How to Edit a Student

Update a student's personal details, contact information, or AVETMISS compliance data through the student profile page.

Access required

Choose the task you are doing. Each row is a separate action.

Audit history, notes and archiving have their own requirements below. Audit log access is not needed to open a learner record or edit its details.

Accessing the student profile

Student profile layout

The student profile has several tabs:

Custom-field chips in the header

Your organisation's student custom fields appear as compact chips in the student header, so common values can be read and changed without opening the Details tab:

• Dropdown and checkbox fields change in place from the chip.
• Text and number fields open a small popover; type the value and press Enter (or click away) to save.

The same values remain editable from the Details tab and the students table; a chip edit never overwrites a change someone else is making at the same time.

Editing personal details

In the edit panel, update any of these fields:

Basic information

• Title: Optional prefix (Mr, Mrs, Ms, Dr)
• First Name: Given name (required)
• Middle Name: Optional
• Last Name: Family name (required)
• Date of Birth: DD/MM/YYYY format
• Gender: Male, Female, Other

Contact information

• Email: Primary email address for communications
• Mobile Phone: Auto-formats as 04XX XXX XXX (digits only)
• Home Phone: Alternative contact
• Work Phone: Business contact

Address

Update the full address including:

• Building/property name
• Unit/flat number
• Street number and name
• Suburb, postcode, state

Driver's licence

For RTOs that identify students by licence (heavy-vehicle and machinery training, for instance):

• Licence number: searchable: type it into global search, the students list, or the booking student picker to pull up the student
• Licence expiry: the expiry date on the card
• Licence state: the issuing state or territory

Editing AVETMISS data

Scroll down in the edit panel to find AVETMISS compliance fields:

Identifiers

Demographics

Education & Employment

See Understanding AVETMISS Student Fields for detailed guidance on each field.

Saving changes

1. After making changes, click Save at the bottom of the edit panel
2. The panel will close and the profile will refresh with updated data
3. A success notification confirms the changes were saved

Adding notes

To add notes to a student record:

1. Click Notes & Checklist in the top-right of the profile
2. Add your note in the text field
3. Click Save

Notes are timestamped and show who added them, useful for:

• Recording phone conversations
• Documenting special circumstances
• Tracking follow-up items

Archiving a student

If a student is no longer active:

1. Open the Edit panel
2. Scroll to the bottom
3. Click Archive Student
4. Confirm the action in the dialog

Archived students:

• Are hidden from the main student list
• Can be found using the "Archived" filter
• Retain all their data for compliance purposes
• Can be restored at any time

Audit trail

Audit access is separate from viewing or changing the business record. Grant it only to members who need to review change history.

All changes to student records are logged. To review the change history:

1. Open the student's profile.
2. Open Compliance → Audit Log.
3. Review who changed the record, when it changed and the previous and new values.

The profile's last-updated timestamp and communication history serve different tasks. They do not require audit access just because they appear on the same record.

If two records belong to the same person, use the Students: Manage Merge Duplicate Students workflow. Do not edit one record to imitate a merge; the merge workflow preserves source ownership, AVETMISS identity, and reversal provenance.

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