Enrolment Forms

Enrolment Forms is Vasto's new way for students to enrol online. It replaces the single fixed self-enrolment page with forms you build yourself, a step-by-step wizard for the student, and an Applications queue for anything that needs a decision from your team before a enrolment's place is confirmed.

The Enrolment Forms function as a whole is not enabled by default, and after you turn it on, and you can always turn it off again at any time to return to the basic fixed self-enrolment form.

Activating Enrolment Forms

To activate the Enrolment Forms function, click Setup > System Defaults. Then, navigate to the Enrolment Settings tab, locate the New Enrolment Forms heading, and tick on the checkbox found underneath.

As noted above, as soon as this function is activated, all students will immediately start being served the updated functionality upon beginning their self-enrolment. Additionally, two new menu entries appear: Enrolment Forms under Setup, and Enrolment Insights under Reports.

What your students will see

• A clean form that works on a phone (one column) or a desktop (two columns), in your colours and with your logo.
• Already a student with us? Sign in. A returning student signs in and everything you already hold about them is filled in and locked, so they only answer what is new.
• Someone who already has a place on the course is told so straight away and pointed to the student portal, rather than allowing them to enrol twice unintentionally.
• Suburb lookup fills the state and postcode. Addresses can be found with Google address search. Errors are shown next to the field in plain language.
• Save and finish later emails a link that reopens the form where they left off. Unfinished forms are kept for 14 days by default (you can change this per form).
• Payment by card through your eWAY or Stripe account, by PayPal, or via the "Invoice my employer" option (if enabled). A card payment holds the place as Tentative until the gateway confirms it. Free courses, and courses where you do not take payment up front, skip payment and enrol immediately.
• A confirmation page, and the same confirmation emails you've already configured.

Building a Form

To begin, click Setup > Enrolment Forms. This will show the default Vasto template, and any forms you have created yourself.

Templates are maintained by Vasto. You cannot directly edit these, but you can clone them and edit the copy to make it fit your needs. The "Standard enrolment" template is the default Form that will be served to every enrolment offering, unless you say otherwise.

Any Forms you have created will live under the Your Forms section. To begin creating your own form, click the Use this template button, found to the right of any default Template.

The Enrolment Journey strip

Across the top of the builder is the student's journey: numbered form steps, any decision steps you add, then Enrol and Payment. Click a step to edit it, and drag to reorder the steps themselves.

To add a new step, click the plus icon between any existing steps. Below are the type of steps;

• Form step: pages the student fills in. Its pages and fields are edited in the area below the strip.
• Review or approval step: an application waits for one of your team to read the answers and approve it, send it back for more information, or decline it. Add one for each sign-off you want, each with its own title and person responsible.
• Interview step: your team books an interview with the student, then records what happened.
• Enrol: automatic once the previous step completes, or manual, where an admin presses Enrol.
• Payment: card, PayPal or invoice, as your settings allow.

Put a review or interview step before Enrol and the form becomes an application: the student is not enrolled until your team says so. Without one it is an ordinary enrolment that completes on the spot.

Pages and fields

• Add field offers every question Vasto can save to the student record, grouped by where it goes (identity, contact, residential and postal address, AVETMISS profile, enrolment details).
• Your questions adds the custom questions and acknowledgements you manage under System Defaults.
• Addresses are added and removed as a whole block.
• A question typed twice, like the email address, shows its confirmation box on the canvas as it will appear on the form.
• Fields can be required or optional, full, half or third width, and given help text and a placeholder.
• Drag fields and pages to reorder them.

Automatic checks

On a form step you can add rules that run when the student submits that step: for example, if State is Tasmania then flag, if Citizenship is "Other" then decline, etc.

• Decline stops the enrolment on the spot and shows the student your message.
• Flag lets the student continue and attaches your note to the application for whoever reviews it. Flags show in the Applications queue and can be filtered.
• Continue does nothing, handy while you decide what the rule should do.

Settings, branding and where a form is used

The Whole form segment at the top right opens:

• Settings: take payment up front, block enrolment after the course has started, terms and conditions, ways to pay, how long unfinished enrolments are kept, the welcome text and the message after enrolling. Each starts as your account setting; change it here and it applies to this form only.
• Branding: which logo and colours the form wears, by default the course's brand.
• Where it's used: assign the form to courses, units and timetable items. A timetable item's form overrides its unit's, which overrides its course's. Anything with no form of its own uses Standard enrolment.
• Activity: who changed what, with undo and redo.

You can also choose a form from the course, unit and timetable item pages themselves, under Enrolment form, where the page tells you which form the item inherits and from where.

Who decides

Each review, interview or approval step names who is responsible and how many days they have. That person is emailed when an application reaches the step, and the queue can be filtered to "assigned to me". A course, unit or timetable item can name a different person for a step, which overrides the form's default for that course only.

Preview and publish

Preview opens the form as a student would see it, with nothing saved. Publish makes your changes live. Students who have already started on the previous version finish on it; new starts get the new one. Earlier versions are kept under Versions.

Applications

To access the Applications page, navigate to either Setup > Enrolment Forms or Report > Enrolment Insights, and then click the Applications button in the top-right corner of that page. This takes you to the Applications page, which lists every application waiting on a decision. The two tiles at the top show what is waiting on you and what is waiting on the student. Filter by status, form, applicant, "assigned to me" or flagged.
 

Open an application to see every answer and document, the step it is at, and a timeline of everything that has happened and who did it.

• Approve and move on: the application goes to the next step. If the next step is an automatic Enrol, the student is enrolled and gets their confirmation.
• Send back: choose which part the student should revisit and write a note. They get an email with a link, their earlier answers are kept, and when they resubmit you see exactly which answers changed. You can send the email again if they have not come back.
• Decline: write the reason; it goes to the student in the email.
• Close application: for an application that should not proceed and that the student should not be told was declined, for example a duplicate. Nothing is enrolled when choosing this option.
• Interview: Book it with a day, time, where or how, and a note; the student is emailed the details and sees them on their status page. Move it the same way. Afterwards, Record interview with the date held, the outcome and your notes.
• Enrol: on a form whose Enrol step is manual, the final button that creates the booking and enrolment.

Students can see where their application is at any time through the status link in their emails.

Enrolment Insights

By navigating to Reports > Enrolment Insights, you can see Form starts and enrolments over time, the funnel from started to enrolled, where students drop off, which fields they trip on, time to complete, device and source, payment conversion by gateway, with all of this information available on a per-Form basis. Pick one Form to see the funnel page by page, with the ability to export to an external CSV file.

CRICOS and ELICOS applications

If your account has the CRICOS add-on, a second setting appears under System Defaults once the new forms are on: Use the new forms for CRICOS and ELICOS applications too.

Until you tick it, agents keep using the application form they know, and CRICOS and ELICOS timetable items use your ordinary enrolment form for direct enrolments.

Once ticked, a new application from the agent portal opens in the new form, with the agent recorded on it. The application still appears in the Application Workbench and the agent's lists, and accepting it enrols the student exactly as the agent form does. Any form can be turned into an international application from its Settings: Vasto adds the application pages (passport and visa, health cover, English, emergency contact, education, genuine student), the evidence uploads and an approval step, and removes payment.

Turning off Enrolment Forms

If you want to revert from the Enrolment Forms functionality back to the original fixed self-enrolment page, you can do so by unticking the setting under System Defaults. New enrolment requests will go back to using the classic page immediately.

Nothing is deleted:

• Students part way through a form, or returning from a saved link, finish in the new form and are
  enrolled normally.
• Applications waiting on your team stay under Applications until each is decided, and the menu entry
  stays while any are in flight.
• Your forms, assignments and insights are kept and come back if you turn it on again.

Frequently Asked Questions

Can I use the new Enrolment Forms functionality for some of my timetables, but keep the original fixed self-enrolment page for others?

No. Activating Enrolment Forms will result in the self-enrolment process utilising the default Form template instead of the existing self-enrolment page. Note that the default is intended to improve upon the self-enrolment page while retaining all of the data fields it manages.

How can I use this to replicate an LLN workflow?

Simply configure an "Interview" step or "Review or approval" step prior to the "Enrol" step. This will ensure that your students are not considered as "fully enrolled" until after the LLN process has been conducted, and they'll only be charged afterwards. This is in alignment with the LLN requirements laid out in the 2025 RTO Standards.

We're also considering further improvements for Enrolment Forms, including ways to direct prospective students to an activity or a unit that needs to be completed as part of a step, but for now a "Review" step allows students to take external LLN tests, and the result can then be uploaded into the system for recordkeeping.

Do enrolments made through the Enrolment Forms function differ in any way?

No. Enrolments made through the new Enrolment Forms function are ordinary enrolments. Bookings, confirmations, alerts, AVETMISS reporting and the student portal all behave like usual.

Will I need to rework any of my existing workflows in order to make use of Enrolment Forms?

No. The classic enrolment page, share links, vouchers, coupons, partner lodgement, LLN Robot integration and group places options keep working even after activating Enrolment Forms.

How does Enrolment Forms interact with taking card payments?

In short, it functions like taking card payments through Vasto already does. Card details go straight to your payment gateway; Vasto never sees or stores them (as before). Additionally, unfinished enrolments expire on their own, and a card enrolment that was never paid is released when it expires.