Creating a test course for VETenrol

This article is intended for creating a test course that can be used for learning and experimenting with the VETenrol system, including testing a payment gateway integration. However, it also acts as a general guide to programmes and occurrences for use with VETenrol.

To set up a course you will need to create a Programme, then an Occurrence for that programme, and finally the occurrence needs to be published:

  1. Create a Programme
  2. Create an Occurrence
  3. Publish for Online Enrolment

Each task covered also identifies various elements in VETtrak that can be utilised by, or affect the functionality of, VETenrol along the way.


Create a Programme

Start your VETtrak program. In most cases there will be a shortcut on your desktop or in your Start menu.

VETtrak Create Programme

  1. Choose Create from the menu bar.
  2. Select Programme … to open the Programme Wizard
VETtrak Programme Wizard 1VETenrol Prog 1 User Experience

Depiction of user experience

  1. Select a Programme type from the drop-down menu.
     Note: The Programme type is utilised to categorise programmes on the Available Courses list when the Administration setting is enabled. Some features also utilise programme types in order to apply to a group of programmes. 
  1. Enter the name of the course in the Programme field.
    For accredited training it is a good idea to use the official course name.
  2. Enter the course Code.
  3. Write the course Description.
    This will be displayed by VETenrol if the Show Description setting is enabled. HTML can be used to format the text.
  4. Click the Next button.
  5. Click the Finish button.
VETtrak Prog Wizard 2


Create an Occurrence

Now it is time to create an occurrence for the new programme.

VETtrak Create Occurrence

  1. Select Create from the menu bar.
  2. Choose Occurrence… to open the Add Occurrence Wizard.
VETtrak Occu Wizard 1

VETenrol Occu 1 User Experience

Depiction of user experience

  1. Choose the Start and Finish dates for the course. For the occurrence to be valid for use with VETenrol the start date must be in the future, but less than 3 months away (assuming default settings).
  2. Select the Location where the course is being held.
  3. Select a Division from the drop-down menu provided (if required).
  4. Complete other fields, if applicable, such as Training package qualifications.
    • For testing purposes, the Reportability option should be set to Do not report this enrolment.
    • Description field can be used to make specific notes about the occurrence.
      The Occurrence Description setting must be enabled for this to be displayed by VETenrol.
  5. Click the Next button.
VETtrak Occu Wizard 2VETenrol Occu 2 User Experience

Depiction of user experience

VETtrak Occu Wizard 3
  1. Complete as required.
    Units allocated to the occurrence can be shown by VETenrol to users.
  2. Click the Next button.
  3. Complete the state-based requirements (if applicable).
    This step will vary depending on the State rules in effect.
  4. Click the Next button.
VETtrak Occu Wizard 4VETenrol Occu 4 User Experience

Depiction of user experience

  1. Select a Category/Item (eg. Enrolment), then click the Add button and choose an applicable price type for the
    course. Repeat to include more price types.
    • Enter the cost (including GST) for the price type in the Amount column.
      If this occurrence is for testing a payment gateway integration, please enter a small value such as $10.
    • Click the VETtrak Occurrence Wizard Icon calculator icon to calculate the GST.
    • The Pub checkbox must be ticked to enable the price type.

      Note: A single pricing item is recommended for compatibility with Rapid Registrations.
      See also: Using Price Items in VETenrol for an in-depth look at how pricing published for occurrences are handled by VETenrol.

  2. Click the Next button.



VETenrol Occu 5 User Experience

Depiction of user experience

  1. Select the Programme where the course is being held.

    Note: The Short Code field depicted in the VETtrak screenshot above is used by VETenrol when the setting Show Occurrence Code is enabled.

  2. Select the Min clients and Max clients.
  3. Complete as required.
    Note: If an Employer is selected here, VETenrol will attempt to prefill the Employer step with that employer's details.
    To add staff members to the Enrolment staff list:
    Note: The Enrolment staff list is used by the feature: Staff Member Alerts VETtrak Occu Wizard 6
    • Click the VETtrak Occurrence Wizard Add Icon button.
    • Select the Staff type (e.g. Trainer) and the name of the Staff member from the drop-down menus.
    • Repeat as necessary.
  4. Click the Next button.
  5. Ensure the Show class calendar wizard after saving occurrence checkbox is ticked.
  6. Click the Finish button.

The Class Calendar Wizard will open, displaying the first day of the course as set in Step 3.

VETtrak Class Calendar Wizard 1


VETenrol Classes User Experience

Depiction of user experience

  1. Click and drag to select the time period for the class.
  2. Right-click to open the menu and select New Class.
  3. Enter applicable details. VETtrak Class Calendar Wizard 2
  4. Click the Save button.

Repeat steps 20 to 23 for additional classes in the course, using the calendar on the right-hand side to navigate to different dates.

  1. Click the Next button.
  2. Click the Finish button


Publish for Online Enrolment

From VETtrak:

VETtrak Publish 1

  1. Click the icon for Programmes & Occurrences (or press F9 on your keyboard).

VETtrak Publish 2

  1. Expand the programme by clicking VETtrak Publish Icon Plus beside the programme name.
  2. Click on the desired occurrence ID.
  3. Right-click Details on the right hand side.
  4. Choose Edit publish options… from the menu.

VETtrak Publish 3

  1. Tick the Publish for online enrolment checkbox.
  2. Select an Allow to enrol option.  Note: VETenrol will display individual registration and/or group booking buttons according to Allow to enrol selection for the occurrence. 
  3. Click the Finish button.

Repeat steps 2-7 for each occurrence you want to be available for online enrolment. Alternatively, if
there are many occurrences to publish, consider using the batch publishing utility.

VETenrol is now ready to accept registrations into the published occurrence(s).


IMPORTANT!   If published changes are not displaying in VETenrol, you may be viewing cached session data.

To be sure VETenrol retrieves the latest data from the API, please completely close your web browser including all tabs and windows before trying your VETenrol link again. Simply refreshing the browser will not make a difference.

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