Configuration and Set Up
Introduction
Before working on your system, you need adequate information about your college. This tab allows you set preliminary information and setup to ensure your college data is accurate, consistent, and ready for system use.
To configure and set up your menu:
Go to Admin > Configuration and Set Up
The Setup menu tabs appear automatically on the right side of the page.
Configuration and Set Up
This tab allows administrators to configure the main settings and reference data that control how the system works. Before staff start working with student applications, agent registration, and leads, these options should be set up and reviewed so that the system correctly reflects your college’s structure, policies, and compliance requirements.
College Info
This menu allows you to enter the following relevant information about your college:
General Information
AVETMISS Training Organisation Identifier (TOID) for state (These identifiers usually include 5 zeros and the RTO number e.g. 0000012345)
College Address in Australia
SMS Configuration (optional module)
VSL Information (only if the college provides any student loans)
Bank Details
How to Set Up College Info
From the Homepage, click Admin > Configuration and Setup > College Info
Enter information
Click Update to save.
You must have a SAdmin (Super Administrator) role to set up information.
Multi-factor Authentication
Multi-factor authentication (MFA) requires users to verify their identity using multiple factors. This adds a layer of security to protect sensitive information from unauthorized access.
How to Configure MFA?
Only SAdmin Users have access to the Admin > Configuration and Setup > Multi-Factor Authentication menu tab.
Navigate to the MFA Configuration tab.
By default, MFA is disabled in a Meshed Platform until it has been enabled by a ‘SAdmin’ User.
MFA is enabled by selecting Enabled. When MFA is enabled, the additional configuration fields are displayed.
The user receives the OTP via email or an authenticator app
MFA can be applied individually to the following User roles:
Staff
Student
Teacher
Agent
Click Setup to save the changes.
The MFA configuration history is displayed.
Refer to https://meshedgroup.atlassian.net/wiki/x/AYACi for more information about Meshed MFA and how to manage users and logins.
Course Type
It displays the types of courses available on the Meshed Platform, such as VET, ELICOS, and Short Courses.
Enrolment Fee
This menu allows you to set Enrolment fee information for each course. To set up, follow instructions below:
Click Admin > Configuration and Setup > Enrolment Fee
Enter the enrolment fee, e.g., AUD200.00
Enter the validity date (fee valid until date)
From the dropdown, select Course type e.g., ELICOS, Short Course, VET
To apply the same enrollment fee to all courses, select 'All Course'. To apply it to a single course, select 'Selected Course' then choose the course by ticking the checkbox or boxes from the course list
Select Student Origin(s)
Click Setup.
Note: You can set different enrollment fees for each course. You can also set multiple enrollment fees for one course, which staff can select via the admin portal. Student applicants cannot choose enrollment fees in the public portal
OSHC Info
This menu allows you to setup Overseas Student Health Cover (OSHC) information and fees in your system.
Information entered here will appear on the student application, where students can choose to include this service. To set up, follow the instructions below:
Click Admin > Configuration and Setup > OSHC Info.
Choose the provider name from the drop-down menu. If no provider information exists, click Add New Provider.
Select OSHC Type from the drop-down menu, e.g., Single, Couple, Family. If no information exists, click Add New Type.
Select OSHC Duration from the drop-down menu. Duration ranges from 3 to 24 months, depending on the OSHC provider.
Select Validity Start and Finish Date for OSHC coverage.
Enter the OSHC fee and click Add.
To set an active provider, tick the box next to the provider(s) and click Set Active.
You may also import the OSHC price list by downloading the available template.
Click Download template tab to open the predefined Excel spreadsheet, then click Enable Editing.
Enter Provider name, OSHC type, Duration/month, OSHC fee, and validity dates. Do not remove the column headings.
Save the file to your desktop, return to the page, and click Choose File.
Upload the saved spreadsheet
Offer Document Checklist
This allows you to determine the documents applicants must upload at the final step of the online application. These documents should meet the College's application requirements. The system supports different documents for student origins: overseas (offshore), overseas in Australia (onshore), or resident/domestic. Examples include birth certificate, passport, and academic transcripts.
How to setup Offer Document Checklist in the System
Go to Admin> Configuration and Setup > Offer Document checklist
Type in Document Name e.g. Birth Certificate, Passport, etc.
Select the Document type
Document Type
The system provides two predefined values for Document Type:
In_application groups documents required before the offer and submitted during Step 5 of the application process.
Post_application groups documents required after completing the application process.
Users can configure custom values for Document Type using the System Field Setup feature. They can also set custom values for Document Status to track documents (for example, approved, pending, etc.).
Select Set Compulsory if the document is mandatory.
Select Set Active to make the document active in the checklist.
Select the applicable Student Origin/s for the document.
Click Add Document.
The new document will be added to the Offer Document list
Action Icons
Note: You can delete the document only if it hasn't been used in any application. Otherwise, you can make it inactive if it's no longer relevant.
Agent Document Checklist
This tab allows you to create Document checklist for Agents. This checklist appears on the Agents Registration form. To set it up, follow the instructions below:
Click Admin > Configuration and Setup > Agent Document Checklist
Enter Document name
Select Set Compulsory if the document is mandatory.
Select Set Active to make the document active in the checklist.
Click Add Document to save.
Action Icons
Note: You can delete the document only if it hasn't been used in any application. Otherwise, you can make it inactive if it's no longer relevant.
Agent Status
Agent status defines categories for agents. For example, after applying to your college's agency, an agent may receive "provisional" status; once signed, they receive "active" status. Follow the instructions below to set up agent status categories.
How to setup Agent Status
Go to Admin > Configuration and Setup > Agent Status.
To enter a new agent status, type the Status Type (e.g., Provisional, Active).
Tick the Publish under Agent List box to publish this agent on your website.
Select the contract duration.
Duration indicates how long the status is valid. For example, a 12-month contract refers to the contract period.
Click Add.
Action Icons
Country List
From this menu, you can add or delete countries used by the system when generating offer letters. The system populates the country list from the NCVER AVETMISS text file.
How to setup Country List?
Go to Admin > Configuration and Setup > Country List.
To add a new country to the list, enter the country name, country code region, country level, and ABS value
Click Add
Action Icons
Language List
This menu allows you to set up language list of all the countries. To do this:
Go to Admin > Configuration and Setup > Language List
By default, all the list of languages will be displayed.
To add a new language, enter the language and the ABS Value on the field provided
Click Add
Student ID Format
A student ID is a unique number assigned by an education provider. It identifies the student within the institution and is essential for their academic and personal records.
Student ID Format allows you to set initial parameters for automatic ID creation. It combines four types of information to generate IDs: Country Code, Alphanumeric, Year Digit, and Number (Auto or Random).
The system uses this information to generate student ID once the Certificate of Enrolment (CoE) is issued for the student.
How to setup Student ID Format
Go to Admin > Configuration and Setup > Student ID Format.
Set Order Set = 1 for Country Code (061) if you want the country code at the start of the Student ID.
In most cases, you don’t need this. You can choose Not Used instead.
Set Order Set = 2 for Alphabet (ID).
This puts the Alphabet (ID) in the second position of the Student ID.
The alphabet can be up to 5 letters or numbers (not including “ID”) and usually represents your college code
Set Order Set = 3 for Year Digit.
This puts the Year Digit in the third position of the Student ID.
Use 4 to show the full year (e.g. 2025).
Use 2 to show only the last two digits (e.g. 25).
The Order Set value defaults to 4 for Auto Number or Random Number and cannot be changed.
Auto Number - Max 6 digits. Auto increment. This value is the starting point.
Random Number - Max 6 digits. This value is the number of random digits, where D is the random number.
After selecting all parameters for your student ID, click Preview.
Click Setup to save your preferred Student ID format. The system will then use this format to generate Student IDs for students.
Notes:
The suggested format is YYYYDDDD (which uses the combination of 4 digit year and 4 digit number providing option to have up to 9999 student in any given year with this format).
Aside from Order Set 4 (Number), Order Set 1–3 are optional. Set any of them to Not Used if you don’t want to include the Country Code, Alphabet (ID), or Year Digit.
The ideal student ID format is 10 characters. Having a student ID format longer than 10 characters can affect the AVETMISS, TCSI and eCAF reporting.
Certificate ID Format
This menu allows you to set a predefined format for the certificate ID of your choice. You can control the ID format for all certificates you generate for students, such as statements of attainment, duplicate certificates, transcripts of grades, and transcripts of competencies.
How to setup Certificate ID format?
Go to Admin > Configuration and Setup > Certificate ID Format.
On the drop down menu, select Certificate type
Select Type, Prefix, Auto Number and Suffix for your chosen certificate
To view a sample Certificate ID format, click Preview.
Click Set Format to save your setup.
Result Grade
This menu allows you to setup all the preliminary information required for grading result for your college. This information will be used by the system for grading purposes when processing the final result.
How to set up result grade in the system?
Go to Admin > Configuration and Setup > Result Grade
Select Grading Type
Choose whether to Use Marks
Choose whether to Use in Final Calculation
Select the appropriate Outcome Code from the dropdown
Enter Transcript Display, Description, and Grade
Select the appropriate option if this grade is used for TCSI reporting
Click Add New to save the new result grade
The new grade result will appear in the list below
Action Icons
Common Grading Types
There are several common types of grading used by education providers. These include:
Competency-based: Assesses skills against clear criteria or learning outcomes. Common in vocational and professional training.
Marks-based: Uses numerical scores (e.g., 0–100). Final grades are calculated from marks across tasks using the provider’s weighting rules.
Pass/Fail: Shows whether minimum requirements are met. Focus is on meeting the standard, not ranking performance.
Each grading type has strengths and weaknesses; the choice depends on the educational provider, course, subject, and context.
Note: You can set up different grading types in the Meshed Platform and use them for various course subjects.
Intervention Strategy
A student intervention is a proactive approach to identify and address academic, social, or behavioral concerns that may be impacting a student's performance or well-being.. The goal is to help the student overcome specific issues so they can succeed at school.
An intervention may involve a collaborative effort between teachers, counsellors, parents, and support services. Common examples include tutoring, counselling, mentoring, or behavioral support.
This menu allows you to set up and manage intervention strategies in the system, based on your education provider’s policies and procedures.
How to setup Intervention Strategy?
Go to Admin > Configuration and Setup > Intervention Strategy.
A default list of existing intervention strategy will come up
To delete an intervention type, click the delete icon (
)
To add a new one, select Intervention Type
Enter Strategy
Click Add New
The newly added intervention strategy will appear in the list below.
Note: User must set up intervention type and strategy before using Compliance: Intervention feature. It will be used later during recording of intervention cases for specific students and their courses to support them.
System Fields Setup
This tab allows you to configure custom types and values for some fields in the system. The custom types and values will be displayed as options that can be selected typically in a drop down list.
How to setup System Fields?
Go to Admin> Configuration and Setup > System Fields Setup