Like CourseSales.com, aXcelerate is a web based student management system. Read more to learn that while CourseSales.com includes automation to reduce management effort, is flexible and responsive to a training organisations needs, aXcelerate, at the time of this review does not include price automation, variable terms by price group and course type, nor roles beyond the 5 fixed roles eg: trainer and student. There are also some differences between how the courses are managed which when using CourseSales.com.

Note: Variable terms are those terms and conditions that can be vary based on: the course type, eg if you have an online course these terms can be different to a face to face delivery and the price group eg: customers who purchase under a bronze, silver or gold price grouping.

Why might customers move from aXcelerate to CourseSales.com?

Easy to use

Things are where you expect them, menus are simple, easy to navigate and easy on the eye.

Sensible display

Display of items do not move off the screen by having pages with too much on them.

Clear and concise

CourseSales.com has Course Masters, Course Dates, Topics and Modules - and they all link together, in a heirachy, easy as pie. Rather than including many items like Workshops, Workshop Templates, Courses, Classes and Units of Competency that don’t necessarily link together.

Automation

In CourseSales.com you can build automation into the configuration - you dont' have to manage your customers just one way, you can have customised workflow.

Save money

aXcelerate’s minimum price tag and cost per student means that many larger (and most smaller) training organisations will see a significant decrease in operational costs.

Migrating from aXcelerate

Migrating the data is relatively straight forward, we have automated migration scripts that can be used to move data from aXcelerate to CourseSales.com with little pain and little loss of data. We use AVETMISS files to migrating most of the data you will need to continue operating. aXcelerate includes many fields that while important for some training organisations are likely to be superfluous to many. You may wish to give careful consideration to migrating all data, particularly student data. Because we migrate using AVETMISS Files - any additional data beyond AVETMISS data will need to be manually migrated.

We understand that changing from one Student management system to another can be a challenge, locations of where to go for information can be a steep learning curve, sometimes information from one system becomes redundant in another. For this reason we provide the following advice/information to help smooth the transition. We also have quick reference cards to help you move, these can be kept on your desk or beside your computer to help you navigate to the right place quickly.

Rather than a first generation web-application where a desktop application is replicated to be online, where these applications cater for nearly every possibility by default, meaning there is lots that you don’t or won’t use. CourseSales.com, is a second generation (native) web application does not assume any particular way of working, it can do all the same things but grows as you grow, keeping the interface easy to use and less cumbersome. You configure the features as you need then rather than stumbling over them each time.

The follow are hints to consider when migrating from aXcelerate (In the following the underlined terms are those used within aXcelerate)

Preparing your data

• Standard naming Keeping names constant between items, using keywords to group items you can be sure that your items will be recognizable once they are imported into CourseSales.com

• Cleaning up data By cleaning up your data prior to the migration you will ensure that the data imported will be as clean as possible

• Active only The import scripts will only import the active items, not inactive ones. If you don’t wish to import some data then make it inactive. If you wish to import inactive data make it active!

• Remove stuff you don’t need If you have Workshop Templates that don’t have workshops associated with them or past workshops with no students on them remove these from the aXcelerate database - the cleaner and leaner it is the better!

Specific changes to make so the migration is easier:

• Default Duration Change these to be days only - if you use sessions or hours this can be specified in the Format description. If you use less than a day please indicate ‘1’ day.

• Format We create the Format of the course (including the schedule and what Unit of Competency are applicable) from the Course the first workshop is linked to - if you’d prefer another format to be the default then please change it on that workshop, or create a new workshop with the course you prefer.

• Default Course Master Set up ‘Your first Course Master’ with defaults of what you’d prefer, the scripts will take this and modify it with those values we manage to find in aXcelerate. Some things that you need to pay particular attention to (because aXcelerate does not have equivanets) include: Course Format (for those Workshop Templates without a Course linked to the Workshop), ResidentialDescription, Branch, TermsAndConditions, CourseDateProcessPath DocumentProcessPath, DocumentTopicPath, RRP, MinPrice, ResidentialPrice, CourseCost, DelegateCost, Currency, TaxRuleType, PaymentGroup, CatalogGroup, MakeCompleted

• Locations and Venues aXcelerate has both Venues and Locations on courses. It is not easy to match these. CourseSales.com has only Venues, with in turn are associated to a Location. You will need to match up your locations with venues after the migration. To make things easier check your locations, and where possible ensure there are not double ups of city/suburb. The city/suburb will be used to create the location names. You may also wish to group the locations created in CourseSales.com so that they are under state (for example). Keep in mind that if they have the same postcode then they are a duplicate for AVETMISS purposes.

• Orphan Classes or orphan Workshops Do you have orphan Classes that are linked to a different Workshop? Or not linked at all to a Workshop? Or the other way around? If you do we suggest you tidy things up - put Classes in the right place and remove workshops that don’t have Classes or enrollments.

Settings

• Training Categories These are most similar to CourseSales.com Course Categories, but are essential for the creation of a Course Master (Workshop Type)

• Note Types These are the same as CourseSales.com Note Types

• Contact Categories These are the same as CourseSales.com Contact Types

• Organisation Categories To create these use the Extensions option type to create an options list, then add it to the document form either as a hidden or public field

• Contact sources To create these use the Extensions option type to create an options list, then add it to the document form either as a hidden or public field

• Portfolio Types To create these use the Extensions option type to create an options list with a corresponding form with the correct fields, then add it and other fields to the document form either as a hidden or public field

• User Roles These are the same as CourseSales.com Roles and Permissions combined.

• System Users These are the same as CourseSales.com Roles, Users and Permissions combined.

• Settings/Email content You can find email content under Publish>Content filter by content type email.

• Update stylesheet Contact us if you wish to change the look and feel of the CourseSales.com websites by adjusting the stylesheets.

• System settings

  • Core settings many of these are found in the Organisation form.
  • Additional options Most of the fields here are part of the configuration of CourseSales.com If you are using any of the following talk to us, depending on what you are trying to achieve there are different solutions within CourseSales.com: Trainer’s Access to Resources, Post Workshop Trainer Survey, Multiple Enrolments, Payment Plans, Bulk Enroller, Students can update their details, Workshop In-house Group Pricing, Workshop Enrolment Report and Organisation special requirements.
  • RTO / VET settings Most of these fields' functions are determined by the configuration of CourseSales.com, so are not required. However other information eg for AVETMISS is found under the Organisation form.
  • Registration form as you can have multiple forms for different courses and different stages of the registration these are set under ‘Forms>Forms’ within CourseSales.com
  • Web & Other integrations we deliver these services via our public interface or the API, payment methods can be set up each with different charges as can what outlines to show.

Resources

These are mostly files that are stored in the system, you can create File types under options, and upload them as necessary. To match aXcelerate you could create the following option file types:

• Policies/Info

• Training Related

• Forms (though we encourage you to convert these forms to online so that they can be handled by CourseSales.com)

Other field specific information:

• To store a URL we recommend you use the promotion content.

• You can, if you wish, use CourseSales.com to maintain your library of compliance documentation, just create a list of file types that match your compliance areas, or ask us to do it. Though you might be better off using a file system or other place to keep more updated content.

• Storing Training Related files in the resource library in aXcelerate is the same as keeping a file under Publish>Files and then linking these file types to the course master - which can then be included on email or displayed on the public website. The trainer gets access to any public files. If you need trainer-only file access please contact us.

• Access time, Catering, Parking and Additional information can be added to a Venue description.

• Catering costs, Hire costs, Layout, and Capacity can be added to the notes for the venue

• To book a room or reserving equipment can be configured as a CourseSales.com process step - let us know if you wish to use these features.

• If you are using any of the following talk to us, depending on what you are trying to achieve there are different solutions within CourseSales.com: Equipment, Book Assets

• Images library - this is the same as a File in CourseSales.com, you can keep and store the same information for a file or image.

Quality (CCOS) & Surveys

Quality data gathering & Surveys are the same as forms in CourseSales.com, though Forms in CourseSales.com are used to also create registration forms, enquiry forms, add additional information to course categories and create quizzes. Keep in mind that CCOS data does not have to be reported if you are submitting AVETMISS data (which every RTO must now do).

• You can create as many surveys as you wish - you are not restricted to the surveys currently in aXcelerate.

• Unless you use Surveys extensively it can be burdensome to try and automate the transition from aXcelerate - it is not easy to get all the information out. It might pay to manually move the data. If you have lots of data eg 50+ fields then contact us and we can see what automation we can do.

Finance

CourseSales.com does not assume to be an accounting system, you are better off using Xero or another accounting system if you wish to accurately track tax credits and payments. Please use our Xero integration for this.

Finance Management - For invoicing, payments received, credit notes, refunds issued, statements

Accredited Training

Classes

This a way to group Students and see their Units of Competency status in a Class Matrix for updating, this display is reflected in the CourseSales.com status for documents. Set up each UoC on the process path, and then update the outcome field for the respective topic.

Class Matrix (linked class on the Class List)

• Issue Certificates (also called Print Certificates) is set up within CourseSales.com as a process step - it is optional, can vary depending on the course and is send via email to the student

• Templates - this is where an email or letter is printed. In CourseSales.com emails rather than printed communication is sent, and this is done automatically. Which template to be used is determined by the process rules already setup

• Email / SMS - this allows a free-text field to send emails and using a email to sms gateway an sms message. In CourseSales.com we can automate this, and use field to enter free-text fields.

• Print Address Labels (also called Merge Documents - Print Label) within CourseSales.com use an export from documents to create a mail merge of labels

Classes

• The option Trainees will complete the full course and Trainees will complete selected units of competency for a statement of attainment is held at the Document/Registration level not at the Course Date level.

• State, Delivery location, Dates and Duration Course Fee are found within CourseSales.com at the Course Date level.

• Close Days are found within CourseSales.com at the Course Master level.

• Finance Model is found in your accounting system.

• Class Descriptor and Link to Workshop - these is not necessary in CourseSales.com as the concept of Class is not required (it is the same as a Course Date)

• Domain is the equivalent of the Provider (for reselling) or Branch (sales branches)

• Student Portal Notices - these can be added to process steps or incorporated into email templates.

• If you are using any of the following talk to us, depending on what you are trying to achieve there are different solutions within CourseSales.com: Job Card ID, AVETMISS, APL ePayments, OLiV, Smart and Skilled eReporting

• Unit of Competency Details are a list of the UoC included for a Class to participate in including any activities/assignments to be completed. These are included on the Topics and Modules, the different assignments should include the assignments.

Workshop Types

CourseSales.com has a concept of Name and Label, the first is for internal use and the Label is for public viewing (if the public sees it). so when aXcelerate says Workshop Code you can use the Name to distinguish and add codes.

• The specific Workshop Type ‘headings’ used to create the course outlines are more free in CourseSales.com - we give you an HTML space to create the content, and headings you wish, consider merging these fields into a section content of a course description within CourseSales.com, alternatively use promotion content to use repeated content. You can even create course category content to reduce further the duplication of content if you create a number of courses masters under the same category.

• If you are using CPD Points you can include these at the Course Category

• If you use skill groups at the Workshop Types create these in CourseSales.com as Extension Options, then link to the Course Categories.

• CourseSales.com has a Format separate from the Course Master, so you can reuse the course formats. The following fields from aXcelerate can be set there: Default Start Time, Default Finish Time, Learning Methods, Workshop linked to a Unit of Competency

• If you are using any of the following talk to us, depending on what you are trying to achieve there are different solutions within CourseSales.com: In-House Delivery Fee, Default Duration, Display as Non-accredited, Display in Bookings Calendar, Web Outline accessible, Hide from non-enrolled Trainees, Workshop Images

• Within CourseSales.com pricing is grouped into Course Cost and Delegate/trainee Cost. This means that Workbook Price, Trainer Fee and Trainer WorkBook Rate should be added to one of those two figures, these can vary at the Course Date level within CourseSales.com

• Optional ID = Add this to the course category or use the course date Id

• Public Workshop Rate = RRP, Our Price or Minimum Price depending on application

Courses

Notes

Convert the following fields to Lookup lists (from Autocomplete) due to non-standard labels in the aXcelerate drop downs, then use the underlying values:

• AVETMISS 7.0 Program Level of Education Identifier

• AVETMISS 7.0 Program Recognition Identifier

• AVETMISS 7.0 Program Field of Education Identifier

aXcelerate does not have an automated way to create formats/schedules (complex dates) so you will need to adjust the Formats generated in CourseSales.com to include your preferred days and times of delivery for each Topic. Once set up these details will be automatically copied into each Course Date you create, for modification if required.

In courses if you are using any of the following talk to us, depending on what you are trying to achieve there are different solutions within CourseSales.com : Check for Updates, Unit of Competency Enrolment Only, Course Outline URL, Short Description, Full Outline, Display Web Outline, Course Review Date

Units of Competency

In Units of Competency if you are using any of the following talk to us, depending on what you are trying to achieve there are different solutions within CourseSales.com: Unit of Competency Assessments (linked on a per course basis), Unit of Competency Elements, Delivery Strategy (RAPT Only), Requisites, Validity Period, Global Unit of Competency Search, Nominal Hours Overrides

Workshops (instances)

If you have any workshops marked as coordination type ‘Consultancy’ this will be assumed as a Private Course within CourseSales.com.

Venues - when importing venues the postal address of the contact associated with the venue is used as the address, if you wish to use another address change it here. If you don’t use all the notes and information given to Trainees/clients you may wish to remove the CourseSales.com Venue descriptions after the migration. The following are not specified in aXcelerate so this will have to be added to the CourseSales.com venues later: Timezone, Web site, Latitude, Longitude.

Terminology differences

In the following list of terms the underlined terms are those used by default within aXcelerate

Workshop Type

is the Course Master, used as a template to create Workshops/Course Dates.

Course

this includes information that is found in the CourseSales.com Qualifications (under options) is also includes some Course Master information such as the cost of the course and short and long descriptions, and some Format information such as Units of Competency. Though not when these are delivered (times and days) - this is found elsewhere. How strange.

Workshop

this is the common term for a singular training event. Organisations may use the term Workshop, Short Course, Course or Activity. The default term used in CourseSales.com is Course Date which is scheduled to run on a particular date.

In-house

referring to the delivery of a workshop/course date this is the same as the CourseSales.com ‘private’ flag, indicating in CourseSales.com to not show on the public website.

Public Workshop

in CourseSales.com all courses are considered public (shown on the public website) unless marked as in-house/private (see above)

Student

this is common term for Training Participant, used to describe those attending the training, referred to as trainee, client, customer or delegate. By default CourseSales.com uses ‘delegate’ but you can change it to trainee if you wish. Max. Students is the same as Total Places on the Course Master

Trainer

this is the common term for person who facilitates training, Some organisations use the term consultant and other organisations use the word teacher or facilitator. CourseSales.com user the word ‘Trainer’ by default.

Program

Common Term for Multi-Part Training Courses. Organisations may use the term Program, Course or Qualification. The default term used in CourseSales.com is Event check

Class

This is the common term for an instance of a mulit-part training course. Organisations may use the term Cohort, Intake or Group. In CourseSales.com this is the same as the Course Date/Workshop

Subject

This is the common term for an accredited Unit of Competency. Organisations may use the term Subject or Unit of Competency. In CourseSales.com you can link a Unit of Competency to a Module or Course Category. Linking to a Course Category is the equivalent of creating an aXcelerate workshop

Module

This is the common term for a group of accredited Units of Competency. Organisations may use the term Module, Cluster or Group. In CourseSales.com you can group Units of Competency on a format, which can be related to one or more Topics by repeating the topics, but linked to the same module.

Semester

This is the common term for a semester or term. CourseSales.com does not use this term, nor assume a grouping of weeks/days.

Domain

This is an aXcelerate security and reporting feature that creates groups of users that can see their Domain’s data. In CourseSales.com these are Roles (permissions to access content), or in some cases Providers (different training organisations, for reselling or delivery) or Branches (different sales locations), depending on how you plan to use them.

Deleted

there are few places where you can delete items within CourseSales.com. For this reason Deleted items in aXcelerate correspond to inactive items in CourseSales.com

Archived

When referring to a Class this is the equivalent to a Course Date with the status completed.

Owner

there is ‘owner’ equivalent in CourseSales.com - though there is a record of who created each item under the audit icon, and adding a role to a Course Master or Course Date can deliver the same functionality is some instances.

Tentative

used to refer to registrations/enrollments in CourseSales.com this is the same as draft

change these under System>System settings>Core settings

Document status; aXcelerate vs CourseSales.com

• In CourseSales.com

  • Documents have statuses: Draft, Submitted, Canceled.

  • Course Dates have statuses: Scheduled, Canceled & Completed (Documents within the Course Date are Completed with the Course Date is Completed.)

• aXcelerate have the following status for Enrollments/Documents (displayed on the Class Matrix):

  • Completed + In Progress
  • In Progress
  • Completed
  • Tentative
  • Deferred + Suspended
  • Cancelled

After migration

The following tasks are recommended after a migration to CourseSales.com

Check that the correct data has migrated across, by doing AVETMISS reports and/or sign checking, choosing 10% of any one record to ensure there are no discrepancies.

Reduce the number of active Course Categories to those you require, don’t duplicate a certificate even if there are different Units of Competency in each eg if you have “Public Certificate IV in Government (Investigations)” and “Private Certificate IV in Government (Investigations)” these should have the same category: Certificate IV in Government (Investigations). The Course Masters will however keep the same names, indicating which is public and which is private.

Tidy up any descriptions, such as short, long course content, as this is likely to not be formatted as you might expect. You can find these under Publish>Content

Functionality differences

In aXcelerate a student is registered on a workshops and if an accredited course also in a class. However CourseSales.com does not distinguish between the two - you just have a Course Date. Then all those registrations associated with the Course Date are managed from there. So when you Filter by Status on the Classes page you actually use the CourseSales.com status filter which looks at the workflow for each student’s registration.

Rather than using the class matrix to update the National Outcomes for the Units of Competency do the following:

• Edit the document for the student

• Edit the Topic related to the UoC

• Update the form on the Topic with the required information, including outcome.

In aXcelerate you enrol a student in a Class in CourseSales.com you register a student in a Course Date.

When someone is added to a class are they automatically added to a workshops (and vice versa)?

In aXcelerate you need to create Workshops for each Unit of Competency, in CourseSales.com you create Modules for each Unit of Competency, linking them to Topics. Other information (Trainer, cost etc) is gathered from the Course Date the Topics are created for.

FAQ

What is the difference between a Program, Workshop Type and a Course?

aXcelerate defines this as the following:

Workshops: are also known as Short Courses which can be both non-accredited and accredited (linked to subjects/units as ‘Timetabled Subjects/Units’) a Workshop Type is a default setting for a workshop