Additional Options allow you to set or change a number of system variables. These variables include items such as finance-related default information, custom fields, calendar colour codes and customised assessment methods and more.
Tip: If you are unsure of an item mentioned, please search our Guides for a related article.
Add a custom field
Custom Fields allow you to add new fields to the Contacts, Class Enrolments, Student Activities, Classes, Workshops, Workshop Bookings, Sales Representatives, the Contact Portfolio and Student Activities. Adding a new field allows you to store further information that may not have an existing field in aXcelerate. These can be reported on and used in templates.
- Click the Add/Update Custom Fields button
- Click the Add New Custom Field button
- Enter a Field Label
- Enter a Variable Name
- Select a Field Type
- Select an option from the Links To dropdown
- Click Submit
Tips: To update, delete, or inactivate a custom field, complete step one and then select the applicable icon aligned with your custom field.
To activate an inactive custom field, complete step one, click the inactive tab, and click the activate icon.
Notes: The setting for 'Global Custom Fields' must be enabled for the Add/Update Custom Fields button to appear.
The Variable Name is what is used with the API or Templates. Special Characters and spaces are not permitted in this field. This name will be prefixed with "customField_" when used.
Warning: You cannot delete a Custom Field that is currently being used. In this case, we recommend inactivating these.
Customise your assessment methods
These assessment methods link through to standard assessments and can be pulled through to templates.
- Click the Yes radio button against the Customise Assessment Methods field.
- Enter the applicable Alias for each original label
- Enter the applicable Abbreviation for each original label
- Click Save Additional Settings
Tip: If you have the Online Assessments Feature Enabled, a button will show to "Add/Update Assessment Types." These are your Assessment Types. These can also be accessed via assessments > assessment types. For more information on our Online Assessments feature, please see our section on this.
Configure admin calendar settings
This configuration allows you to set how you wish your calendar to appear and what functionality you wish to allow. These settings will only appear if you are using the new calendar framework. If you are not using this, the field will appear as "Calendar Categories".
First hour and Last Hour to display
These dropdowns allow you to set what time your calendar starts at and what time it stops at.
This function allows you to choose if you wish to allow the drag-and-drop functionality in the calendar. When enabled, this allows calendar events, workshops, and other event types to have their start and end times altered via drag-and-drop and resize on the calendar.
These categories allow you to colour coordinate your calendar with labels applicable to you.
Tip: To use the new calendar framework, set the "New Calendar Framework" setting to Yes.
Note: If you would like to colour coordinate your Workshops or Classes, Training Categories can be used for this.
Configure basic settings
Trainer's Access to Resources
This setting controls your trainer users access to resources. When this option is set to Restricted, trainers will only see resources relevant to their training areas. These training areas are determined by the competencies set in the trainer matrix. This also means if a resource is not training related a trainer will not be able to see it.
Use CPD units
This checkbox allows you to track Continuing Professional Development (CPD) points or hours. If checked, another field will show for Common Term for CPD Units. This is as some organisations track CPD units as hours and some as points. You can use this field to enter the name of units that you use to track CPD activities. Be sure to enter the singular common term, not plural.
Organisation Email Text Colour
This field determines the default text colour of any emails that are sent from aXcelerate. It requires a valid hexadecimal colour code to function properly. The default colour code used in this field is #000000 for black.
Contact Record Photos
This field allows you to specify whether contact record photos use the .png, .jpg or .gif file format.
Legacy Calendar - Display Client
These fields only applies when the legacy calendar is on. When enabled this field will show client details on the calendar.
Legacy Calendar - Display in-house
These fields only applies when the legacy calendar is on. When enabled this field will show In-House Workshop details on the calendar.
Legacy Calendar - Display Location
These fields only applies when the legacy calendar is on. When enabled this field will show location details on the calendar.
Legacy Calendar - Display Participants
These fields only applies when the legacy calendar is on. When enabled this field will show participant details on the calendar.
Legacy Calendar - Display room name
These fields only applies when the legacy calendar is on. When enabled this field will show Room Name details on the calendar.
Legacy Calendar - Display time
These fields only applies when the legacy calendar is on. When enabled this field will show Time details on the calendar.
Legacy Calendar - Display Trainer
These fields only applies when the legacy calendar is on. When enabled this field will show Trainer details on the calendar.
New Calendar Framework
To enable the new calendar framework, this setting should be set to yes. When this is enabled, none of the legacy calendar settings apply. This will also enable the field "Admin Calendar Settings".
Tip: For further information on our New Calendar Framework, please see our article on the Calendar.
Student Portal: Students can Update Details
Students can update their own details through a menu option on the student portal.
Organisation special requirements
If checked, this will allow you to display special requirements on workshop bookings or class enrolments.
Don't issue certificates if fees are outstanding
If checked, this will prevent a user from issuing a certificate if there are fees outstanding on an enrolment.
Record setup, break and packup times
When checked, this will allow you to record setup, break and pack up times against workshops.
Configure finance settings
When configuring your aXcelerate account you have the option to change some of the Finance settings and defaults used throughout aXcelerate to accommodate your business needs.
Current Tax Rate for Fuel Reimbursement
This field allows you to specify the current rate of reimbursement for each kilometre travelled by your Trainers in their own cars for business purposes. This rate is being used to calculate reimbursement for kilometres travelled in conjunction with delivery of training programs (workshops).
Late Fee for Invoice Settlements
This field allows you to set a flat late fee for any invoices created in the aXcelerate system (for organisations that wish to use system generated invoices).
This allows you to choose the accounting software used by your organisation if you have purchased a Financial Integration feature. If you are using Xero Finance Integration, the accounting software will automatically display for you.
Invoice Number Prefix
This allows you to enter a custom prefix used when issuing invoices. We recommend using AXI or AXIN to assist in distinguishing invoices created in aXcelerate from invoices you may have created in an external finance system.
Invoice Number Padding
This field allows you to specify the total number of digits displayed for invoice numbers. To describe for you, for invoice #152, a padding value of 5 and a prefix of AXI will result in an invoice number of AXI00152.
Invoice Number Seed
The Invoice Number Seed field allows you to enter the first invoice number to be generated from within aXcelerate. This then allows for the continuation of invoice numbering from a previous finance system.
Warning: The Invoice Number Seed can only be set once and will be locked once set. Do not edit this field if you are unsure.
Default Invoice Due Date Offset
This setting is the default number of days after the invoiced date that the invoice is due. By default, this is seven days, however, this can be changed using this field.
Overwrite Invoice Date when finalising
This option allows the 'invoice date' to be automatically entered as the date that the invoice was first raised, when a user creates an invoice in aXcelerate. With this system setting switch to YES, the invoice date is automatically changed/set to the date on which the invoice was finalised (completed).
Postage Finance Code
The Postage Finance Code specifies the finance code to which shipping or postage amounts are assigned when exporting to MYOB or XERO.
Credit Note Number Prefix
Credit Note Number Padding
Credit Note Number Seed
The Credit Note Number Seed field allows you to enter the first credit note number to be generated from within aXcelerate. This then allows for the continuation of credit note numbering from a previous finance system.
Warning: The Credit Note Number Seed can only be set once and will be locked once set. Do not edit this field if you are unsure.
When this feature is enabled the invoice and credit note line item editor will warn you if all line items do not have the same domain. This can also be enabled on the MYOB setup page.
If you have the MYOB Account right export feature enabled, this setting will also enable the ability to map aXcelerate domains to MYOB Categories.
To access this, navigate to the MYOB Export section and select the "Categories" tab.
If you do not use MYOB or domains in MYOB, do not enable this feature.
Warning: When exporting to MYOB the domain specified to the very first line item determines the Category that will be assigned inside MYOB. (This is a limitation of MYOB's API)
Finance - Data Export Feature
Finance - Payment Plans
Configure enrolment and course settings
When configuring your aXcelerate account you have the option to change some of the enrolment and course settings used throughout aXcelerate to accommodate for your business requirements.
Post Workshop Trainer Survey
This setting allows you to select the generic survey completed by the Trainer after each Workshop. You will have to create the survey in the surveys system before it will appear in this list. Once you have selected an option here, you will be able to apply post-workshop surveys for trainers to complete themselves for any workshop instance. To apply a survey, click the dropdown and select a survey from the list, then submit the page.
Default Student Role
This dropdown determines the default student role used when creating new student users manually or automatically.
Auto Generate Student Users
Automatically generates a user record for a student when enrolling into a Workshop, Class, E-Learning or Online Assessment. This is recommended if students will be using our learner portal. The Contact must have a valid email address and the default Learner role must also be set.
For clients using Online Assessments, students users will always be generated. This setting determines whether they will get the notification or not. If generating for any course type a notification must also be sent for Online Assessments.
Student Portal Custom Menu Link
This field allows you to add a new menu item (that is simply a link) to the student portal that will appear just to the right of the 'Home' menu item. Ensure you fill in both the text and a fully qualified URL (must contain http:// or https://) to add a custom menu link in the Student Portal.
Class Matrix Workshop Enrolment View
When enabled, this setting adds an additional Workshop Enrolment view to the class matrix. This view allows you to see a range of additional information from the class that relate to the students overall enrolment. This is information such as further student details (eg, Contact ID) and further enrolment details (eg, Award Issued Date).
Marketing - Follow-up notification
When enabled, this will send a user a notification when a follow-up task is created for them.
Multi-enrolment template option
You should enable this option if your training organisation has a requirement to send templates to students with information for more than one enrolment on the same template.
New Attendance Marking BETA
When this setting is set to 'yes', this enables the new tablet-friendly attendance marking form. This then replaces the legacy attendance page.
Portfolio - Licence and Registration Expiry Date is Mandatory
Student can contact Trainer
Subject Certificate Extra Category
Sync subject dates with linked workshop
When disabled the Legacy Trainer Competencies option (access via Contact > Trainers) will no longer appear. When enabled you can record train/assess competency against accredited programs and subjects for trainers. When creating accredited classes and workshops, trainers will be filtered according to their assigned competencies.
Tip: This has now been replaced by our Trainer Matrix Feature. Please see our article on the trainer matrix for more information.
This setting will be enabled by default.
Workshop Booking ID column
Workshop In-house Group Pricing
Workshops: Full Notification
Workshops: In-house Bookings for Contact