address (Vic, NSW etc)

String

SameAddresses

Flag indicating whether the employer's business and postal addresses are the same. If you change any address fields, you must set this field appropriately.

The valid values for this field are:

Value	Description
N	Business and postal addresses are different
Y	Business and postal addresses are the same

String

WorkPhone

The business phone number of the employer

String

MobilePhone

The mobile phone number of the employer

String

FaxPhone

The fax number of the employer

String

The email address of the employer

String

100

Notes

Notes recorded against the employer

String

ProblemPayerFlag

A flag indicating whether the employer is marked as a problem payer

The valid values for this field are:

Value	Description
N	Not a problem payer
Y	Is a problem payer

String

ActiveFlag

A flag indicating whether the employer is active

The valid values for this field are:

Value	Description
Y	Is active
N	Is inactive

String

URL

The website address of the employer

String

255

MarketingFlag

Indicates whether this employer has declined to receive marketing emails and SMS

The valid values for this field are:

Value	Description
0	Accepts marketing messages
1	Declines to receive marketing messages

Int32

ExternalDebtorCode

Debtor code for this employer in an external system

String

Agency

A flag indicating whether the employer is marked as an agency

The valid values for this field are:

Value	Description
N	Not an agency
Y	Is an agency

String

CreatedDate

The date the employer was created

This field cannot be updated.

DateTime

CreatedUser

The client code of the VETtrak user that created the employer

This field cannot be updated.

String

ModifiedDate

The date the employer was last modified

This field cannot be updated.

DateTime

ModifiedUser

The client code of the VETtrak user that last modified the employer

This field cannot be updated.

String

Enrolment

Field name

Description

Type

Length

EnrolmentId

The unique identifier of the enrolment

Int32

ClientCode

The code of the enrolled client. Empty for an occurrence or employer enrolment

String

ProgrammeCode

The code of the programme the occurrence is in. Empty if not an occurrence

String

ProgrammeName

The name of the programme the occurrence is in. Empty if not an occurrence

String

ProgrammeId

The internal identifier of the programme the occurrence is in. Empty if not an occurrence

Int32

ContractId

The identifier of the contract the enrolment belongs to. Empty for a non-contract enrolment

Int32

ContractCode

The code of the contract the enrolment belongs to. Empty for a non-contract enrolment

String

LocationCode

The code of the location the enrolment is in

String

LocationName

The name of the location the enrolment is in

String

QualificationCode

The code of the qualification or course the enrolment is in

String

QualificationName

The name of the qualification or course the enrolment is in

String

Status

The name of the status of the enrolment

String

StatusType

The type of the status of the enrolment

The valid values for this field are:

Value	Description
0	Active
1	Completed
9	Cancelled

Int32

OccurrenceParentEnrolId

The identifier of the occurrence that the enrolment belongs to. Empty if it is not a client occurrence enrolment or employer occurrence enrolment

Int32

EmployerParentEnrolId

The identifier of the employer occurrence enrolment that the employee occurrence enrolment belongs to. Empty if it is not an employee occurrence enrolment

Int32

TypeFlag

The type of the enrolment

The valid values for this field are:

Value	Description
0	A "normal" enrolment or contract enrolment, not related to occurrences at all
1	An occurrence
2	A client occurrence enrolment
3	An employer occurrence enrolment
4	An employee enrolment in an employer occurrence enrolment
5	A corporate booking

Int32

CancelledFlag

Flag indicating whether the enrolment is cancelled

The valid values for this field are:

Value	Description
N	Is not cancelled
Y	Is cancelled

Int32

StartDate

The start date of the enrolment

Date

EndDate

The end date of the enrolment

Date

RecordedDate

The date the enrolment was created

Date

MinPlaces

The minimum number of places for the occurrence. Empty if not an occurrence

Int32

MaxPlaces

The maximum number of places for the occurrence. Empty if not an occurrence

Int32

EmployeesExpected

The number of employees expected for the employer enrolment. Empty if not an employer enrolment

Int32

TotalAttendees

The total number of clients enrolled in the occurrence. Empty if not an occurrence

Int32

ChangedFlag

A flag indicating whether the occurrence has changed

The valid values for this field are:

Value	Description
N	Occurrence has not changed
Y	Occurrence has changed

String

Amount

The amount for the enrolment

Decimal

GST

The GST for the enrolment

Decimal

GovernmentAmount

The government contribution amount for the enrolment

Decimal

AmountPaid

The total amount paid for the enrolment, including any credits

Decimal

AmountCredited

The total amount credited for the enrolment

Decimal

PaymentFlag

A flag indicating the payment status of the enrolment

The valid values for this field are:

Value	Description
0	No payments
1	Part paid
2	Paid in full
3	Overpaid
4	Credited out

Int32

EnrolmentCode

The code of the enrolment

String

Name

The long code of the enrolment

String

Notes

The notes recorded against the enrolment

String

ReportableFlag

Flag indicating whether the enrolment is included in state or national AVETMISS reporting

The valid values for this field are:

Value	Description
0	State reportable
2	Nationally reportable
1	Not reportable

String

StaffCode

The client code of the primary staff member assigned to the enrolment

String

EmployerId

Identifier of enrolled or linked employer

Int32

EmployerName

Name of enrolled or linked employer

String

WebPublishFlag

Flag indicating whether the occurrence is published for web enrolment. Empty if not an occurrence

The valid values for this field are:

Value	Description
N	Occurrence not available for online enrolment
Y	Occurrence available for online enrolment

String

WebTypeFlag

Flag indicating the type of online enrolments the occurrence may accept

The valid values for this field are:

Value	Description
0	Both clients and employers can enrol
1	Only clients can enrol
2	Only employers can enrol

Int32

ConfirmedFlag

Flag indicating whether the enrolment is confirmed

The valid values for this field are:

Value	Description
0	Enrolment is unconfirmed
1	Enrolment is confirmed
2	Enrolment is declined

Int32

WebEnrolId

The identifier of the web enrolment that led to the enrolment. Empty if it wasn't created from a web enrolment

Int32

WebEnrolDate

The date the enrolment was originally entered on the web. Empty if it wasn't created from a web enrolment

DateTime

LmsPublishFlag

Flag indicating whether the occurrence is published for an LMS

The valid values for this field are:

Value	Description
N	Occurrence is not available for LMS
Y	Occurrence is available for LMS

String

LmsStatusFlag

Flag indicating whether the enrolment has been transferred to an LMS

The valid values for this field are:

Value	Description
N	Enrolment is not in LMS
Y	Enrolment is in LMS

String

CancellationReason

Name of the cancellation reason for the enrolment

String

DateOfEffect

Date of effect of the status of the enrolment

Date

ReferralId

Identifier of the referral source of the enrolment

Int32

ReferralName

Name of the referral source of the enrolment

String

EnrolmentType

Name of the user-defined type of the enrolment

String

EnrolmentTypeCode

Code of the user-defined type of the enrolment

String

EmployerContactClientCode

Client code of the client assigned as a contact for the enrolment

String

Vocation

Name of the vocation of the enrolment

String

RTOEmployerId

Identifier of the employer assigned as the RTO (or delivery provider) for the enrolment

Int32

RTOEmployerName

Name of the employer assigned as the RTO (or delivery provider) for the enrolment

String

DivisionId

The identifier of the division the enrolment belongs to

Int32

DivisionName

The name of the division the enrolment belongs to

String

DivisionCode

The code of the division the enrolment belongs to

String

OrganisationId

The identifier of the organisation the enrolment belongs to

Int32

OrganisationName

The name of the organisation the enrolment belongs to

String

AutoWebProcess

Flag indicating whether completed web reservations in this occurrence should be automatically processed. Meaningless for other types of enrolments.

The valid values for this field are:

Value	Description
N	No, do not auto process web enrolments
Y	Yes, auto process web enrolments

String

AutoLMSTransfer

Flag indicating whether processed web enrolments in this occurrence should be automatically transferred to an LMS. Meaningless for other types of enrolments.

The valid values for this field are:

Value	Description
N	No, do not auto transfer web enrolments to an LMS
Y	Yes, auto transfer web enrolments to an LMS

String

AgencyEmployerId

Identifier of the employer assigned as the agency for the enrolment. Only available in VETtrak with the Agent Commissions Add-on.

Int32

AgencyEmployerName

Name of the employer assigned as the agency for the enrolment. Only available in VETtrak with the Agent Commissions Add-on.

String

AgentClientCode

Client code of the agent assigned to the enrolment. Only available in VETtrak with the Agent Commissions Add-on.

String

TransferToEnrolmentId

When a client's occurrence enrolment is transferred to a different occurrence, this field is set in the original enrolment that was transferred to indicate the ID of the new enrolment created for the transfer. Null if it has not been transferred.

Int32

TransferFromEnrolmentId

When a client's occurrence enrolment is transferred to a different occurrence, this field is set in the new enrolment that was the result of the transfer to indicate the ID of the enrolment that was transferred. Null if it was not created as the result of a transfer.

Int32

CreatedDate

The date the enrolment was created

DateTime

CreatedUser

The client code of the VETtrak user that created the enrolment

String

ModifiedDate

The date the enrolment was last modified

DateTime

ModifiedUser

The client code of the VETtrak user that last modified the enrolment

String

Contract

Field name

Description

Type

Length

ContractId

The unique identifier for the contract

Int32

ClientCode

The client code of the client on the contract

String

QualificationCode

The code of the qualification or course for the contract

String

QualificationName

The name of the qualification or course for the contract

String

ContractCode

The code of the contract

String

EmployerId

The identifier of the employer for the contract

Int32

EmployerName

The name of the employer for the contract

String

Status

The name of the status of the contract

String

StatusType

The type of the status of the contract

The valid values for this field are:

Value	Description
0	Active
1	Completed
9	Cancelled

Int32

StartDate

The start date of the contract

Date

EndDate

The end date of the contract

Date

DateOfEffect

The date the contract status takes effect

Date

ContractType

The name of the user-defined type of the contract

String

ContractTypeCode

The code of the user-defined type of the contract

String

StaffCode

The client code of the primary staff member assigned to the contract

String

PriorTrainingCreditFlag

Flag indicating whether the contract is eligible for a prior training credit

The valid values for this field are:

Value	Description
N	No prior training credit
Y	Yes prior training credit

String

FullTimeFlag

Flag indicating whether the contract is full time

The valid values for this field are:

Value	Description
Y	Contract is full time
N	Contract is not full time

String

Award

The award the contract is under

String

Amount

The total amount the contract is worth

Decimal

GST

The GST in the contract amount

Decimal

Notes

Notes recorded against the contract

String

RTOEmployerId

Identifier of the employer assigned as the RTO for the contract

Int32

RTOEmployerName

Name of the employer assigned as the RTO for the contract

String

NACEmployerId

Identifier of the employer assigned as the NAC for the contract

Int32

NACEmployerName

Name of the employer assigned as the NAC for the contract

String

EmployerContactClientCode

The client code of the client assigned as a contact for the contract

String

WorkPlacePostcode

The postcode of the contract

String

StateCode

The short name of the state of the contract (Vic, NSW etc)

String

CancellationReason

The cancellation reason for the contract

String

Vocation

The vocation of the contract

String

CommencementClaimDueDate

The commencement claim due date of the contract

Date

CommencementClaimDate

The commencement claim date of the contract

Date

CommencementClaimPaidDate

The commencement claim paid date of the contract

Date

CommencementClaimAmount

The commencement claim amount of the contract

Decimal

ProgressClaimDueDate

The progress claim due date of the contract

Date

ProgressClaimDate

The progress claim date of the contract

Date

ProgressClaimPaidDate

The progress claim paid date of the contract

Date

ProgressClaimAmount

The progress claim amount of the contract

Decimal

CompletionClaimDueDate

The completion claim due date of the contract

Date

CompletionClaimDate

The completion claim date of the contract

Date

CompletionClaimPaidDate

The completion claim paid date of the contract

Date

CompletionClaimAmount

The completion claim amount of the contract

Decimal

DeltaNumber

The DELTA/LUI number of the client on the contract

String

CreatedDate

The date the contract was created

DateTime

CreatedUser

The client code of the VETtrak user that created the contract

String

ModifiedDate

The date the contract was last modified

DateTime

ModifiedUser

The client code of the VETtrak user that last modified the contract

String

Class

Field name	Description	Type
ClassId	Unique identifier of the class	Int32
ClassCode	Code of the class	String
RoomCode	Code of the room linked to the class	String
RoomName	Name of the room linked to the class	String
StaffClientCode	Client code of the staff member linked to the class	String
EnrolmentId	Identifier of the occurrence the class is part of	Int32
StartDate	Start date and time of the class	DateTime
EndDate	End date and time of the class	DateTime
CurrentAttendees	The current number of attendees for the class	Int32
Notes	Notes recorded against the class	String
CreatedDate	The date the class was created	DateTime
CreatedUser	The client code of the VETtrak user that created the class	String
ModifiedDate	The date the class was last modified	DateTime
ModifiedUser	The client code of the VETtrak user that last modified the class	String

ClassAttendance

Field name	Description	Type
ClassId	The identifier of the class the attendance is for	Int32
ClassCode	The code of the class the attendance is for	String
ClientCode	The client code of the client the attendance is for	String
AttendanceName	The name of the attendance type	String
AttendanceCode	The code of the attendance type	String
AttendanceEffect	The effect of the attendance on the client's total attendance hours. May be 1, 0 or -1	Int32
StartDate	The start date and time of the class attendance	DateTime
EndDate	The end date and time of the class attendance	DateTime
CreatedDate	The date the class attendance was created	DateTime
CreatedUser	The client code of the VETtrak user that created the class attendance	String
ModifiedDate	The date the class attendance was last modified	DateTime
ModifiedUser	The client code of the VETtrak user that last modified the class attendance	String

ClientEvent

Field name

Description

Type

Length

EventId

Unique identifier of the client event

Int32

EventName

Name of the event for the client event

String

EventCode

Code of the event for the client event

String

ClientCode

Client code of the client the client event is for

String

StaffClientCode

Client code of the staff member the client event is linked to

String

ContractId

Identifier of the contract the client event is linked to

Int32

EnrolmentId

Identifier of the enrolment the client event is linked to

Int32

RecordedDate

The date the client event was created

Date

StartDate

The start date of the client event. May or may not contain a time portion

DateTime

EndDate

The end date of the client event. May or may not contain a time portion. If the event is a "milestone" event, it will be empty

DateTime

CompleteFlag

Flag indicating whether the client event is marked as complete

The valid values for this field are:

Value	Description
N	Client event is not complete
Y	Client event is complete

String

DocumentReference

Full path to a file linked to the client event

String

Notes

Notes recorded against the client event

String

CreatedDate

The date the client event was created

DateTime

CreatedUser

The client code of the VETtrak user that created the client event

String

ModifiedDate

The date the client event was last modified

DateTime

ModifiedUser

The client code of the VETtrak user that last modified the client event

String

EmployerEvent

Field name

Description

Type

Length

EventId

Unique identifier of the employer event

Int32

EventName

Name of the event for the employer event

String

EventCode

Code of the event for the employer event

String

EmployerId

Identifier of the employer the employer event is for

Int32

EmployerName

Name of the employer the employer event is for

String

StaffClientCode

Client code of the staff member the employer event is linked to

String

RecordedDate

The date the employer event was created

Date

StartDate

The start date of the employer event. May or may not contain a time portion

DateTime

EndDate

The end date of the employer event. May or may not contain a time portion. If the event is a "milestone" event, it will be empty

DateTime

CompleteFlag

Flag indicating whether the employer event is marked as complete

The valid values for this field are:

Value	Description
N	Employer event is not complete
Y	Employer event is complete

String

DocumentReference

Full path to a file linked to the employer event

String

Notes

Notes recorded against the employer event

String

CreatedDate

The date the employer event was created

DateTime

CreatedUser

The client code of the VETtrak user that created the employer event

String

ModifiedDate

The date the employer event was last modified

DateTime

ModifiedUser

The client code of the VETtrak user that last modified the employer event

String

ClientAward

Field name

Description

Type

Length

ClientAwardId

Unique identifier of the client award

Int32

AwardCode

Code of the award type for the client award

String

AwardName

Name of the award type for the client award

String

AwardType

Type of the client award

The valid values for this field are:

Value	Description
0	Certificate
1	Statement
2	Other

Int32

ClientCode

The client code of the client for the client award

String

RecordedDate

The date the client award was recorded

Date

CertificateNumber

The certificate number of the client award

String

LocationCode

The code of the location of the client award

String

LocationName

The name of the location of the client award

String

QualificationCode

The code of the qualification or course for the client award

String

QualificationName

The name of the qualification or course for the client award

String

LicenseNumber

The license number of the client award

String

LicenseExpiryDate

The license expiry date of the client award

Date

CompleteDate

The completed date of the client award

Date

IssuedFlag

Flag indicating whether the client award has been issued

The valid values for this field are:

Value	Description
N	Client award not issued
Y	Client award issued

String

IssuedDate

The issued date of the client award

Date

ReportableFlag

Flag indicating whether the client award is included in state or national AVETMISS reporting

The valid values for this field are:

Value	Description
0	State reportable
2	Nationally reportable
1	Not reportable

String

DocumentReference

Full path to a file linked to the client award

String

Notes

Notes recorded against the award

String

OrganisationId

The identifier of the organisation the client award belongs to

Int32

OrganisationName

The name of the organisation the client award belongs to

String

CreatedDate

The date the client award was created

DateTime

CreatedUser

The client code of the VETtrak user that created the client award

String

ModifiedDate

The date the client award was last modified

DateTime

ModifiedUser

The client code of the VETtrak user that last modified the client award

String

EmployerContact

Field name

Description

Type

Length

EmployerId

The identifier of the employer the employer contact is for

Int32

EmployerName

The name of the employer the employer contact is for

String

ClientCode

The client code of the client the employer contact is for

String

Surname

The surname of the client the employer contact is for

String

GivenName

The given name of the client the employer contact is for

String

HomePhone

The home phone number of the client the employer contact is for

String

WorkPhone

The work phone number of the client the employer contact is for

String

MobilePhone

The mobile phone number of the client the employer contact is for

String

The email address of the client the employer contact is for

String

PositionCode

The code of the position of the client the employer contact is for

String

PositionName

The name of the position of the client the employer contact is for

String

PrimaryFlag

Flag indicating whether the employer contact is the primary contact for the employer

The valid values for this field are:

Value	Description
N	Not the primary contact
Y	Is the primary contact

String

AccountsFlag

Flag indicating whether the employer contact is the accounts/finance contact for the employer

The valid values for this field are:

Value	Description
N	Not the accounts contact
Y	Is the accounts contact

String

Agent

Flag indicating whether the employer contact is an agent

The valid values for this field are:

Value	Description
N	Not an agent
Y	Is an agent

String

CreatedDate

The date the client the employer contact is for was created

DateTime

CreatedUser

The client code of the VETtrak user that created the client the employer contact is for

String

ModifiedDate

The date the client the employer contact is for was last modified

DateTime

ModifiedUser

The client code of the VETtrak user that last modified the client the employer contact is for

String

EnrolledUnit

Field name

Description

Type

Length

UnitCode

The code of the unit

String

UnitName

The name of the unit

String

EnrolmentId

The identifier the enrolment the unit enrolment is part of

Int32

ClientCode

The client code of the client the unit enrolment is for

String

StartDate

The start date of the unit enrolment

Date

EndDate

The end date of the unit enrolment

Date

ResultName

The name of the result of the unit enrolment

String

ResultCode

The code of the result of the unit enrolment

String

ResultType

The type of the result of the unit enrolment

The valid values for this field are:

Value	Description
0	Continuing
1	Not complete
2	Complete
99	Withdrawn

Int32

Percentage

The percentage score of the unit enrolment

Int32

Points

The points score of the unit enrolment

Int32

Hours

The number of hours of the unit enrolment

Int32

Notes

The notes recorded against the unit enrolment

String

Amount

The total dollar value of the unit enrolment, including any GST

Decimal

GST

The total GST value of the unit enrolment

Decimal

GovernmentAmount

The total value of the government contribution for the unit enrolment

Decimal

ReportableFlag

Flag indicating whether the unit enrolment is included in state or national AVETMISS reporting

The valid values for this field are:

Value	Description
0	State reportable
2	Nationally reportable
1	Not reportable

String

ResultedUser

The client code of the VETtrak user that last recorded a result for the unit enrolment

String

ResultedDate

The date a result for the unit enrolment was last recorded

DateTime

ExpiryDate

The date the competency in this unit enrolment expires

DateTime

IsDefault

Flag indicating whether this unit is included by default in enrolments in this occurrence. Only applies to units in occurrences

The valid values for this field are:

Value	Description
Y	This is a default unit
N	This is an optional unit

String

RTOEmployerId

Identifier of the employer assigned as the RTO (or delivery provider) for the unit

Int32

RTOEmployerName

Name of the employer assigned as the RTO (or delivery provider) for the unit

String

VICProgramCommencementDate

The program commencement date of the unit enrolment, only used in VIC

Date

PlannedStartDate

The training plan start date of the unit enrolment

Date

PlannedEndDate

The training plan end date of the unit enrolment

Date

TransferredToLMSDate

The date the unit was transferred to an LMS. Empty if the unit has not been transferred to an LMS

DateTime

TransferredToLMSUser

The client code of the VETtrak user that transferred the unit to an LMS

String

CreatedDate

The date the unit enrolment was created

DateTime

CreatedUser

The client code of the VETtrak user that created the unit enrolment

String

ModifiedDate

The date the unit enrolment was last modified

DateTime

ModifiedUser

The client code of the VETtrak user that last modified the unit enrolment

String

Available entities

Client

Employer

Enrolment

Contract

Class

ClassAttendance

ClientEvent

EmployerEvent

ClientAward

EmployerContact

EnrolledUnit

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