Skip to main content
Enrolments

Long Course Applications

How applicants apply for long courses and how admins review, request changes, approve, and complete stage 2.

Written By Manning Blackall

Last updated 6 days ago

Long course applications

Long course applications let people apply online for a qualification or other long course with intakes, instead of booking a single class date. Applicants fill in their details, answer your questions and upload evidence. Your team reviews each application, asks for changes if needed, and approves or rejects it before enrolling the student into a cohort.

Who this is for: Administrators and enrolment officers. Requires the Long Courses module, and Enable enrolment applications under Settings → Behaviour.

An applicant filling in their details, and the same application after changes were requested.

Enrolment behaviour settings including Enable enrolment applications and the LLND test.

When to use applications

Use applications for long courses with intakes or cohorts, extended data collection and an approval step. Public short courses still use the normal enrolment and cart flow, and short course applications on the same Applications tab are unchanged.

The applicant's side (stage 1)

Published long courses appear on your public enrol site with images, places left and a closing badge on each intake. The applicant enters their name and email and is emailed a link to continue. In the application they:

The five application steps: Details, Terms, Questions, Evidence, Review.

  1. Your details: confirm name and mobile. Email cannot be edited here, and the name locks once the student has a USI or a pending profile update.

    The Your Details step with locked name fields.

  2. Terms: accept your organisation's terms.

  3. Application questions: answer the custom questions set up for that long course.

  4. Pre-requisites: provide evidence, pre-filled from their history with you where possible.

  5. Review: submit.

Unfinished applications get reminder emails on the same schedule as enrolment leads. Every application email can be previewed, and the reminders switched on or off, under Settings → Scheduled notifications (see Automated emails).

Long course application emails under Scheduled notifications.

Submitting moves the application to Awaiting review.

Reviewing an application

Go to Enrolments → Applications and open the application (it sits beside the enrolments list described in Managing enrolments). While it is awaiting review you can:

  • Approve: record funding (source, purchasing contract schedule when not fee for service, see State-funded enrolments, training contract ID, concession). Funding cannot be changed after approval. The applicant is emailed.

  • Reject: add an optional reason, which is sent to the applicant word for word.

  • Request changes: tick the steps to reopen and write a message, also sent word for word.

Requesting changes

  1. Select Request changes.

  2. Tick only the steps the applicant needs to fix, for example Pre-requisites for an expired certificate.

  3. Write a clear message saying what is missing and why.

  4. Select Request Changes.

    The Request Changes dialog with steps to update and a message.

  5. The list shows Changes requested until they resubmit. They revisit only those steps and see your message at the top.

    The Changes requested banner the applicant sees.

A sent-back application never expires, and reminders continue. Approve, Reject and Request changes are hidden until the applicant resubmits. The history keeps every change request, which is useful evidence for audit.

After approval (stage 2)

  • If LLN is on for your organisation, the applicant completes the LLN check or reuses a finished attempt. Results below the minimum need acknowledgement before the application can finish.

  • If LLN is off, approval moves straight to Completed.

Completed means ready for your team to enrol the student into a cohort. It does not create the enrolment by itself. Handle fees through your normal enrolment and invoice process after you enrol them.

Tips

  • Keep application questions short and specific. Every extra question is another reason to abandon the form.

  • Use Request changes rather than rejecting when evidence is fixable. The applicant keeps their progress.

  • Agree who reviews applications so two people are not working the same queue.

Gotchas

  • Only offer steps the application actually has. Requesting Application questions on a course with no custom questions fails.

  • If two admins decide at once, the second gets a message that it has already been decided.

  • Re-applying after an application is Approved or Completed is blocked.

  • If an applicant's name changes after they have a USI, they need to contact you. The form will not save a mismatched name.

For developers

The enrolment.application.created webhook fires when an application is submitted, before class placement.

Was this helpful?

Still need help? Ask the team