To use Data Completions, a VETenrol link must be sent out to a VETtrak database client that has an existing enrolment. This link will potentially allow the collection of Contact Information, USI and AVETMISS details that may be missing.
The basic client information associated with the enrolment is used for validation (name, date of birth), and the details provided are used to update the client record in VETtrak on successful completion.
This feature can assist with:
- Collecting data from individuals nominated during the Group Enrolment process,
- Expanding the data gathered from a Rapid registration, or a third party source.
Data Completion Links
The VETenrol link utilises the page and eID parameters to pass the necessary information. The page is completeregistration.aspx and the eID number must be an enrolment ID from your VETtrak database.
For example: https://enrol.vetenrol.com.au/?clientID=VT-DEMO&page=completeregistration.aspx&eID=3659
Important
An incorrect eID will be accepted without initially displaying an error, but VETenrol will not be able to match the personal information to verify the user. So a user given a link with an invalid eID number will not be able to progress beyond the first page.
The Data Completion process can be partially automated into the Group Booking or Rapid registrations processes by including the {datacompletionurl} placeholder into a mail template of type Receipt. VETenrol will form the appropriate link to replace the placeholder in the confirmation email that is sent out.
Note
- VETenrol cannot specifically track who has been provided a Data Completions link, or when/if it is clicked.
- Receipt emails for Group Booking participants cannot be re-sent from the Admin (re-sending will result in a data completion link to update based on Employer's enrolment).
- VETenrol mail templates cannot be used to generate data completion links for enrolments created outside of VETenrol. Enrolments manually created in VETtrak, from a third party, etc. need to be handled from within VETtrak.
VETtrak Set up
The link can also be distributed via email from your VETtrak database. As such, a Merge Template should be set up in your VETtrak for this purpose.
- Select Occ enrolment for Context.
- Enter a meaningful Name for the template.
- Complete any of the optional fields, as desired, eg. Subject.
- Enter an appropriate message in the body that includes the customised VETenrol URL.
https://enrol.vetenrol.com.au/?clientID=VT-DEMO&page=completeregistration.aspx&eID={EnrolmentId}- Be sure to replace VT-DEMO with your own VETenrol client ID.
If you are copying and pasting the link directly into the message, make sure the text doesn't convert to a link until after the client ID has been changed. - The URL should end with the enrolment ID field from the list on the right so that this can be replaced with the relevant enrolment ID for the client on send.
- Be sure to replace VT-DEMO with your own VETenrol client ID.
This email template can be used by the client manager, by right-clicking an occurrence enrolment and choosing Email client, or from the programme manager via the Enrolments branch of an occurrence (all enrolments, or individually by selecting a client after expanding Enrolments).
User Experience
The student receiving and clicking on a data completion link will be presented with a page similar to the following:
The screenshot depicts our demo branding, but your organisation's branding will be applied.
Related Topics
Data completions settings are configured in VETenrol Admin:
- Client Data Completions to list details of newly completed collections.
- Data Completion Settings to control the steps in the collection process.
- Show study reason on confirm step option available from Registration Steps which can help facilitate data completions.
- Mail Templates for VETenrol.