Third Party Reports

A Third Party Report (TPR) is a workplace competency verification completed by an external supervisor or employer. Some courses require a TPR before an enrolment can be marked as Completed, this ensures students have demonstrated competency in real-world workplace settings, not just in coursework.

Access required

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

The third party uses the request link to provide their report. That link does not give them backoffice access.

How TPR works

The TPR workflow involves three parties:

Setting up a course for TPR

To require a TPR for a course:

1. Create an assessment with category Third Party Report
2. Add questions that the third party will answer about the student's workplace competency
3. Go to the course settings and link the TPR assessment to the course

Once linked, the course player will gate students from progressing until they nominate a third party.

Managing TPR requests

TPR requests are managed from the Third Party Reports tab on the enrolment detail page.

Viewing requests

Each TPR request shows:

Sending and resending

• Send: If a request is in Pending status, click Send to email the third party
• Resend: If the link expired or the third party didn't receive the email, click Resend to send a new link

TPR emails use the organisation's Form Request System Message and email template. An administrator can edit the subject and request message under Communications > Templates, or enable and disable delivery under Communications > System Messages. When Form Request email is disabled or its template is missing, staff sends, staff resends, and learner nominations are blocked before a request is created or changed.

Removing a request

Click Remove on any TPR request to permanently delete it. You will be asked to confirm before the request is removed. Once removed, you can send a new TPR request to a different person if needed, useful when the wrong person was nominated or a supervisor is no longer available.

Reviewing a submission

Once a third party submits their report:

If you change an already-reviewed result, enter a reason in the submission's override form. The linked report status updates with the result, so completion checks use the same outcome. A report verified manually from separate evidence keeps its recorded outcome when the linked submission is reviewed or overridden.

The third party's experience

When a third party clicks the link in their email, they see:

1. Your organisation's branding (logo and name)
2. The student's name and course
3. Instructions to answer honestly based on workplace observations
4. A form with the questions from the TPR assessment
5. Any supporting-evidence upload requested by the assessment, using the file types and size limit configured for that question
6. A Submit button

The form is accessible without a login (token-authenticated). If a selected file is too large, has the wrong type, or cannot be uploaded, the form explains the problem beside the upload field. Once submitted, the third party sees a confirmation message.

Completion gate

If a course requires a TPR, the enrolment cannot be marked as Completed until:

1. A TPR request exists for the enrolment
2. The TPR status is Satisfactory

If all units are competent but the enrolment won't complete, check whether a TPR is required and whether it has been submitted and marked Satisfactory.

Common questions

Can a student nominate a different third party?

Yes. If a TPR is marked Not Satisfactory, the student can nominate a new third party from the course player. Staff can also remove an existing TPR request and send a new one to a different person.

What if the third party's link expired?

Click Resend on the TPR request in the enrolment detail page to send a fresh link.

Can I send the TPR manually?

Yes, from the Third Party Reports tab, you can send or resend TPR emails to the third party on behalf of the student.

What if the third party replied by email instead of the link?

You can mark a TPR as verified manually. On the enrolment's Third Party Reports tab, click Verify manually on the pending request, choose the outcome (Satisfactory / Not Satisfactory), and add a note (e.g. "Received signed form via email on 18 Apr 2026"). This updates the request status without the third party needing to click the email link.

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