How to Track Enrolment Progress

Monitor each student's journey from enrolment to completion, including unit progress, assessment results, and compliance status.

Access required

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

Each tab and linked record keeps its own area access. Assigned trainers use their trainer screens; they do not receive organisation-wide enrolment access.

Enrolment overview

To view an enrolment:

1. Go to Enrolments in the sidebar
2. Click on the enrolment you want to view
3. The Overview tab shows key information

Overview tab content

The overview displays:

The enrolment header also keeps the billing context visible. The payment badge shows Paid, Part paid, Pending, Unpaid, Failed, or Disputed and opens the Payments history. Part paid means the enrolment has payment recorded but booked sessions still owe money. See Payment for each booked session. An imported enrolment with no payment history shows No payment recorded instead of Unpaid. The adjacent payer badge shows whether the student or an employer pays; members with Enrolments: Edit can change the payer there without opening the full edit form. A Test enrolment badge marks a practice enrolment declared with Enrolments: Manage. A Test payment badge marks an enrolment paid through a test online checkout. See Test enrolments. For an individual-booking enrolment, payment and completion readiness use the fee quoted from that learner's training hours and tests, not a later course-price change.

When the course expects a learner credential, such as a first aid certificate, the header shows Credential to check if the learner has none recorded that is current on the class start date. Click it to open the learner's Credentials tab. The flag never blocks the enrolment. See Record Learner Credentials.

Unit courses

When a learner enrols in a qualification course that delivers its units through unit courses, the enrolment has a Unit courses tab and the Overview shows a Qualification progress card. The tab lists each unit course enrolment in delivery order, marked Finished, Credited, or with the number of items outstanding. Open a row to see that course's lessons and tasks. The Class column shows the unit class each unit course sits in, with Add to class or Change class. See Unit classes.

Record unit results, payments, status changes and the certificate on this qualification enrolment. A unit course enrolment shows Part of with a link back here, and has no Payments tab, Competency outcomes or Review & complete. See Qualifications and unit courses.

Change a student's class

From the enrolment header, click Change class, choose the target class and record the operational reason. RTObase keeps the same enrolment in both cases:

• Choose Reassign before training starts when the learner has not commenced or the original class was selected by mistake.
• Choose Transfer after training starts when the learner has already commenced activity and will continue in another class.

Changing class does not assign AVETMISS outcomes. Existing unit outcomes, including 40, 70 and 85, remain unchanged. Outcome 70 means activity genuinely continued across the reporting period; it is not a transfer marker. A pre-start reassignment adopts the target class delivery site and dates. A commenced transfer preserves the original AVETMISS delivery site and activity dates so changing the operational class cannot rewrite activity already undertaken.

RTObase records immutable from/to, type, reason, date and operator provenance. The class-change timeline is shown under Details → Class change history. A tracked withdrawal transferred to a new class resumes as Deferred when the target class starts in the future, or Active when it is already underway. Only unit outcomes RTObase previously changed to 40 are restored to their exact prior values; legacy withdrawals require staff review rather than guessing.

Insights

Every enrolment carries an Insights card at the top of its detail page, an at-a-glance read on how the student is tracking towards completion.

The card shows:

• Outlook badge: a colour-coded summary of the enrolment's health: On track, Monitor, or At risk
• Summary: a one-line description of where the enrolment stands right now
• Next best action: the single most useful thing to do next (for example, chase USI verification, mark a submission, or issue a Statement of Attainment)
• Predicted completion: an estimated completion date based on current progress

Insights are generated automatically when an enrolment is created, and refresh on their own as the enrolment changes, when a USI is verified, a payment is recorded, online progress moves, units are marked competent, and so on. When there is new activity to take into account, a Refresh button appears on the card so you can regenerate it on demand.

The Enrolments list also has an Outlook column showing the same badge, so you can sort and scan your whole cohort for the students who need attention.

Past expected completion banner

If the course sets a Completion follow-up window (months), an orange Past expected completion banner appears at the top of an active enrolment once it passes its start date plus that window. The same enrolment surfaces as an Overdue Enrolments item in the notification bell and the lifecycle work queue.

Resolve it from the banner:

• Extend: suppress the follow-up until a future date (the dialog defaults to one more full window from today). The date must be in the future. The follow-up returns automatically if the extended date passes while the enrolment is still active.
• Mark expired: change the enrolment to Withdrawn, record the configured course window as the withdrawal reason, and report unfinished commenced units as outcome 40. Completed outcomes are preserved.

Completing, withdrawing, or archiving the enrolment also clears the follow-up. Imported (migrated) enrolment history is never flagged.

Learning & Assessment workspace

The enrolment header leads with the learner and links directly to their course, optional class and scheduled-session context. Open Learning & Assessment for Assigned items, Competency outcomes, the enrolment-scoped Work Queue, and any applicable Third-party report.

These views share one workspace but keep truthful outcomes: collection forms are accepted or returned for changes, assessment instruments are judged Satisfactory or Not Satisfactory, and unit competency remains the formal outcome recorded for reporting.

Assigned items mirrors the Learning & Assessment Library's combined model. It shows learning items, collection forms and assessment instruments in one searchable table, with the same Learning, Collect and Assess purpose filter. The enrolment view shows assignment and learner-progress status rather than the Library item's authoring status.

A practical observation has Conduct practical, or Continue practical once started, for staff who can grade. The learner cannot start or submit it. See Conducting a practical observation.

When the course outline has Training or Practice activities, they also appear here as Trainer-led training and Trainer-led practice, marked Recorded by the trainer on the day. Training shows Attended from the class attendance. Practice shows Done or Not yet. An activity with nothing recorded shows Not recorded. View progress opens the Course Progress tab.

Competency outcomes

The Competencies tab shows each unit of competency with its assessment records. Units are displayed as expandable sections.

Activity end dates

Commenced units need an activity end date before they can be reported. When commenced units are missing one, the Competencies tab shows an Activity end dates section listing them, with a bulk action to record an expected end date across the selected units; the suggested date is anchored on the latest start date among the units you selected, so it can never fall before a unit's start.

An expected date is recorded as a plan, not an outcome. When training genuinely finishes, the actual end date replaces the expectation automatically, and dates already recorded as outcomes are never restated.

Third-party report

If the course has a Third Party Report (TPR) assessment configured, Third-party report appears inside the Learning & Assessment workspace.

A TPR is a workplace competency verification completed by an external supervisor or employer. This tab shows:

• All TPR requests for this enrolment
• Recipient name, email, and status (Pending, Sent, Submitted, Satisfactory, Not Satisfactory)
• Dates (sent, submitted, expires)

Managing TPR requests

From this tab you can:

1. Send a TPR request: Enter the third party's name and email. They receive an email with a link to a form where they answer competency questions about the student
2. Resend: If the link expired (TPR links are valid for 60 days) or the third party didn't receive the email
3. View submission: Once the third party submits, click to review their responses
4. Mark outcome: Mark the TPR as Satisfactory or Not Satisfactory

Enrolment work queue

The enrolment's Work Queue follows the same structure as the organisation-level queue, but is filtered to this enrolment:

• Assessment activity: Online Lessons attempts and any legacy assessment submissions retained as historical evidence, plus completed form activity
• Assessments to mark: submitted standalone assessment tasks awaiting an assessor judgement
• Forms to review: submitted collection instruments awaiting acceptance or a change request
• Awaiting responses: collection instruments that have not received an acceptable response yet

Assessment activity shows:

• Assessment or Online Lesson name and category
• Status (In Progress, Awaiting Review, Satisfactory, or Not Satisfactory)
• Score percentage
• Date and attempt number
• Click View to open the full submission details

This lets you review the learner's operational and historical activity without leaving the enrolment. Use the organisation-level Work Queue when you need the same views across every enrolment.

Documents tab

The Documents tab lets you attach files directly to an enrolment, useful for storing signed agreements, evidence portfolios, identification documents, or any other supporting materials.

Uploading a document

1. Go to the Documents tab on the enrolment detail page
2. Click Upload Document
3. In the dialog, drop a file onto the upload area or click to browse
4. Optionally add a note describing the document
5. Click Upload

Accepted file types are PDF, Word (.doc/.docx), Excel (.xls/.xlsx), and images (JPEG, PNG, WebP). The maximum file size is 20 MB.

Viewing and downloading documents

The documents table shows each file's name, size, notes, and upload date. To download a file, click the download icon in the row, the file opens in a new browser tab using a short-lived signed URL.

Editing notes

Click the notes cell for any document to edit it inline. Press Enter or click away to save. Notes can be up to 500 characters.

Deleting a document

Click the delete icon (trash) in the row. A confirmation dialog appears before the file is permanently removed. Deletion cannot be undone.

Online course progress

If the course has online delivery enabled, the Course Progress tab shows one canonical combined summary made up of:

• Units competent: every unit attached to the course
• Sessions attended: each concluded class or direct-booking session that has not been cancelled or archived; Present and Late count as attended, while future bookings stay outside the completion denominator
• Lessons completed: every published Online Lesson linked to the course, including any assessment, review, or required SCORM completion inside that lesson

Trainer-led Training and Practice activities on the course outline add to the combined percentage once attended or done. They do not count toward full completion.

The combined count is shared with the student portal, trainer progress, Enrolment Insights, lifecycle stages, and completion-document gates. Completing the online lessons alone does not make an enrolment complete while a required unit or training session remains outstanding.

Progress indicators

Completion percentage

The Course Progress percentage is calculated as:

Completed units, applicable sessions, and published lessons
÷ Total applicable units, sessions, and published lessons × 100%

AVETMISS outcome badges

Each unit displays a badge based on its outcome code:

Recording assessments

From the enrolment

1. Go to the Competencies tab
2. Expand a unit
3. Click Add Assessment to record a result

From the Assessments page

1. Go to Assessments in the sidebar
2. Find the assessment linked to this course
3. Click Record Result
4. Select the student and enter details

See Recording Assessment Results for detailed guidance.

Changing enrolment status

The enrolment status tracks the overall state:

Active

Default status. The student is actively undertaking training.

Completed

When all units are competent, the enrolment can be marked as Completed:

1. Open the enrolment
2. Click Edit
3. Change Status to Completed
4. Set the Completion Date
5. Save

Completion gate: If the course requires a Third Party Report (TPR), the enrolment cannot be completed until the TPR is marked Satisfactory. If you see that all units are competent but the enrolment won't complete, check the Third Party Reports tab.

For a qualification enrolment with unit courses, every unit course must also be finished or credited, and the whole fee paid unless an employer pays, before it can complete.

Withdrawn

If the student leaves before completing:

1. Open the enrolment
2. Click Edit
3. Change Status to Withdrawn
4. Select a Withdrawal Reason (for AVETMISS)
5. Save

RTObase changes unfinished unit outcomes Continuing (70) and Not yet started (85) to Withdrawn (40) and remembers which values it changed. If training resumes, changing the status to Active or Deferred restores only those remembered outcomes; completed or manually corrected outcomes stay unchanged.

Deferred

If the student pauses their training:

1. Open the enrolment
2. Click Edit
3. Change Status to Deferred
4. Save

Deferred enrolments can be reactivated later by changing status back to Active.

Archived

To archive an enrolment you no longer need in your active lists:

1. Open the enrolment
2. Click Edit
3. Click Archive in the bottom-left of the dialog
4. Confirm

Archived enrolments are hidden from the default list view but preserved for AVETMISS reporting and audit purposes. To restore an archived enrolment, open it and click Restore.

Viewing payment status

The Payments tab shows:

• Payment amount and date
• Payment method (Stripe, eWAY, Manual)
• Transaction status (Succeeded, Pending, Failed)
• Platform fee and net amount (for platform payments)

Sending a payment link

You can create a payment link for the saved payer and decide separately whether to send it:

1. Go to the Payments tab
2. Click Create payment request
3. Choose a booked session or enter an amount (pre-populated from the session fee, the quoted booking fee or the course price), an optional description, the delivery method (Email, SMS, or Both), and the expiry period
4. Click Create payment request to save it. Review the saved payer and full message, then choose Send selected or Finish without sending. A sent link lets its recipient pay by bank transfer or through your configured gateway

See Payment Links for details.

Recording manual payments

If the student paid offline:

1. Go to the Payments tab
2. Click Record Payment
3. Enter amount and date
4. Add any reference numbers
5. Save

Communication history

Emails tab

View all emails sent to the student about this enrolment:

• Enrolment confirmation
• Assessment result messages
• Completion certificates

SMS tab

View SMS messages:

• Reminders
• Schedule changes
• Custom messages

To send a new message, use the Send SMS or Send Email buttons. If the student has a secondary email in their contact records, it appears as an optional checkbox in the compose dialog.

Pre-enrolment assessments

If the course has pre-enrolment requirements, the Overview tab shows a Pre-Enrolment Assessment section with LLN assessment results and entry requirements status. Students complete these through the student portal.

Notes and checklists

Track additional information:

1. Click Notes & Checklist in the header
2. Add notes about:
   • Special arrangements
   • Communication records
   • Progress discussions
3. Use checklists for:
   • Documentation received
   • Compliance requirements
   • Internal processes

Reporting on progress

Individual student

Export the student's progress:

1. Go to the enrolment
2. Click Export → Progress Report
3. Download PDF showing unit status

Cohort progress

View all students in a class:

1. Go to Class Schedule
2. Select the class
3. Click the Enrolments tab
4. See progress overview for all enrolments

Dashboard metrics

The main dashboard shows:

• Active enrolments count
• Completion rate trends
• Upcoming completions

Troubleshooting

Progress not updating

If unit status isn't reflecting:

• Check you saved the assessment record
• Refresh the page
• Verify you're viewing the correct enrolment

Cannot change status

If you can't change to "Completed":

• Ensure all required units have results
• Check for outstanding assessments
• Verify no system holds (e.g., unpaid balance)

Historical data

To view past enrolments:

1. On the Enrolments page, tick Completed or Archived in the status filter, or choose All statuses
2. Search for the student
3. Click to open the enrolment

Keep going