Online Enrolment for a Training Provider
End-to-end online enrolment with course discovery, application forms, USI validation, payment processing and automated communications. Replaced manual enquiry-to-enrolment workflows.
Private training provider — short courses and professional development
A Perth training provider offering 60+ short courses and professional development programs — workplace safety, first aid, construction induction, leadership and project management. They ran 400+ course instances per year with 3,000+ learners.
Enrolment was a manual process. Potential learners enquired by phone or email, received a PDF enrolment form, filled it out (often incorrectly), returned it by email, then paid by bank transfer or card over the phone. Each enrolment took 15–20 minutes of admin time.
What needed to change
Enquiry-to-enrolment conversion was low. Potential learners dropped off at every step — waiting for a callback, receiving the form, filling it out, returning it. The provider estimated a 40% drop-off rate between initial enquiry and completed enrolment.
Forms came back incomplete. USI numbers missing, workplace details wrong, payment not attached. Admin staff spent 3–4 hours per day following up on incomplete applications — phone calls and emails to get the missing information before they could process the enrolment.
No visibility into upcoming course capacity. Admin tracked course numbers in a spreadsheet. Deciding whether to open a new course instance, close bookings, or waitlist required manual counting. Popular courses sometimes oversold.
What we built
A complete online enrolment system — course discovery, application with smart validation, USI lookup, online payment and automated acceptance — all self-service and available 24/7.
Course Catalogue
Searchable course catalogue with descriptions, schedules, pricing and availability. Learners find and compare courses without phoning the office.
Smart Application Form
Dynamic enrolment form that adapts based on course type. Real-time validation prevents incomplete submissions. USI lookup integrated to verify student identifiers instantly.
Online Payment
Credit card and PayPal payment at the point of enrolment. Employer-funded enrolments generate a purchase order for invoicing. Split payment options for longer programs.
Automated Workflow
Application submitted → payment processed → enrolment confirmed → pre-course information sent → reminder before course date. Fully automated — zero admin required for standard enrolments.
How it works
Learner finds the course
Browses the course catalogue, filters by topic, date or location. Sees availability, pricing and what is included. Clicks "Enrol Now."
Completes the application
Fills out the dynamic form — personal details, USI (verified in real time), employer details (if applicable), special requirements. Validation prevents submission until complete.
Pays online
Pays by card, PayPal or generates an employer invoice. Receipt issued immediately. Enrolment confirmed on screen and by email.
Receives pre-course information
Automated email with course details — location, time, what to bring, parking information. Reminder sent 48 hours before the course.
Admin sees the dashboard
All enrolments flow into the admin dashboard. Course capacity updates in real time. Reports show enrolment trends, revenue and conversion rates.
Measurable outcomes
We went from processing 30 enrolments a day with 3 staff to handling 90+ enrolments per day with almost no admin time. Learners enrol at midnight, on weekends, from their phones. The system just works.
How we delivered it
Enrolment Funnel Analysis
1 weekMapped the full enquiry-to-enrolment journey. Identified every drop-off point. Analysed 3 months of incomplete applications to categorise the most common issues.
Platform Build
4 weeksBuilt the course catalogue, smart application form, USI integration, payment processing and automated communications. Mobile-first design for learners enrolling from phones.
Admin Dashboard
2 weeksBuilt the admin interface for managing courses, instances, capacity, waitlists and reporting. Connected to existing SMS for learner record synchronisation.
Launch & Optimisation
1 weekLaunched with all current courses. Monitored conversion funnel for the first month. Made 3 rounds of form optimisation based on real user behaviour data.
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