Enrolments

Summary

Enrolment links a learner to a programme and starts the compliance clock. This guide walks you through enrolling a single learner, enrolling a whole cohort in one pass, reviewing and managing existing enrolments, and importing enrolments directly from a SIMS student registry CSV. QCTO expects learner records to be submitted within 21 days of enrolment, so the workflow is built to get you there quickly and cleanly.

Who This Guide Is For

• Provider staff who enrol learners into qualifications
• Administrators managing cohort intakes
• Operations teams migrating from a legacy SIMS

Prerequisites

Before you begin, ensure you have:

• Learner records captured (see Managing Learners)
• At least one programme configured with available seats
• For SIMS import: a student registry CSV export

Step 1: Enrol a Single Learner

Navigate to Learners → Enrol Learner.

The wizard runs in four steps:

1. Select Programme — search by title, code or cohort. The seat meter shows remaining capacity and the readiness panel flags anything that could affect QCTO compliance.
2. Select Learners — pick one or many.
3. Confirm — set the start date and any optional funding or workplace details.
4. Done — a success screen confirms the enrolment and shows the 21-day QCTO submission countdown.

Tip: You can also start enrolment straight from a learner’s profile or right after adding a learner — the wizard pre-selects them for you.

Step 2: Bulk Enrol a Cohort

The same Enrol Learner wizard supports multi-select on the Select Learners step.

1. Choose the programme and intake.
2. Select every learner who belongs to that cohort.
3. Confirm shared dates and details once.
4. Submit to enrol the whole group in a single pass.

Tip: Prefer catalogue-linked programmes — they are export-ready, so bulk-enrolled cohorts pass QCTO checks without extra mapping.

Step 3: Review and Manage Enrolments

Navigate to Enrolments.

The enrolments list shows each learner, their programme, enrolment date, status and QCTO submission status. From here you can:

• Search and sort across all enrolments
• Open an enrolment to view or update its details
• Track which enrolments still need to be submitted to QCTO

Use the stats bar at the top to see totals at a glance.

Step 4: Import from SIMS

If you are migrating from a legacy student information system, navigate to Enrolments → Import from SIMS.

1. Click Import from SIMS to open the modal.
2. Upload your SiMS student registry CSV. Recognised trade students (e.g. Plumber, Electrician, Bricklaying) are mapped to their programmes and enrolled automatically.
3. Optionally tick Also create Learner login accounts for students with an email.
4. Click Dry-run preview first to see exactly what will be created and enrolled.
5. When the preview looks right, click Import.

Tip: Always run the dry-run preview before a real import. It is the safest way to catch mapping issues before any records are created.

Common Mistakes to Avoid

1. Enrolling into a full programme — check the seat meter before confirming.
2. Missing start dates — the 21-day QCTO clock runs from enrolment; set accurate dates.
3. Skipping the SIMS dry-run — always preview before importing.
4. Double-enrolling — check the enrolments list before re-running an import.
5. Ignoring submission status — enrolled is not the same as submitted to QCTO.

Verification Checklist

Before moving on, verify:

• A single learner enrolment completed and shows the QCTO countdown
• A test cohort was bulk-enrolled successfully
• Enrolments appear in the Enrolments list with correct programme and date
• A SIMS dry-run preview produced the expected mapping
• Submission status is tracked for new enrolments

Next Steps

• Managing Learners — Capture learners before enrolling
• Offerings & Intakes — Configure cohorts and seat capacity
• QCTO MIS Exports — Submit enrolment records to QCTO