Highlights of VETtrak’s 19.1 Release

Full release notes

As always please do look at the full release notes to learn more detail around this release, check out the webinar recording, join the discussion on our community, and follow us on LinkedIn, Twitter or Facebook to ensure you’re across all our latest news.

Please ensure that prior to updating to 19.1, that any reporting for 2018 has been completed.

About 19.1

We’re all really excited to share with you what our team’s been working on to ensure that our users, their trainers and students, get more out of VETtrak. Below we unpack the new, and important benefits unlocked in the latest VETtrak 19.1 release.

To give you a sense of the scale of this major release, it involved contributions from a team of developers, UX experts, product leads and testers. In total, the release comprised in excess of 100 user stories and 1,000 development hours.

VETenrol, Student & Trainer Portal overview

We’ve listened to user feedback and made changes across our suite. As a result of this consultation, VETenrol now has a two-step enrolment process, the Trainer Portal has a class-level UI called “MyCourses,” and QR code attendance to streamline enrolments.

QR Attendance

Simplifying the Trainer experience is foremost in our minds in this release. Here we build on the work we’ve done in our previous release’s mobile-first attendance recording. With QR code attendance trainers can simply scan a student’s QR code with a camera to automatically record their attendance. It’s really as simple as that. Student QR codes can be generated and distributed directly from VETtrak itself.

2-step enrolment

Again, this feature is a result of close consultation with our customers. Users have told us that in some instances they need to initiate the enrolment process by capturing payment and contact information, before later completing their enrolment paperwork. This feature does just that. Rather than users leaving this information outside of VETtrak until further in the process, now they can stagger their information gathering, and give students the flexibility to complete their documentation in their own time.


Here we put Trainers top-of-mind. We know trainers want to spend their time educating students, not navigating software, so we’ve simplified the process. Whereas before the Trainer Portal required trainers to search by student name to update unit/course information, now their students are also clustered by class cohort. A Trainer can look at a given class and view all students within the course and make whatever changes they require. It’s quicker, it’s more intuitive, and it reduces potential mistakes.

VETtrak Product Overview

In this release we’ve made efficiency changes that impact improved waitlisting functionality by wedding it to triggers and actions, 1-process scope importing from TGA, and the new and improved client importer.

Client importer

This new importer not only allows importing of custom fields, it radically simplifies that process by allowing users to choose which field in their spreadsheet should map to which VETtrak field. Users of other features like Data insights will be familiar with the meta-data importing interface used to map spreadsheet data to VETtrak fields. It’s more flexible, robust, has more advanced validations and it provides clear advice to accompany any errors.

Triggers and actions for waitlisting

Like so many of our other refinements, this was driven by user feedback. This enhancement of waitlisting allows users with multi-step enrolment processes to nurture students through this process by triggering SMS, email or messages to advance them through the process. This might be used when reviewing a portfolio, interview, or other validations are necessary parts of the process. Separately, this can be used to notify those students awaiting a place in a course that they are now able to enrol and send the necessary documentation to progress their enrolment.

TGA scope importer

This is a 1-process, 3-click solution for importing up-to-date course scope into VETtrak. For new customers this allows them to import their entire scope, for existing customers, this will import any changes to their existing scope. Users don’t need to know anything about their scope, they can just click and allow VETtrak to do the rest. However, we know that many RTOs customise their unit offering, so this importer still allows the flexibility of mapping the appropriate units across to the associated course.

Still have questions or want to discuss your update with support? Contact us on 1800 VETtrak or via support@vettrak.com.au.