This Bulk Enrolment method allows you to quickly enrol a group of students simultaneously, by entering their details in a downloadable template and then uploading the student data into Vasto. 

How to Bulk Enrol Students

Locate the Timetable Item

There are a variety of ways you might use to locate a timetable item that you want to enrol students into.

1. New Enrolment Search

• Navigate to Manage > New Enrolment
  
  
  
• Find Training - Search for the timetable item you wish to enrol a student into.
  The following search criteria are all optional - you can use them to narrow your search, or leave them to their default settings and all your courses will be displayed.
  Click continue to see matching results.
  On the right hand side of the screen, you will see your progress through the enrolment steps.
  
  
• Select Training - choose the timetable from those which match your search criteria by clicking the enrol button. If none of the matches are suitable, you can use the back button to return to the find training screen and refine your search terms. 
  

2. Timetable Search

• Navigate to the master timetable via Manage > Timetables
  
  
• Locate the desired timetable you wish to enrol a student into. 
  Toggle between the timetable type tabs, and use the search filters. 
  For more information see page on how to navigate the master timetable
  
  
  
• Use the quick link to add a new enrolment directly from the master timetable view
  
  
  
• Alternatively if you are on the manage enrolments screen, click the button to add enrolment
  
  

 

3. Timetable Calendar Search

• Navigate to the timetable calendar via Manage > Timetable Calendar
  
  
  
• Locate the desired training in the calendar and click on the event block. 
  In the detailed pop-up, click the students button
  Refer to this help page for more information on navigating the timetable calendar
  
  
  
  
• This directs you to the manage enrolments screen, click the button to add enrolment
  

Download Spreadsheet Template

Scroll to the bottom of the page, where it has the option to Import Student List.

Click the link to download the spreadsheet template.

 

Open Template and Add Student Data

Open the blank spreadsheet template and add the student details in the appropriate data columns.

• You must provide data for ALL light blue coloured columns, for all students. (This is the first eight columns - with exception of mobile number, as stipulated)
• Do not leave any blank rows
• If these students already have a student profile in vasto, ensure all fields are accurate and are an exact match for their existing profile.
  (eg. date of birth, spelling, email address are all correct and reflect what is recorded against their existing profile. Discrepancies here will cause duplicate profiles to be created)
• Each student must have a unique email address

  NOTE: Vasto does not accept email addresses that contain apostrophe (') or ampersand (&) symbols. 

   

You can import more optional student data with this spreadsheet template, such as their USI number, an internal reference number, address, etc. These fields appear in dark blue, and do not need to be completed.

There are three columns related to funded training details;

• Commitment ID (NSW ONLY)
• Funding Source (National)
  • • Accepted values include any of the below two-digit numbers: 
    • 11 - Commonwealth and state general purpose recurrent
    • 13 - Commonwealth specific purpose programs
    • 15 - State specific purpose programs Other
    • 20 - Domestic full fee-paying client
    • 31 - International onshore client
    • 32 - International offshore client
    • 30 - International full fee-paying client [MUST NOT BE USED FROM 2020 ONWARDS]
    • 80 - Revenue earned from another training organisation
• Funding Source (State)
  • • Accepted values are the state training authority's 3-letter funded training program code

 

Save Template and Upload Saved File

Once you have populated your spreadsheet template with the student data, save this to your device.

Click the Choose File button to locate the saved file from your device.

Next click the upload student list button to upload the data in the spreadsheet template.

Any student enrolment always sits within a booking. A booking is a group of students who are enrolled at the same time.

NOTE: If you are uploading very large datasets multiple bookings will automatically be created, bookings are capped at sixty students on a single booking.

 

Preview Uploaded Data

Preview the data which is being imported from the spreadsheet template. This is crucial to review for any errors which will show in red against an individual student, or in the upload summary.

• Click the delete button next to an individual student's details to remove them from the upload
• Click Cancel to cancel the upload if you need to edit the spreadsheet before trying again
• Clicking Apply will confirm the enrolments and allow you to continue with the booking

 

Add Additional Students to the Booking

If you need to enrol more students click the yes button. This will return to the previous screen, where you can add individual students or upload another spreadsheet if required.

You should see a list of student names populate on the right of screen that have imported from the spreadsheet template.  

If you have made a mistake, you can remove a student by clicking the delete button next to their name. 

When you have finished adding student details, click the no button to continue.

 

Confirm Enrolment

This step has you review the enrolment details to confirm they are correct, allows you some override options, and to change some booking level settings.

Course details & Student details
These should be reviewed carefully to ensure all details are correct, particularly student email address.

Overrides
If you have additional enrolment procedures enabled for this course/unit, check this box so the students on this booking will be exempt from completing these.
If you want to charge a price other than the default Price A cost which appears in the course details, stipulate the price override here.

Assign Assessor
If a default assessor is set at timetable level, that will reflect here. If you want to change who the default assessor is for all students on this booking, select another assessor from the drop down list.

Branding
If you have created sub-brands and you wish this booking to belong under a sub-brand, select the appropriate brand from the drop down. The default brand selected is always the main RTO branding. 

If the details are not correct (ie. incorrect email address, typo in student name) you can click the no button to return to the previous screen where you can delete incorrect student information and re-add these again with the correct details.

If the details are correct, you have two options to confirm the booking;

Yes - All students will be enrolled, booking confirmed and relevant booking confirmation details are emailed to the students. A new booking notification will appear on the dashboard.

Yes, No Confirmations - All students will be enrolled, booking confirmed but no correspondence will be sent to the student and no notification will appear on the dashboard.

NOTE: If no booking confirmation email has been set up at course/unit level then clicking yes will still dispatch a default email containing student portal login credentials. 

 

Enrolment Complete

The enrolment is now complete for the students, and you are viewing the advanced student editor page for this booking. 

Confirmations

If 'Yes' was selected on the previous screen, there is an on screen message confirming that confirmation emails have been dispatched.

If 'Yes, No Confirmations' was selected, the on screen message will advise nothing was dispatched.

Navigation

There are a variety of navigation options which are reviewed in detail on the help page for the advanced student editor.

This one is unique to the enrolment completion screen:


Clicking the no button will take you back to the dashboard.

Clicking the yes button will take you step one in a new enrolment search.

 

Large Data Sets

Bookings are capped to a maximum of 60 students on a single booking. If you have uploaded a large dataset, this will automatically be split into multiple bookings with up to a maximum of sixty students on each.

You can navigate to other bookings to review the booking details by clicking the links below the on-screen text.