This help page will review the function of each of the tabs on the individual profile.
See the help page on the individual profile - user details for more information about the individual profile in general and adding in personal details.
Enrolments
The Enrolments tab shows any courses or units the user is currently enrolled in.
It will show the date student enrolled, the date training commences, the brand their enrolment is associated with and the code/title of the course or unit they are enrolled into
Progress tracker shows their enrolment status at a glance. Clicking on this or the progress tracker icon will open the detailed progress tracker view.
There are also icons to open the edit booking view, or the advanced student editor.
If a student has attempted to enrol, but their payment transaction at point of enrolment failed it will show as a non-activated enrolment.
Addresses
There can be multiple addresses for each user, for example, billing, residential and postal addresses.
NOTE: If a student has supplied an address in their VET profile, these details will automatically sync across to the addresses tab. You cannot remove these addresses unless they are removed from the VET profile.
- To add a new address, click the add an address text.
- Select the type of address from the drop-down menu
- Add the address details, clicking the add address button when complete
VET Profile
Admin users can view and edit a students VET profile. These details can be completed by a student in their student portal.
If a student has indicated on their VET profile that they have a disability, a disability icon will show so you can tell at a glance that this student has specified details of their disability. The details of these disabilities will be listed in the VET Profile tab.
Alternative (Alt) Contact
Record contact details of a person who should be contacted in the event of an emergency, or alternate contact people (such as parent or guardian) who may be contacted in relation to matters concerning student.
Employee Info
This will show any employers that the student is linked to, with the option to record additional employee details.
- Click button to create employee profile
- Start typing the name of a corporate client (the corporate client should already exist in your Vasto account)
- Select from the drop down list the corporate client that this student is an employee of
- Click the continue button
- Optionally record further information in the available fields
- Click button to save changes
CRICOS
See the help page on CRICOS enrolments for more information.
This tab is only visible to subscribers who have purchased the CRICOS module add on.
Competencies
A summary list of all units that the student has achieved competency in.
Click the view button to see the booking that the unit is part of.
Certificates (Certs)
Use the button to check certificates queued for student to find any pending certificates that are ready to be issued.
There is also a list of all certificates issued to the student for any courses or units.
Click the view button to see PDF copy of the certificate.
If any certificates have been ignored, these will show in a separate list, with the option to undo this and push it back into the certificate queue to be generated.
Files
The File Repository can store documents related to the user, such as copies of the user's identity documents, qualifications, etc.
- To attach a file, click the Add/Manage Files button.
- Next, click button to add new file
- Click the browse button, locate the file on your device and select it - then click the upload file button.
- Enter details for the file - classification, enrolment the file is pertaining to, title and description.
Then click the save button.
Files can be edited or deleted by clicking the corresponding icon next to the file.
NOTE: Assessors can also upload files to their student's file repositories. They can only see and edit files they have uploaded - they cannot see and edit files supplied by administrators.
Messages
Preferences to opt out received automated messages are visible here - admin users can opt out on behalf of a student, otherwise students may opt out themselves via the student portal and settings tab.
To view a list of correspondence issued to this student including the content of the messages, edit the default filters as needed, and click the apply button.
A list of messages will populate. It records the date and time stamp when the message was sent, who it was sent to. who the sender was and which enrolment the message is pertaining to.
Clicking on the subject or clicking the (view sent email) text will show the content of the message.
Email & SMS
This tab pre dates the Messages tab above, and will show a list of any emails or SMS that have been dispatched to this student.
There is no ability to see the contents of the message, it is simply a log confirming when the correspondence was dispatched from the Vasto system.
System (Sys) Messages
This tab pre dates the Messages tab above, and will show a list of any system messages that have been dispatched to this student.
The message content and date/time stamp are available too.
There is a reply button that will open the message in the admin inbox so that a reply can be sent.
Contact Log
The contact log allows admin users and assessor to record the details of their contact with students via external communication methods - for example phone calls or posted letters.
- The tab shows a summary count of the number of existing contacts logged
- Click retrieve logs button to see full details & add new log items
- Once a log item is created, you can then attach files
NOTE: Administrators can view ALL log entries created, however, Assessors can see only their own contact log entries and cannot see Administrator contact logs.
Notes
Admin users can enter notes about the user. They are only visible to admin users - students, trainers and assessors cannot view this information.
Write your note into the box provided and click the Save button.
Payments
This shows any details of payments which are payable by this student.
Any unpaid payment requests will show in a list at the top, with a list of invoices below.
To receipt payment against an outstanding payment request, click the receipt button and record the payment information. The payment request will then become a paid invoice.
To edit a payment request click the edit button, make you changes and click the save button.
Activity
The activity tab contains a comprehensive log of all activity performed by that student.
Each activity is;
- date and time-stamped
- the IP address the student was using to access the system is recorded
- the device/operating system & browser the student used is recorded
This is helpful in tracking the user's activity for reporting or troubleshooting purposes.
When admin logs as as student this is reflected differently in the activity log, and will be coloured orange so it can be clearly distinguished from true student activity.
Click the Reverse Order button to toggle the view to show results in order of new first or old first.
Roles
This tab indicates which user roles the person has been assigned in your Vasto account.
Each role provides the user with access to different aspects of the Vasto system.
The possible options are;
- Student
- Trainer
- Assessor
- Coordinator
- System Administrator
- Partner
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