Platform overview
A connected system, not a bundle of tools
Academywise is a student management system built around one record per student. Every module reads and writes that record, every rule is enforced by the system, and every action leaves a trail.
Architecture
How Academywise is put together
Five layers, each with a clear job. That's why a change in one place shows up correctly everywhere else.
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Portals
Staff app, student portal, agent portal and secure single-purpose pages for applicants, hosts, referees and verifiers.
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Workflows & rules
Admissions pipeline, offer and CoE gating, notice ladders, clash detection, warning ladders: pure, unit-tested rules.
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One student record
A PostgreSQL data model linking applications, courses, units, sessions, progress, fees, documents and events.
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Security layer
Row-level security on every table, role helpers and audited privileged actions.
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Connections
Microsoft 365, SharePoint, Moodle, Stripe, training.gov.au, assessments, VEVO and government reporting transports.
Customer workflow
The student journey, end to end
One application, from any channel
Applicants, agents and staff use the same 10-step application. Each submission lands in the admissions pipeline with consistent data.
Explore admissionsRules that run here
- Separate saved drafts for public, agent and staff
- Secure links for requested documents
- Every status change logged
Assessments, GS and a signed offer
LLN and digital-literacy invitations go out together. The Genuine Student assessment is reviewed, and the offer letter is signed online.
Explore offers and assessmentsRules that run here
- Offer expires 28 days after issue
- Guardian signature required under 18
- Signature, IP and device recorded
CoE unlocked only when it should be
For international students, Create CoE stays locked until the GS assessment is approved. Marking a student current sets up what follows.
Explore international studentsRules that run here
- GS approval checked again on the server
- Microsoft 365 and Moodle accounts provisioned
- Blank visa fields filled from VEVO checks
Timetable, attendance and results
Classes are timetabled with clash detection, trainers mark attendance, and unit outcomes are recorded against the same sessions.
Explore academic deliveryRules that run here
- Room, trainer and 60-minute travel clashes
- ESOS warnings below 85% and 80%
- Deferrals queue a PRISMS variation (14 days)
Fees that follow up on their own
Instalment plans are generated, notices go out on schedule, and students pay online from the portal.
Explore fees and paymentsRules that run here
- Reminders at 14, 7 and 1 day before due
- Overdue at 1, 7, 14 days · NOIC at 21
- Ledger written only after Stripe confirms
AVETMISS out, credentials issued
Readiness checks clear the gaps, NAT files export, and testamurs are issued with QR verification.
Explore government reportingRules that run here
- 10 NAT files from one dataset
- State exports with funding codes
- Every credential verifiable and revocable
Explore the product
See the modules your team would use every day
Choose a module to see how it looks and what it does. Anything still in development is labelled.
Every applicant, from first click to current student, in one pipeline
- 10-step guided application
- Clear status pipeline
- Secure document requests
- LLN and digital-literacy invitations
Illustration of the Academywise interface with sample data.
Every PRISMS deadline, counted down before it's missed
- Passport, visa & OSHC
- PRISMS 14-day register
- ESOS attendance warning ladder
- Attendance risk register
Illustration of the Academywise interface with sample data.
Find AVETMISS gaps before the validator does
- AVETMISS NAT files
- Readiness dashboard
- State AVETMISS exports
- Funding source rules
Illustration of the Academywise interface with sample data.
Timetables that catch clashes before your trainers do
- training.gov.au import
- Intakes with calculated dates
- Clash detection
- Attendance rolls
Illustration of the Academywise interface with sample data.
Fee follow-up that runs on schedule, not on memory
- Instalment generator
- Payments & receipts
- Credit notes
- Online payments with Stripe
Illustration of the Academywise interface with sample data.
Certificates anyone can verify in seconds
- Template library
- Custom HTML templates
- Eligibility checks
- QR verification & revocation
Illustration of the Academywise interface with sample data.
Modules
Twelve modules, grouped by what they do
Student lifecycle
- Admissions & enrolmentA guided online application, document requests, assessments and e-signed offers: one pipeline from applicant to current student.
- Academic deliveryCourses, classes, timetables with clash detection, attendance rolls, unit results, RPL and credit transfer.
- Fees & paymentsFee schedules, receipts, credit notes, Stripe payments and an automated reminder, overdue and NOIC ladder.
- Student portalStudents see their course, timetable, results and fees, pay online, update their details and complete surveys.
Compliance & reporting
- Government reportingAVETMISS NAT exports with readiness checks, state reporting, USI validation, 24 reports and scheduled email reports.
- International studentsPassport, visa and OSHC tracking, a PRISMS 14-day variation register, ESOS attendance warnings and GS-gated CoEs.
- Documents & credentialsTestamurs, statements of attainment, records of results and offer letters with QR verification and revocation.
- Quality & standardsA compliance workspace for the 2025 Standards for RTOs and ESOS: evidence, policies, registers, governance and staff.
Growth & operations
- Education agentsAgent applications with referee checks, agreements, a full agent portal, commissions, claims and agent training.
- Work placementPlacement agreements, host onboarding, MOUs with e-signing, checklists and hours logged by hosts and students.
- Leads & communicationsLead management with Meta lead ads, team tasks and digests, plus a complete communication log and role-controlled email templates.
- Data migrationImport students, enrolments, results, notes, CRICOS and PRISMS history from aXcelerate, Meshed or AVETMISS NAT files.
Roles
One platform, a view for every role
What they see
- Applications by status, from direct, agent and staff channels
- Document requests and assessment invitations
- Genuine Student review and offer register
- One-click actions grouped by communications and documents
Access is enforced by database security policies for each role.
What they see
- PRISMS 14-day variation register with countdowns
- ESOS attendance risk register
- AVETMISS readiness dashboard and NAT exports
- Standards evidence, policies and registers
Access is enforced by database security policies for each role.
What they see
- Your timetable and sessions
- Attendance rolls for your classes
- Unit progress and results for your students
- No access to other trainers' students
Access is enforced by database security policies for each role.
What they see
- Instalment schedules and credit notes
- Payments, receipts and online payments
- Automated reminder, overdue and NOIC notices
- Appeals and extension decisions
Access is enforced by database security policies for each role.
What they see
- Your students and their application status
- Enrol a new student
- Agreements, documents and commission claims
- Training modules, quiz and certificate
Access is enforced by database security policies for each role.
What they see
- Summary with today's classes and balance
- Course progress by unit
- Weekly timetable
- Online payments and verified contact updates
Access is enforced by database security policies for each role.
Feature status
What's available, and what's still coming
We label every capability honestly. Most of Academywise is in production use today; some connections need your own account, and a few government integrations are built but waiting on access.
- Available
- Implemented and in production use today.
- Needs your account
- Built in. Connects once you add your own account or credentials for the third-party service.
- In development
- Built in test mode. Not yet available for live use.
In development In development
USI Registry verification
Verify USIs against the national registry (OSIR B2B). Built and tested in mock mode, and awaiting government access.
Government reportingVET Data Streamlining (STARS)
A mapper from the reporting dataset to the VET Information Standard, with local pre-validation and a submission log. In development ahead of the national transition.
Government reportingPRISMS API
Create and retrieve CoEs and send supported variations straight to PRISMS. Built and running in test mode while Department of Education access is arranged; test results never touch compliance records.
International studentsMobile number changes by SMS code
SMS verification is built and runs in test mode until an SMS provider account is connected.
Student portalSMS messages
SMS sending is built and runs in test mode until an SMS provider account is connected.
Leads & communicationsAutomatic allocation of online payments to instalments
Online payments are recorded on confirmation; allocating them to instalments is done by staff today.
Needs your account Needs your account
These are built into Academywise and switch on once your organisation provides its own account or credentials.
- Microsoft 365 accounts
- SharePoint documents
- Moodle accounts & progress
- Stripe payments
- LLN Robot
- Digital Robot
- vsure (VEVO) checks
- Meta lead ads
- Transactional email (SMTP2Go)
See Academywise with your own workflows in mind
Book a guided demo. Tell us how you run admissions, delivery and compliance today, and we'll show you the parts of Academywise that matter to you.
- Walkthrough tailored to your modules
- Discuss migration from your current system
- Clear status on every feature