The Enrolment API is a required integration that allows VETenrol to communicate with VETtrak. It is a section of the Integration page, which is available from Configuration (
) in the VETenrol Admin.
In this article:
There are two parts to the section, the first are the credentials that enable VETenrol to connect to the API and the second are settings relating to the API. The credentials to connect are set for your account as part of your VETenrol setup and activation process.
Testing the API
The API must be working to allow login to the VETenrol Admin, however after authentication most areas of the Admin do not require the API. This means if you have already logged in and there appears to be an issue with the API, you can use the Test API Connection button to either confirm it is working, or obtain an error message to help identify the problem.
To assist with troubleshooting, the test also provides the API and database version numbers. If there's a significant deviation between the version numbers this may indicate an issue that needs to be resolved by updating.
Updating API Credentials
As access to the VETenrol Admin is dependent on authentication through the API, if you plan to change credentials, this should be done after successful login.
Changing the password
- Login to VETenrol Admin.
- Navigate to the Integrations page.
- In VETtrak, make the password change for the user.
You may want to highlight the password and copy it by either pressing Ctrl+C on the keyboard or right-clicking and choosing Copy from the menu. - On the Integrations page in VETenrol Admin, click the Set Password button.
- Enter the new password (or paste it with Ctrl+V or by right-clicking) and click Set Password.
- Click the Save button for the page.
- Click the Test API Connection button to confirm it is working.
Changing the user
The new user for accessing the API should be created in VETtrak first. If you are modifying the username of the original user, do not make changes in VETtrak until after login to your VETenrol Admin.
- Login to the VETenrol Admin
- Navigate to the Integrations page.
- Click the Set Password button.
- Enter the password for the new user and click Set Password.
- Enter the Username.
- Click the Save button for the page.
- Click the Test API Connection button to confirm it is working.
- In VETtrak, remove the API permissions for the previous user.
Changing the API URL
Typically the API URL should never need to be changed. However, it may be necessary in rare circumstances, for example: if your VETenrol account connects to your test database and needs to be changed over to live.
- Login to the VETenrol Admin
- Navigate to the Integrations page.
- Enter the new API URL.
The API URL needs to point to the location of the vt_api.asmx file, but that filename should not be included in the URL.
- Click the Save button for the page.
If the API User is different:
- Click the Set Password button.
- Enter the password for the new user and click Set Password.
- Enter the Username.
- Click the Save button for the page.
Once the changes have been made:
- Click the Test API Connection button to confirm it is working.
Enrolment API Settings
These settings relate to how the API is used.
Occurrence retrieval timespan
VETenrol will display courses with an enrolment close date falling within the time frame specified in this field. Courses occurring beyond the number of months specified will not be shown.
1 Month
3 Months (Default)
Do not send Price Types to VETtrak
This setting prevents the API from sending the price type used when registering into the occurrence to VETtrak. This will result in VETtrak assigning all prices to the web enrolment itself.
Auto-process web reservations
The Auto-process web reservations setting will permit registrations to be automatically processed out of Web Enrolments in VETtrak, so that staff members do not need to review and manually process these enrolments. This will only apply for occurrences where the option to process automatically has also been set in VETtrak.
Do not update matched client details will keep the existing client details in VETtrak when client matching auto-processed registrations.
Create VETtrak invoice
Enable the automatic creation of invoices within VETtrak from user registrations.
Send Client PO Number on VETtrak invoice will enable Purchase Order numbers to be pushed to the Order Number field on the VETtrak Invoice. This can only be ticked if Create VETtrak invoice is enabled.
Add Student To
This option allows organisations to specify how the registration should be handled when it comes to enrolling the student. By default, a student will be enrolled in all classes of the occurrence for which they have registered.
In some situations, for example, an organisation with a single occurrence for each of their programmes into which students enrol throughout the year, the default method can enrol students in classes that have occurred in past.
Set this option to best fit the way occurrences are being utilised in your organisation.
In order for this setting to work correctly there must be future classes scheduled, otherwise the default behaviour applies (enrol in all classes)
This setting also impacts the class list (if enabled) and will show only the class(es) into which the user will be enrolled if they register.