Type

Select whether you are scheduling a course or a single unit of competency. This will filter the options which appear in the 'title' drop down menu as you progress.

 

Availability 

Select whether this timetable should be public (available for self-enrolment via widgets) or private (linked to a specific corporate client)

 

Title

Begin typing the code or title of the course/unit which you want to create a timetable for.

The drop down list will return any matches, and you should select the desired course/unit from the list.

If editing a timetable item, this cannot be changed and there is no drop down box to change your selection. In order to change the course or unit you will need to create an entirely new timetable. 

Free-Text Area

Use this field to provide general information about the timetable item, including any specific details about the content being offered, how it is offered, or any other information you believe the student should know.

This information can be displayed in your timetable widgets and as such can assist students in selecting the right training for them.

NOTE: Do not include any HTML or JavaScript code in this text box - only plain text is to be used

 

Commencement

No Fixed Date - check this box if there are no fixed dates where a student needs to attend. Training is entirely self-paced online learning that can be completed at any time. These timetables appear in the Always Open category on the master timetable.

Defined Start Date - Enter by typing, or click on the calendar icon to select a defined start date. There is a practical session component of the training which happens at a specific date/time/location. These timetables show in either the public or private category on the master timetable.

 

Closure

Set a date where the enrolment can no longer be accessed in the student portal. Enter by typing, or click on the calendar icon to select date from calendar pop-up. 

 

Pricing (Public Timetables)

If the availability selected was public, there are two options when configuring the pricing for a timetable - you can use fixed full fee upfront, or populate a payment schedule. 

Pricing - full fee upfront

Price Level A This is the default price that a student will be charged for enrolment into this timetable. This is considered the full recommended retail price (RRP).

If you have populated the price tab for the course or unit, this will auto-populate. 

The Level A pricing for this timetable item will appear in your 'AVETMISS files as field name Client Tuition Fee (NAT00120).

Price Level B, C & D These are discounted rates which are configured specifically for this timetable. In order to activate the discounted rate the student must provide the corresponding coupon code at point of enrolment. 

Free You may wish to allow zero dollar enrolments, which you can create a coupon code for.

 

Payment Schedule 

Up to six triggers can be set up, use these to define at what points in a student's enrolment a payment is due, and the amount payable. 

• Enrolment - when a student enrols into the timetable
• Commencement - when a student logs into the student portal and clicks on 'open course'
• % of time elapsed - where a maximum time to complete has been populated in the course or unit settings (If no maximum completion time exists, the system will assume a duration of 90 days for billing purposes)
• % of activities completed - as a student works though the unit activities
  (Certain activities are excluded from the calculations about the student's progress, such as student declaration activities, certain elective units and other "optional" activities.)

Choose whether a fixed dollar amount is payable, or whether you want Vasto to calculate a percentage of the total price payable. If using the latter, the total price is the applicable amount defined in the pricing section.

If the student doesn't pay the amount due their enrolment will be blocked, so they can't continue their study until they pay.

 

Coupon Codes and Payment Triggers

If you decide to use multiple fee levels in conjunction with a payment schedule, you should use the '% of Total Price Payable' column to define the payable amount. Do not use the fixed amount column. 

With percentages, the amount the student is asked to pay will always be in proportion to their total fee (no matter which fee level has been applied to them).

 

Corporate Client Details & Pricing (Private Timetables)

If the availability selected was private, you will need to link the details of the corporate client this booking is associated with. When linked, the business details will pull onto invoices and there is advanced options to send correspondence to a co-ordinator rather than to students directly. 

• Start typing in the organisation field, and select an organisation from the drop down
• Select a department this timetable is for
• Select a co-ordinator who is overseeing and organising this training. Their email and phone number will populate automatically from their personal profile.
• If correspondence should NOT go to students, check the box
• Once all details are finalised, you can click button to send confirmation email to the co-ordiantor 
• Populate the price for this timetable item. This is a group price for all enrolments

 

Applicable Tax

If tax or GST is applicable, define the amount here. This will be added to the total price at checkout, or to any payment requests issued in accordance with the payment schedule. 

 

Number of Places

Define whether there is a fixed number or places available, or whether you accept an unlimited number of enrolments into this timetable item.

Typically an always open timetable would have unlimited places, while timetables that have specific dates (particularly if these are face-to-face practical requirements) may be capped to a limited maximum group size.

 

Funded Training Eligibility Questionnaire

If a state is selected here, the funded training eligibility survey for that state will be displayed for enrolling students.

 

Practical Sessions (5 or less sessions)

If your timetable will have five or less practical sessions, they can be set up here as short course sessions. If there will be 6 or more sessions, please see practical sessions (6 or more) further down this page.

If this is correct, select YES.

Once YES is selected, you will see the additional fields pictured below.

• Date enter by typing or click the calendar to set the date for the practical session
• Start enter by typing or click the clock icon to set the start time for the practical session
• End enter by typing or click the clock icon to set the finish time for the practical session
  Alternatively, click the
  • DAY icon to set session times as  9.00am - 5.00pm
  • AM icon to set session times as 9.00am - 12.00pm
  • PM icon to set session times as 12.00pm - 5.00pm
• Local Time Info provide context around the time zone this is delivered in, ie. AEST or VIC
• Venue begin typing to populate drop down list of available venues, select from the list
• Trainer begin typing to populate drop down list of available trainers, select form the list
• Information for Students information provided here will show on confirmation email and in the student portal
• Add Another Session click to expand Session 2 and additional sessions as required

Venue

Begin typing to populate drop down list, and select a venue from the list. This venue will display as the location in timetable widgets and in confirmation emails. If there are multiple locations, leave this blank and populate locations in the session venue instead.

Trainer

Begin typing to populate drop down list, and select a trainer from the list. If there are different trainers for each session, leave this blank and populate trainer in the session details instead.

Default Assessor

Click to select an assessor from the drop down list. When populated, this assessor will be the default assessor for all units for all students that enrol into this timetable.

If you want to allocate different default assessors for each unit, leave this blank and set up default assessor unit-by-unit instead.

If you do not require an assessor for this timetable leave this blank (ie. no written assessments).

Salesperson/BDM

Populate a first and last name of a salesperson or business development manager. If populated, this is available in the report Reports > Corporate Client Reports > Commissions Report. 

Faculty & Training Category

By allocating a timetable item to a faculty or a training category this allows for specific filtering as to which timetable items will display in a timetable widget.

More information on this application is available on the widgets help page. See the help page for creating a faculty or training category. 

 

System Testing Mode

If this timetable is for testing only, you can select from the drop down that it is a dummy test timetable. By default, the timetable will be set as a real timetable listing.

A dummy timetable and any enrolments within the timetable will not;

• report for AVETMISS
• appear in the live timetable list (they appear in the test list instead)
• be visible in timetable widgets

This sandbox-style testing mode allows you to create and edit realistic timetable events, with confidence that the data is not live. 

 

Cancel / Continue

Click CANCEL if you want to quit and discard your changes.

Click CONTINUE to continue to page 2 of the timetable setup.