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aXcelerate User Guide Volume I: Foundations of aXcelerate and SMS Management

Disclaimer This document has been prepared to support the use of aXcelerate within a training organisation. It outlines system navigation, functions, and compliance-focused guidance relevant to Registered Training Organisations (RTOs). This User Guide contains information that is current at the time of publication. Changes to systems, legislation, or regulatory requirements may affect the currency of the content provided. Coast Wide Training Solutions Pty Ltd reserves the right to update or amend information without notice. Licensed users should refer to the most recent version available via the Flip Book or consult directly with Coast Wide Training Solutions Pty Ltd or the relevant Regulator for updates. Responsibility for maintaining compliance with regulatory standards remains solely with the purchasing organisation. Coast Wide Training Solutions Pty Ltd is absolved of any liability, as outlined in the licence and purchasing agreement. For queries or support, please contact: Coast Wide Training Solutions Pty Ltd E: admin@coastwidetraining.com.au W: www.coastwidetraining.com.au © Coast Wide Training Solutions Pty Ltd, April 2025 This product has been purchased under licence and may be rebranded for internal use by the licensee. Version Control Version: Date: Details of Changes: 1.0 06/05/2025 Initial Release and aXcelerate Endorsement

Table of Contents aXcelerate User Guide ........................................................................................................................ 1 Table of Contents ........................................................................................................................... 3 Introduction ................................................................................................................................... 8 What’s New in aXcelerate ............................................................................................................. 10 1. New Navigation Experience.................................................................................................... 10 2. Learner Onboarding .............................................................................................................. 11 3. Auto Certificate Issuing ......................................................................................................... 12 4. New Client Portal .................................................................................................................. 13 aXcelerate Help ............................................................................................................................ 14 System Settings Guidance ................................................................................................................ 15 1. System Settings Guidance .................................................................................................... 16 1.1. System Settings ........................................................................................................... 16 1.2. System settings options ...................................................... Error! Bookmark not defined. 1.3. Core Settings...................................................................... Error! Bookmark not defined. 1.4. Additional Options .............................................................. Error! Bookmark not defined. 1.5. RTO/VET Settings ................................................................ Error! Bookmark not defined. 1.6. Registration Form ............................................................... Error! Bookmark not defined. 1.7. Web & Other Integrations .................................................... Error! Bookmark not defined. 1.8. Account Management ......................................................... Error! Bookmark not defined. 1.9. Account Statistics .............................................................. Error! Bookmark not defined. 1.10. UI Settings .......................................................................... Error! Bookmark not defined. 1.11. Sales Representative Portal: Configuration .......................... Error! Bookmark not defined. 1.12. Client Portal: Configuration ................................................. Error! Bookmark not defined. 1.13. Learner Portal & App Settings .............................................. Error! Bookmark not defined. System User Role Guidance .............................................................................................................. 18 2. System User Role Guidance ................................................................................................. 19 2.1. System User Access .................................................................................................... 19 2.2. Manage User Roles ............................................................. Error! Bookmark not defined. 2.3. Edit Existing User Roles ....................................................... Error! Bookmark not defined. 2.4. Create a New User Role ...................................................... Error! Bookmark not defined. 2.5. Assign a New User to a User Role ......................................... Error! Bookmark not defined. 2.6. Suggested Permissions ....................................................... Error! Bookmark not defined. 2.7. Additional Information – aXcelerate Support Links: .............. Error! Bookmark not defined. Contact Guidance ............................................................................................................................ 22 3. Contact Guidance ................................................................................................................ 23 3.1. Create a Contact ......................................................................................................... 23 3.2. Contact Categories............................................................. Error! Bookmark not defined. 3.3. Contact Sources................................................................. Error! Bookmark not defined. 3.4. Add an Organisation ........................................................... Error! Bookmark not defined. 3.5. Contact Portfolio Guidance ................................................. Error! Bookmark not defined. 3.6. Contact Notes .................................................................... Error! Bookmark not defined.

Resource Guidance .......................................................................................................................... 25 4. Resource Guidance ............................................................................................................. 26 4.1. Resource Library ......................................................................................................... 26 4.2. Room Setup ....................................................................... Error! Bookmark not defined. 4.3. Equipment Setup ................................................................ Error! Bookmark not defined. 4.4. Media Library...................................................................... Error! Bookmark not defined. 4.5. E-Learning Library ............................................................... Error! Bookmark not defined. 4.6. Additional Information – aXcelerate Support Links ................ Error! Bookmark not defined. Communication Guidance ................................................................................................................ 29 5. Communication Guidance ................................................................................................... 30 5.1. Certificate Templates .................................................................................................. 30 5.2. Communication Templates ................................................. Error! Bookmark not defined. 5.3. Training Plans and Agreements ..................................................................................... 34 5.4. Communications ................................................................ Error! Bookmark not defined. 5.5. Additional Information – aXcelerate Support Links: ........................................................ 34 Trainer Guidance .............................................................................................................................. 35 6. Trainer Guidance ................................................................................................................. 36 6.1. Add a Trainer to the Trainers List ................................................................................... 36 6.2. Edit a Trainer’s Profile ......................................................... Error! Bookmark not defined. 6.3. Trainer Fields ...................................................................... Error! Bookmark not defined. 6.4. Additional Information – aXcelerate Support Links: ............... Error! Bookmark not defined. Course Guidance ............................................................................................................................. 37 7. Course Guidance ................................................................................................................. 38 7.1. Create an Accredited Course in Axcelerate .......................... Error! Bookmark not defined. 7.2. Create a Non-Accredited Course in Axcelerate ..................... Error! Bookmark not defined. 7.3. Additional Information – aXcelerate Support Links ................ Error! Bookmark not defined. Units of Competency Guidance ......................................................................................................... 39 8. Units of Competency Guidance ............................................................................................ 40 8.1. Import Accredited Units of Competency ....................................................................... 40 8.2. Create Non-accredited (Internal) Units ................................ Error! Bookmark not defined. 8.3. Additional Information – aXcelerate Support Links ................ Error! Bookmark not defined. Class Guidance ................................................................................................................................ 41 9. Class Guidance ................................................................................................................... 42 9.1. Create a New Class ..................................................................................................... 42 9.2. Schedule a Class ................................................................ Error! Bookmark not defined. 9.3. Timetable a Class ............................................................... Error! Bookmark not defined. 9.4. Link a Workshop to an Existing Class ................................... Error! Bookmark not defined. 9.5. Link a Workshop Instance to an Individual Class Enrolment .. Error! Bookmark not defined. 9.6. Link Assessment (s) ............................................................ Error! Bookmark not defined. 9.7. Link E-Learning ................................................................... Error! Bookmark not defined. 9.8. Additional Information – aXcelerate Support Links ................ Error! Bookmark not defined. Workshop Guidance ......................................................................................................................... 43

10. Workshop Guidance ........................................................................................................ 44 10.1. Create a Workshop Type .............................................................................................. 44 10.2. Add a New Workshop Instance ............................................ Error! Bookmark not defined. 10.3. Duplicate a Workshop ........................................................ Error! Bookmark not defined. 10.4. Bulk Duplicate a Workshop ................................................. Error! Bookmark not defined. 10.5. Bulk Update Workshops – Using a Report ............................. Error! Bookmark not defined. 10.6. Additional Information – aXcelerate Support Links ................ Error! Bookmark not defined. The Student Journey ......................................................................................................................... 45 11. The Student Journey ......................................................................................................... 46 11.1. Class Enrolments ........................................................................................................ 46 11.2. Communicate with Students ........................................................................................ 49 11.3. Mark Attendance from the Class View .................................. Error! Bookmark not defined. 11.4. View Attendance Progress ................................................... Error! Bookmark not defined. 11.5. Manage Work Placements ................................................... Error! Bookmark not defined. 11.6. Set Bulk Outcomes ............................................................. Error! Bookmark not defined. 11.7. Set Individual Outcomes ..................................................... Error! Bookmark not defined. 11.8. Student Enrolment Status ................................................... Error! Bookmark not defined. 11.9. Cancel a Student ................................................................ Error! Bookmark not defined. 11.10. Issue Certificates .................................................................................................... 50 11.11. Delete Certificates ......................................................... Error! Bookmark not defined. 11.12. Workshop Enrolments .................................................... Error! Bookmark not defined. 11.13. Booking Confirmation – Individual ................................... Error! Bookmark not defined. 11.14. Booking Confirmation – Group ........................................ Error! Bookmark not defined. 11.15. Mark Attendance ............................................................ Error! Bookmark not defined. 11.16. Status Log ...................................................................... Error! Bookmark not defined. 11.17. In-House Enrolments ...................................................... Error! Bookmark not defined. 11.18. Upload Booking Spreadsheet .......................................... Error! Bookmark not defined. 11.19. aXcelerate References .................................................... Error! Bookmark not defined. Survey Guidance .............................................................................................................................. 52 12. Survey Guidance.............................................................................................................. 53 12.1. Training Surveys .......................................................................................................... 53 12.2. Standalone Surveys ............................................................ Error! Bookmark not defined. 12.3. Quality Indicator Surveys .................................................... Error! Bookmark not defined. Trainer Portal Guidance .................................................................................................................... 55 13. Trainer Portal Guidance.................................................................................................... 56 13.1. Create a Trainer User Profile and Set Permissions ......................................................... 56 13.2. Access The Trainer Portal ............................................................................................. 56 13.3. Update Personal Details ..................................................... Error! Bookmark not defined. 13.4. Access and Update a Contact within the Trainer Portal ......... Error! Bookmark not defined. 13.5. Access a Workshop within the Trainer Portal ........................ Error! Bookmark not defined. 13.6. What can a Trainer See and Edit within the Workshop Instance .......... Error! Bookmark not defined.

13.7. Access a Class within the Trainer Portal ............................... Error! Bookmark not defined. 13.8. View RTO Resources ........................................................... Error! Bookmark not defined. 13.9. View the Competencies Assigned by the RTO ....................... Error! Bookmark not defined. 13.10. Upload Evidence ............................................................ Error! Bookmark not defined. 13.11. Additional Information – aXcelerate Support Links ............ Error! Bookmark not defined. Learner Portal Guidance ................................................................................................................... 58 14. Learner Portal guidance ................................................................................................... 59 14.1. Create a Learner User Profile and Set Permissions ............................................................. 59 14.2. Access The Learner Portal ............................................................................................ 59 14.3. Update Personal details ...................................................... Error! Bookmark not defined. 14.4. Resources .......................................................................... Error! Bookmark not defined. 14.5. Workshops and Classes...................................................... Error! Bookmark not defined. 14.6. Learning ............................................................................. Error! Bookmark not defined. 14.7. Assessments ...................................................................... Error! Bookmark not defined. 14.8. Additional Information – aXcelerate Support Links ................ Error! Bookmark not defined. Client Portal Guidance ...................................................................................................................... 62 15. Client Portal Guidance ..................................................................................................... 63 15.1. Link a Contact to an Organisation ............................................. Error! Bookmark not defined. 15.2. Assign User Roles ............................................................... Error! Bookmark not defined. 15.3. Configure the Client Portal .................................................. Error! Bookmark not defined. 15.4. Test the Client Portal Configuration ..................................... Error! Bookmark not defined. 15.5. Create and Search a Contact .............................................. Error! Bookmark not defined. 15.6. View Courses and Enrolments ............................................. Error! Bookmark not defined. 15.7. aXcelerate References ........................................................ Error! Bookmark not defined. Data Management & Reporting Guidance........................................................................................... 65 16. Data Management and Reporting Guidance ...................................................................... 66 16.1. aXcelerate Reports ...................................................................................................... 66 16.2. AVETMISS Reports .............................................................. Error! Bookmark not defined. Workflow Guidance .......................................................................................................................... 68 17. Workflow Guidance ......................................................................................................... 69 17.1. Set User Permissions ................................................................................................... 69 17.2. Access Workflows in aXcelerate ................................................................................... 69 17.3. Set Task Categories ............................................................ Error! Bookmark not defined. 17.4. Create a New Task .............................................................. Error! Bookmark not defined. 17.5. Create a New Automated Task ............................................ Error! Bookmark not defined. Terminology ..................................................................................................................................... 70 18. Terminology..................................................................................................................... 71 18.1. Term Variations ........................................................................................................... 71 18.2. Glossary of Terms ........................................................................................................ 71 18.3. Common VET Terms .................................................................................................... 71 18.4. Billing Models .............................................................................................................. 72 Appendix.......................................................................................................................................... 73

19. Appendix ......................................................................................................................... 74 19.1. Example Booking Confirmation Template ...................................................................... 74 19.2. Example Certificate Template ............................................. Error! Bookmark not defined. COAST WIDE TRAINING SOLUTIONS ................................................................................................. 75 RTO Administration Support .......................................................................................................... 75 Administration Package Retainers ............................................................................................. 75 Coast Wide Training Solutions Products ..................................................................................... 76

Introduction aXcelerate is a comprehensive Student Management System (SMS) and Learning Management System (LMS) that supports the operational and compliance needs of a Registered Training Organisations (RTOs) across Australia. It is a mature platform with robust features designed to streamline student administration, enhance training delivery, and simplify reporting requirements. Widely adopted by education providers, aXcelerate offers flexibility in its operations, making it a reliable tool for managing student records, courses, and compliance obligations. As with most advanced Student Management Systems, there are multiple ways to achieve specific tasks within aXcelerate. Coast Wide Training Solutions has developed this guide as a supplementary resource to enhance your Organisations’ existing operational processes and work instructions to address this versatility and maximise its potential. The guide has been developed by CWTS with operational administrators in mind. The team operates the Student Management System and communicates with students throughout their entire learning journey, recording their outcomes and issuing credentials. This guide should be used alongside the aXcelerate tutorial videos available on the aXcelerate website. Watching the tutorials first will give you a foundational understanding of the system, while this guide will assist in applying those lessons to your specific operational context. Together, these resources will empower your team to manage student, course, and operational data seamlessly, leading to improved compliance and efficiency across your Organisation. aXcelerate uses common terminology that encapsulates terms used in the Education and Training sectors. The system allows some flexibility, and as the provider, you can nominate the preferred terms for roles and programs. See Appendix Term Variations.

Within this user guide, the following terms have been used to classify the Education and Training sectors within aXcelerate. Visit Term Variations to consider alternative terms that are available for use. Activity Term Person who facilitates training: Trainer Training Participant: Student Multi-Part Training Course: Course Singular Training Event. Workshop Instance of Multi-Part Training Course. Class Accredited Unit of Competency. Unit of Competency Group of Accredited Units of Competency Module Term for Semester/Term (School/colleges only). Term Learner Portal Activity. Activity Placement: Placement Work-Based Learning Activity. Activity Work-Based Learning Visit: Visit Learning Plan Module. Module Work-based Learning Activity Condition: Condition CPD Credit. Point

What’s New in aXcelerate aXcelerate has released a series of platform upgrades since January 2025. These enhancements introduce a more streamlined navigation layout, AI-powered assistance, and the continued evolution of learner onboarding tools. This chapter provides an overview of the recent features released and upcoming improvements to help organisations stay ahead of change. Users are encouraged to explore these upgrades, many of which are now available for trial. When aXcelerate system updates are made available, CWTS aXcelerate guide will be developed in response. 1. New Navigation Experience Disclaimer: This feature is currently in open beta and under ongoing development. Functionality is subject to refinement ahead of general release. aXcelerate has introduced a vertical navigation menu for Administration, Trainers, and Partner users, modernising the look and simplifying system navigation for current and future scalability. Key Enhancements: • Vertical left-hand layout replaces the horizontal bar, freeing screen space. • Quick Search (Ctrl + K / Cmd + K) to instantly find menu items or contacts. • Persistent Submenus for easier toggling between related pages. • New “Add New” button for quick access to create contacts, classes, etc. • Streamlined Menus: o Workshops, Classes, Learning, Quality, and Surveys now have dedicated menu locations. o Calendar is now located at the bottom. o Help Requests have been moved to the top. • AI Help Assistant AI Help Assistant: Ask questions like “How do I create a contact?” to get instant support.

2. Learner Onboarding Disclaimer: Learner Onboarding features are currently in closed beta and require registration to access and test. Form publishing is a paid add-on. The new Form Builder continues to evolve, reducing the administration burden, and will facilitate online enrolments. Key Features: • Forms can be created and previewed in-system. • Published forms can be linked to Qualifications and Classes. • Custom Fields, Portfolio Uploads, and Conditional Logic are supported. • Parent/Guardian Signature now triggers conditionally based on DOB. • Form Capture PDF stores submission in the learner's contact record. Future Development plans include: • Addition of payment step • Dedicated workflows including form status changes and reminders for incomplete forms

3. Auto Certificate Issuing Automation continues with the ability to auto-issue certificates at the qualification, class, and workshop level. Auto How It Works: • Triggered when the final Unit of Competency is marked as complete. • Can delay issuance and send notifications to learners. • Verifies that all conditions (e.g., valid USI, no outstanding fees) are met. • Tracks failures via a Certificate Issuance Log and dedicated reports.

4. New Client Portal aXcelerate is in the process of developing a New Client Portal designed to deliver a more modern, streamlined, and configurable experience for client organisations. Key features expected in the New Client Portal include: • Enhanced navigation and usability for client users. • Improved self-service options for managing enrolments, contacts, and reporting. • Greater flexibility in access control and branding customisation. • Integration improvements with other aXcelerate modules, including Class Enrolments and Work-Based Learning. • Increased responsiveness for mobile and tablet users. Visit the Product Roadmap which provides insight into feature developments, planned enhancements, including their development status.

aXcelerate Help There are several pathways to obtain assistance, including: aXcelerate Support Pathways aXcelerate Support aXcelerate Webinars Short Hits of Training Ideas Forum – aXcelerate Support Learning Series aXcelerate offers Live Chat with their support team accessed through their website. aXcelerate offers built-in help on every page within the Student Management System.

System Settings Guidance Volume I: Foundations of aXcelerate and SMS Management 1

1. System Settings Guidance The Student Management System can be customised within System Settings according to the Organisation’s delivery requirements and specifications. [32:43 – 1:29:04] Once you have watched the tutorial linked above, follow the steps below to carefully implement them. 1.1. System Settings To access: • Select the Settings Tab on the dashboard. • Select System Settings.

Supporting RTO Success from the Ground Up – VET Foundations Course Build your confidence in the VET sector with this essential eLearning course. VET Foundations 2025 gives RTO staff a practical understanding of the updated Standards for RTOs and how to apply them across operations. What’s covered? • VET sector structure, governance, and regulation • Marketing and enrolment compliance • Supporting diverse learners and managing student data • Training, assessment, validation and industry engagement • Certification, records, and transition obligations • Governance, risk, and continuous improvement • Trainer/assessor competency and workforce planning • Complaints, appeals, and feedback systems Why enrol? Stay sharp, stay compliant. Learn from seasoned VET professionals and walk away with the tools and know-how to strengthen your role and your RTO. Click the image below to learn more.

System User Role Guidance Volume I: Foundations of aXcelerate and SMS Management 2

2. System User Role Guidance System Users have access with login details to aXcelerate. System User Roles differentiate the access levels amongst the user roles assigned. Full system access (Power User roles) should only be granted to one or two people, those trusted with full control. [3:03:32] Once you have watched the tutorial linked above, follow the steps below to carefully implement. 2.1. System User Access To access: • Navigate to the Settings Tab from the dashboard and select System Users.

Step into Stronger Compliance Leadership – RTO Compliance Coaching Program This 12-week coaching program is built for emerging and established RTO Compliance Managers who want to excel under the Revised Standards for RTOs 2025. You’ll gain practical strategies to: • Navigate audits and manage risk • Strengthen your QMS and drive self-assurance • Support students while meeting compliance obligations • Lead quality, governance, and regulatory alignment Program Snapshot • Module 1: Foundations – RTO obligations, QMS, audits • Module 2: Integration – resources, support systems, CQI • Module 3: Strategy – risk, validation, leadership, future planning Why enrol? ✔ Learn from seasoned compliance experts ✔ Build tools you can use from Day 1 ✔ Advance your VET career with credibility and confidence Click the image below to explore the program.

Build the Backbone of VET Success Leadership – RTO Administration Coaching Program This 12-week program is your go-to guide for mastering RTO administration—covering every stage of the student journey through a compliance lens and aligned with the Revised Standards for RTOs 2025. You’ll learn how to: • Manage enrolments, records and student data with precision • Navigate fees, support needs, and certification requirements • Prepare for audits and align with compliance obligations • Embed quality and continuous improvement in your daily work Program Breakdown • Module 1: Compliance 101 + the student journey • Module 2: Training, assessments, fees & QA • Module 3: Complaints, completions & audit readiness Why enrol? ✔ Gain real-world admin skills that RTOs rely on ✔ Learn from expert coaches with deep industry knowledge ✔ Fast-track your growth in the VET sector Click the image below to explore the program.

Contact Guidance Volume I: Foundations of aXcelerate and SMS Management 3

3. Contact Guidance Contacts refer to individuals or entities that interact with the organisation with the aXcelerate system. This includes students, trainers, employers, and other stakeholders. Each contact record stores essential information like personal details, contact information, course enrolments, communication history, and any related notes, making it easy to manage and track interactions within the system. [1:34:26 – 2:51:56] Once you have watched the tutorial linked above, follow the steps below to carefully implement. 3.1. Create a Contact • Navigate to the Contacts Tab on the Dashboard and select Add New Contact. • Complete as many of the Contact Details fields as you can (e.g. name, email, phone number). o Organisations are an open entry field. Always search and select an existing Organisation from the dropdown list when creating a Contact. If none is selected, a new Organisation record will automatically be created. o AVETMISS Fields required include: ▪ Postal Address – Suburb, Postcode. ▪ Street Address – Suburb, Postcode. ▪ All fields within the VET Related Details section. ▪ Valid USI. ▪ State Funding Identifiers as required. • Select Create Contact to create the record.

Handle Contact Data with Care – QMS 2025 Data, Privacy and Record Keeping Policy Pack Every RTO has a critical responsibility for managing confidential information, business data, and student records. This policy pack supports secure, compliant practices reflecting professionalism and building trust with students, staff, and stakeholders. This pack aligns with the Standards for RTOs 2025, specifically clauses 1.1, 2.3, 4.1, and relevant compliance obligations. Included in this pack: • Privacy and Confidentiality Policy & Procedure • Management of Records Policy & Procedure • Data and Progress Management Policy & Procedure • Documentation and Archiving Checklist Form Click the image below to review the policy pack.

Resource Guidance Volume I: Foundations of aXcelerate and SMS Management 4

4. Resource Guidance aXcelerate can be used as a platform to store Resources and Images. These can be used in Communication Templates and to create Training and Assessment Content. [1:09:49 – 1:38:55] Once you have watched the tutorial linked above, follow the steps below to carefully implement them. 4.1. Resource Library The Resource Library is a storage platform for any organisational documentation. Through aXcelerate, it can be shared with the Public, System Users, Employees, Trainers, and Learners. DO NOT DELETE old versions. Once deleted, any links will become invalid. Upload new versions and make superseded documents inactive. Create a report using the Resource Library Report for a Register of Resources. Refer to Reporting Guidance for steps to build the report. • Go to the Resources tab and select Resource Library.

Your Complete Compliance System – NEW Full Quality Management System Suite 2025 Our new Quality Management System (QMS) is a complete, ready-to-use solution designed to help RTOs meet the Standards for RTOs 2025 and align with ISO 9001:2016 quality management principles. It includes essential policies, procedures, guides, forms, tools and templates across six key operational areas: • ADM – Administration Management • ISS – Information & Support Services • OPS – Operations Management • HRM – Human Resources • GBM – Governance & Business Management • QCM – Quality & Compliance Management With a strong focus on continuous improvement, our QMS helps RTOs streamline operations, strengthen compliance, and deliver consistent, high-quality training outcomes. Click the image below to explore the suite.

Raising the Standard – QMS Essentials Series The QMS Essentials Series is a suite of targeted, high-impact online courses developed to equip RTO staff with the practical knowledge and skills needed to apply the Standards for Registered Training Organisations (RTOs) 2025 with confidence. Series Overview Each course focuses on a core compliance area—from marketing and enrolment to assessment, certification, and governance—and provides clear guidance on how to implement and maintain policies and procedures aligned with your Quality Management System (QMS). With a mix of real-world examples, interactive tasks, and actionable tools, the series is designed to strengthen operational compliance and improve efficiency across all areas of RTO delivery and management. Courses in this Series: • RTO Marketing • RTO Recruitment and Enrolment • LLND Testing, Learner Support and Progression • Processing RPL and Credit Transfer • Mastering Training and Assessment Strategies (TAS) for RTO Compliance • Ensuring RTO Facility and Equipment Compliance • RTO Training Delivery and Assessment Conduct • RTO Staff Competencies and Professional Development • Ensuring Compliant RTO Certification • Governance and Leadership for Quality VET Click below to enrol today!

Communication Guidance Volume I: Foundations of aXcelerate and SMS Management 5

5. Communication Guidance Templates in aXcelerate are divided into two main categories: Certificate Templates and Communication Templates. These templates help automate certificates and emails for students, classes, or workshops. 5.1. Certificate Templates Once you have watched the tutorial linked above, follow the steps below to carefully implement them. Before You Begin: Upload your logo and images for use in templates. 5.1.1. Introduction to Axcelerate Templates • Navigate to the Resources Tab on the dashboard and select Media Library. • Upload any necessary images (logos, watermarks, etc.) that will be required in templates.

Certified the Right Way – QMS Essentials: Ensuring Compliant RTO Certification Part of the QMS Essentials Series: Putting Policies into Practice, this short, practical course equips RTO administrative staff with the skills and knowledge to manage certification processes correctly and compliantly under the Standards for RTOs 2025. Course Overview Learn how to issue AQF credentials accurately, conduct final evidence checks, and maintain secure, compliant records. This course covers the full lifecycle of certification, ensuring learners receive correct recognition and your RTO remains audit ready. Topics Covered • Understanding different types of credentials • Conducting administrative reviews and final evidence checks • Ensuring compliance with certification regulations • Best practices for managing credential records Why Enrol? ✔ Learn how to verify student competency before issuing certification ✔ Ensure compliance with national regulatory requirements ✔ Improve consistency and accuracy in your credentialing processes ✔ Gain confidence in maintaining certification records that withstand audit scrutiny Click the image below to enrol today!

5.2.1. Test Dynamic Fields • Navigate to a Class Enrolment or Contact Profile. • Click Template and select the template to test. • Select Submit to check if the dynamic fields are pulling in the correct information.

Marketing That Measures Up – QMS Essentials: RTO Marketing Part of the QMS Essentials Series: Putting Policies into Practice, this short, targeted course is designed for RTO marketing teams and administrative staff responsible for promoting training products and services. Learn how to align your marketing with the Standards for RTOs 2025, protect your brand, and avoid costly compliance breaches. Course Overview In just one hour, gain practical knowledge on how to create compliant marketing materials, use the Nationally Recognised Training (NRT) logo correctly, and ensure your messaging is clear, accurate, and up to date across all platforms. Topics Covered • Overview of marketing compliance standards • Correct use of the NRT logo • Presenting accurate and transparent course information • Student information and disclosure requirements • Managing permissions and third-party content • Embedding your marketing policy and QMS procedures • Website and digital marketing compliance review Why Enrol? ✔ Understand the regulatory rules that govern RTO marketing ✔ Avoid common compliance risks in promotional content ✔ Confidently review marketing against your QMS ✔ Build a compliant, trusted brand in the VET sector Click the image below to enrol today!

5.3. Training Plans and Agreements Manual fields can be added that require manual entry before sending. Manual fields are found under template fields. Field names do not allow spaces or special characters. Default values are required or leave blank if there is no default value to add. The data for the field can be chosen between Input, Text Area, Inline Text Area, or Checkbox. 5.4. Additional Information – aXcelerate Support Links: • Template Management – aXcelerate Support • Template Builder – aXcelerate Support • Advanced Template Builder Functions – aXcelerate Support • Agreements - Document Signatures – aXcelerate Support • Template Communication – aXcelerate Support are comprehensive tools used to map out the structure and content of training programs. There are various kinds of training plans, including individual plans tailored for specific students and standard plans used across entire courses. These plans outline the units of competency, assessment methods, and delivery schedules.aXcelerate training plans:allow you to manage and track the signing of key training-related documents directly within the system as one document. This feature lets you embed signature fields in templates, manage multiple signatories, and track agreement status efficiently. aXcelerate agreements:

Trainer Guidance Volume I: Foundations of aXcelerate and SMS Management 6

6. Trainer Guidance In aXcelerate, trainers are system users who facilitate learning and deliver training and/or assessment within your organisation. Their profiles include trainer information, competencies, and capabilities with supporting evidence. Once you have watched the tutorial linked above, follow the steps below carefully. to implement. Before a Trainer Profile can be created, the System User must hold an active Contact record. 6.1. Add a Trainer to the Trainers List • Navigate to the Contacts Tab and select Trainers. • Click on +Add New Trainer.

Course Guidance Volume I: Foundations of aXcelerate and SMS Management 7

7. Course Guidance An Accredited Course in aXcelerate refers to a nationally recognised training product, including accredited courses, endorsed training package qualifications, units of competency and skill sets. It leads to an AQF Qualification. NAT00030 file reports any courses delivered by the RTO. These Course Codes and titles must be identifiable on the National Training Register. A Non-Accredited Course in aXcelerate has been created by the Organisation. It is NOT a nationally recognised training product. It can include internally created non-accredited units of nationally recognised Units of Competency. A Non-Accredited Course in aXcelerate can include: • Internal non-accredited units which result in a Certificate of Participation or Attendance; or • Nationally Accredited Units of Competency identified on the National Training Register, which result in a Statement of Attainment. NAT00030 file reports any courses delivered by the RTO. As a Non-Accredited Course, these Course Codes and Title would be created internally and NOT identifiable on the National Training Register. To ensure it does not report the Course Code and Title, select Unit Enrolment Only. Once you have watched the tutorial, follow these steps carefully to implement.

Units of Competency Guidance Volume I: Foundations of aXcelerate and SMS Management 8

8. Units of Competency Guidance Accredited Units of Competency are units that form part of a Nationally Accredited Qualification. An Organisation must have a Unit of Competency explicitly listed on their scope of registration or implicitly through a Qualification to deliver to students. Non-Accredited (Internal) Units are created by the Organisation and are not Nationally Accredited Units of Competency. They are created to accurately record a student’s record of training rather than simply recording attendance at a workshop event. Once you have watched the tutorial, follow these steps carefully to implement them. Always check that the Unit of Competency is on the Organisation's Scope of Registration and is Current on the Training.gov.au 8.1. Import Accredited Units of Competency • Navigate to the Courses Tab on the dashboard and select Units.

Class Guidance Volume I: Foundations of aXcelerate and SMS Management 9

9. Class Guidance Classes represent organised training sessions or groups within a course where students are enrolled. Classes include details like schedules, locations, assigned trainers, learning materials, and assessment activities. They offer a structured way to manage attendance, track progress, and deliver content, making it easier to coordinate and monitor the training process. Once you have watched the tutorial linked above, follow the steps below to carefully implement them. 9.1. Create a New Class • Navigate to the Courses Tab and select Classes.

Workshop Guidance Volume I: Foundations of aXcelerate and SMS Management 10

10. Workshop Guidance Workshops are short-term training events or sessions focused on specific skills or topics, often delivered in a more intensive format. Workshops include details such as dates, locations, trainers, and participant lists, providing a streamlined way to manage registrations, attendance, and resource allocation. They are designed to offer flexibility in scheduling and can be a standalone event or part of a larger training program. Once you have watched the tutorial linked above, follow the steps below to carefully implement. 10.1. Create a Workshop Type • Navigate to the Courses Tab on the dashboard and select Workshop Types. • Select +Add New Workshop Type.

The Student Journey Volume I: Foundations of aXcelerate and SMS Management 11

11. The Student Journey A student’s journey is their enrolment, and participation towards the completion of an accredited or non-accredited Qualification. The pathway can be through the class or workshop platforms. 11.1. Class Enrolments Long course enrolments should be enrolled tentatively. Once an enrolment placement is created it will remain as a placeholder within aXcelerate for future use unless deleted on the day of enrolment. It will form part of the monthly billable learners once the placeholder is created. Once you have watched the tutorial linked above, follow the steps below to carefully implement • Navigate to the Courses tab on the main dashboard and select Classes.

Compliance Begins at Enrolment – QMS Essentials: RTO Recruitment and Enrolment Part of our QMS Essentials Series, this short online course gives admin staff the practical tools to manage recruitment and enrolment processes efficiently—and in full compliance with the Standards for RTOs 2025. What you’ll learn: • Enrolment procedures & student communication • USI verification & RPL request handling • Identifying and documenting student support needs • Using checklists & creating enrolment process flowcharts Why enrol? ✔ Build confidence in enrolment processes ✔ Improve student experience through compliant practices ✔ Learn real-world admin skills to support your RTO's QMS Click the image below to enrol!

Equip Your RTO to Inform, Enrol, and Comply with Confidence - QMS 2025: Student Information and Enrolment Policy Pack Equip your RTO with the tools to deliver clear, accurate, and compliant advice to prospective students—before they enrol. This pack supports alignment with Standards for RTOs 2025, specifically clauses 2.1, 2.2, 2.4, 2.6, and associated compliance requirements. Included in this pack: • Student Enrolment Policy & Procedure • Student Information Policy & Procedure • Student Handbook Template • Application for Enrolment Form • Application Review Checklist Form • Induction Checklist Form • Letter of Acceptance Template Click the image below to learn more.

11.2. Communicate with Students Send Notifications: • Use the system’s built-in messaging tools to send communications. • You can typically send messages via email or through the system's internal messaging platform. Create Announcements: • Post important updates or announcements in the class’s bulletin board or announcement section.

11.3. Issue Certificates • Select the Certificates tab from the Student Enrolment.

Certified with Confidence – QMS 2025: Certificate Issuance Policy Pack Certification documents are the formal recognition of student achievement. As part of the Nationally Recognised Training framework, they reflect your RTO’s commitment to quality and compliance under the Australian Qualifications Framework (AQF). This policy pack supports alignment with the Standards for RTOs 2025, specifically clauses 2.1, 2.2, and related compliance requirements. Included in this pack: • Issuing Certification Policy & Procedure • Credential Review Checklist Form • Certification Re-Issue Request Form • Credentials & Certification Register • AQF-aligned Templates: o Testamur o Record of Results o Statement of Attainment o Certificate of Completion Click the image below to learn more.

Survey Guidance Volume I: Foundations of aXcelerate and SMS Management 12

12. Survey Guidance Surveys can be built and conducted within aXcelerate to gather feedback from students, employers, and trainers to enhance the overall learning experience. Quality Indicator Surveys are already built into the system. These are easily forwarded to Students and Employers and stored in a central location to assist with data extraction for the Quality Indicator annual summary reporting requirements. Once you have watched the tutorial linked above, follow the steps below to carefully implement them. 12.1. Training Surveys Standalone or Training Related Surveys are created by the RTO. They are the RTO’s Student Satisfaction Surveys and the RTO’s Trainer Assessor Satisfaction Surveys, which are used internally.

Capture What Matters – QMS 2025 Evaluation and Feedback Policy Pack Systematically evaluating your training and assessment services is key to identifying what works, what doesn’t, and where to improve. This pack provides the tools to collect, analyse and respond to feedback in a way that supports continuous improvement and regulatory compliance. Aligns with the Standards for RTOs 2025, specifically clauses 1.2, 2.7, and 4.4. Included in this pack: • Evaluation and Feedback Policy & Procedure • Quality Indicator Reporting Policy & Procedure • Student Satisfaction Survey • Trainer Assessor Satisfaction Survey • AQTF QI Employer Satisfaction Questionnaire • AQTF QI Learner Engagement Questionnaire • Quality Indicator Annual Summary Form Click the image below to learn more.

Trainer Portal Guidance Volume I: Foundations of aXcelerate and SMS Management 13

13. Trainer Portal Guidance The Trainer Portal gives an approved trainer access to the organisation’s aXcelerate system. Depending on the user permissions granted, trainers can view and update personal information, update competencies and upload evidence. Trainers can further view and update workshops or classes they are assigned to deliver including updating enrolment and contact information, recording progress, attendance, marking assessments and providing feedback. Once you have watched the tutorial linked above, follow the steps below to carefully to implement. 13.1. Create a Trainer User Profile and Set Permissions • A trainer will automatically receive login details once their aXcelerate user account is created. Refer to the Systems User Roles Guidance to create a user profile for trainers. 13.2. Access The Trainer Portal • The Trainer Portal is accessed through https://app.axcelerate.com/management/ • Enter the Username and Password and select Login. • When logging in to the Trainer Portal any notifications or widgets configured will display on the Dashboard. The navigation menu options include Contacts, Course, Resources, Profile and Help.

Compliance Starts with Capability – QMS 2025 Trainer Assessor Competency Policy Pack Ensure your RTO’s trainers and assessors are qualified, competent, and well-supported with this comprehensive compliance pack. Aligned to Standards for RTOs 2025 – Clauses 3.1 to 3.3, this resource helps you assess risk, verify credentials, manage professional development, and meet staffing compliance obligations. What’s included: • Trainer Assessor & PD Policies & Procedures • Trainer Assessor Register • Competency Matrix Template • Risk Assessment & Supervision Forms • CPD Record Book + PD Request Form • Credential Authenticity Checklist • Competency Checklist Form Click the image below to learn more.

Learner Portal Guidance Volume I: Foundations of aXcelerate and SMS Management 14

14. Learner Portal guidance The Learner Portal gives students access to their learning journey within an organisation’s aXcelerate system. Students can view the workshops or classes they are enrolled in. They can further update personal contact information and provide supporting evidence as well as view training materials, complete assessments and review feedback from trainers or assessors. 14.1. Create a Learner User Profile and Set Permissions • A learner will automatically receive login details once their user account is created. Refer to Systems User Roles Guidance to create a user profile for learners. 14.2. Access The Learner Portal • The student should then receive the below email to create their account.

Demystifying the Process – EmpowerU: Understanding Assessments Part of the EmpowerU Support Series, this short, high-impact course gives learners a clear understanding of the types of assessments they may encounter and how to prepare for them effectively. From quizzes and essays to presentations and exams, this course provides practical strategies to help learners plan, perform, and succeed. What you’ll learn: • The purpose and value of assessments in the learning journey • Formats and expectations of quizzes, essays, presentations, and exams • Academic writing techniques and meeting marking criteria • Presentation skills, including visual aids and delivery tips • Time management and stress-reduction strategies • How to interpret and apply feedback for continuous improvement Why enrol? ✔ Understand the assessment process in vocational education ✔ Gain practical tools to study, prepare and present effectively ✔ Improve confidence, reduce anxiety, and stay on top of deadlines ✔ Develop lifelong academic and workplace performance skills Click below to enrol today!

Submitting with Integrity – EmpowerU: Plagiarism and Academic Integrity Part of the EmpowerU Support Series: Essential Skills for Success in Study, Work and Well-being, this short online course empowers learners to uphold academic and professional standards through ethical writing practices. It provides practical strategies, tools, and insights to recognise, avoid, and manage plagiarism while fostering a strong culture of integrity. What you’ll learn: • The meaning and importance of academic integrity • Common types and causes of plagiarism • How to use plagiarism detection tools effectively • Referencing and citation techniques to avoid unintentional plagiarism • How to evaluate real-world integrity scenarios • Strategies to build ethical habits in research and writing • Understanding your RTO’s policies and available support resources Why enrol? ✔ Avoid academic and professional misconduct ✔ Build confidence in writing and referencing ✔ Use tools and strategies to check your work before submission ✔ Foster a personal and professional commitment to ethical behaviour Click below to enrol today!

Client Portal Guidance Volume I: Foundations of aXcelerate and SMS Management 15

15. Client Portal Guidance The Client Portal can be configured to give access to selected clients to view Workshops or Classes they have students enrolled in, and with permissions, can even enrol employees directly. Clients can further update their personal employee profile information and view their course progress, as well as certificates awarded. Configure the Client Portal to include the enrolment review step to allow clients to review all details before finalising enrolment. Once you have watched the tutorial linked above, follow the steps below to implement carefully.

Professional Partnerships – QMS 2025 Third Party Management Policy Pack When engaging third parties to deliver services on your behalf, your RTO remains fully responsible for the quality and compliance of those services. This pack provides the essential tools to manage, monitor, and formalise third party arrangements in line with the Standards for RTOs 2025, specifically clause 4.2. Included in this pack: • Third Party Arrangements Policy & Procedure • Third Party Monitoring Checklist Form • Third Party Student Notification Form • Third Party Agreement Template • Third Party Agreement Register Click the image below to explore the pack.

Data Management & Reporting Guidance Volume I: Foundations of aXcelerate and SMS Management 16

16. Data Management and Reporting Guidance 16.1. aXcelerate Reports Once you have watched the tutorial linked above, follow the steps below to carefully implement them. 16.1.1. Access Reports • Select the Reports Tab from the dashboard. 16.1.2. Generate a Standard Report • Select Report Builder under the Reports Tab.

Custom Support for Complex Data – AVETMISS Data Support: One-on-One Session This targeted 1-on-1 session is designed for RTOs of all experience levels and focuses on resolving current AVETMISS reporting errors, improving your confidence in the reporting process, and preventing future issues. Whether you’re new to AVETMISS or knee-deep in NAT file chaos, we’ll guide you through it. Your session includes: ✔ A personalised 1-on-1 consultation with an experienced RTO Admin Consultant ✔ A review of your AVETMISS submission workflow ✔ Guided, hands-on troubleshooting in your Student Management System (SMS) ✔ Coaching to validate and verify your NAT files for submission readiness After the session, you’ll receive: • AVETMISS Reporting Guide – Includes common errors and how to fix them • Session Recording – For future reference and team training Click the image below to book.

Workflow Guidance Volume I: Foundations of aXcelerate and SMS Management 17

17. Workflow Guidance Once you have watched the tutorial linked above, follow the steps below to carefully implement them. 17.1. Set User Permissions • Navigate to the Settings tab and select System Users. Refer to System User Roles Guidance for further information. • Assign workflow-related permissions carefully, limiting full access to super users or administrators to avoid unintended mass actions. • Ensure users have permissions for automated tasks, but control who can see everyone's tasks. 17.2. Access Workflows in aXcelerate • Navigate to the Settings Tab and select Workflow.

Terminology Volume I: Foundations of aXcelerate and SMS Management 18

18. Terminology 18.1. Term Variations aXcelerate uses common terminology that encapsulates terms used in the Education and Training sectors. The system allows some flexibility, and the provider can nominate the preferred terms for roles and programs. Common Term aXcelerate Terms Person who facilitates training / assessment • Facilitator. • Teacher. • Trainer. • Instructor. Training Participant • Learner. • Participant. • Student. Work-based Learning Activity • Activity • Task • Job • Skill 18.2. Glossary of Terms Accredited Course in aXcelerate refers to a nationally recognised training product, including accredited courses, endorsed training package qualifications, units of competency and skill sets. Accredited courses lead to an AQF Qualification. Assessment Plan in aXcelerate are a way of linking assessment tasks to a qualification. They allow some structure to the order and sequencing of assessment tasks using legacy assessment resources. AQF Certification Documentation is the set of official documents that confirms that an AQF qualification or statement of attainment has been issued by an RTO or other AQF authorised entity to an individual. AQF Qualification means an AQF qualification type endorsed in a training package or accredited in a VET accredited course. 18.3. Common VET Terms AQF Australian Qualifications Framework ASQA Australian Skills Quality Authority - the national VET Regulator AVETMISS Australian Vocational Education and Training Management Information Statistical Standard CRICOS Commonwealth Register of Institutions and Courses for Overseas Students DPR Data Provision Requirements FPPR Fit and Proper Person Requirements FVRAR Financial Viability and Risk Requirements

18.4. Billing Models

Appendix Volume I: Foundations of aXcelerate and SMS Management 19

19. Appendix 19.1. Example Booking Confirmation Template

COAST WIDE TRAINING SOLUTIONS RTO Administration Support The team at Coast Wide Training Solutions offer in-depth expertise in aXcelerate, ensuring your systems are not just functional – but fully optimised. We provide comprehensive support across the student management lifecycle, including: • System setup and workflow configuration • Efficient data entry and maintenance • Automation of routine tasks • Reporting and compliance alignment • Troubleshooting and process improvement Our Administration Support Package allows you to remain focused on your core operations and reduce the costs associated with administration tasks that are not directly linked to producing profits. Reduce your administrative burden and outsource your RTO administration and student management work! Administration Package Retainers This service can be provided in addition to the RTO Compliance Support Package or as a stand-alone service. i. Admin Standard Package - Monthly retainer of 20 hours per month for ongoing administrative support. ii. Admin Premium Package - Monthly retainer of 40 hours per month for ongoing administrative support. Each package includes:  Allocated hours each month.  Administrative advice and guidance.  Regular consultation with designated administration support team.  Data management, review and support as required.  Access to our aXcelerate and Cloud Assess experts.  Professional Development to help grow your internal staff.  Phone and email support.  Monthly progress meeting via Teams. Note: Services will be charged on a monthly basis.  Retainer will be paid in advance and be “topped up” each subsequent month for hours used.  Unused hours will not roll over to the following month.  Additional hours over the retainer will be charged at a higher rate.  At cancellation or expiry of contract, any unused retainer will be forfeited. You will only pay for the hours you use.

Coast Wide Training Solutions Products All CWTS Products can be found on the website www.coastwidetraining.com.au/shop • Quality Management System. • Policies and Procedures. • Forms. • Templates. • Registers. ADM Administration Management ISS Information and Student Support Enrolment Privacy and Record Keeping Certificate Issuance Student information Student Support Complaints and Appeals OPS Operations Management HRM Human Resources Management Training and Assessment Strategies Industry Engagement Facilities and Equipment Delivery of Training Assessment Evidence Skills Recognition and Credit General Human Resources Trainer Assessor Competency and Professional Development Performance Management QCM Quality & Compliance Management GBM Governance and Business Management Registration and Scope Monitoring and Continuous Improvement Evaluation and Feedback Validation of Assessment Management and Governance Third Party Management Conflict of Interest Marketing Financial Management Work Health and Safety

Coast Wide can help you! These products and services provide you with the support you need to achieve and maintain RTO registration and compliance with the Standards, as well as to improve the overall services of your organisation. Let's grow your RTO together! To discuss one or more of these products and services, or to obtain a quote, please contact: E: admin@coastwidetraining.com.au W: www.coastwidetraining.com.au ABN: 71 674 767 447