Gotchas

The wizard does a lot for you automatically: saving, locking fields, filling in values, clearing values that no longer fit. That's helpful, but it can catch you out if you don't know it's happening. This page collects every one of those moments in one place.

Saving and editing

Cancel does not save, and doesn't warn you. Anything typed on the current tab since the last save is lost. Select Save Draft before Cancel if you want to keep it.

Changing tabs saves the draft for you. Clicking a tab, Previous or Next saves first. If the save fails, you stay on the same tab. That isn't the wizard being stuck; read the message and fix what it says.

Some features only work on a saved draft. Uploading documents, setting funding codes and adjusting dates in the study plan all need the application saved at least once. The controls say so: Save draft to enable uploads, Save draft first before editing.

Two people editing the same draft. If someone else saves the draft after you opened it, your next save is refused with Draft changed elsewhere. You have to reload, which loses what you hadn't saved. Agree who's working on a draft.

Linked applications for imported students may carry bad addresses. When you use + Program on a student imported from another system, the new application starts from that student's existing details. Imported street and postal addresses are often incomplete or oddly formatted, and the readiness bar may not point them out. Check both addresses by hand before submitting a linked application.

Submitted applications can't be edited at all. Use Clone as draft on the Applications list to make an editable copy, then deal with the original, usually by archiving it.

Student type and personal details

Choose Student type first. Domestic or International changes what the rest of the wizard asks. It adds or removes the CRICOS tab, locks citizenship, locks the street state and postcode, and changes the allowed funding codes.

Switching student type later resets things. Switching to International sets the state to OVS, the postcode to OSPC and citizenship to International (visa), and unticks "postal is same as street". Switching to Domestic clears the state, postcode, citizenship, onshore/offshore choice and application type. Re-check these after switching.

The CRICOS tab is missing. It only appears for International students. Check the student type on Personal Details.

State and postcode are locked to OVS and OSPC. That's correct for international students: AVETMISS requires it. Put the student's real address and postcode in the Postal address, which is unlocked and required for international students.

Agent Commissions switched itself back on. Changing the student type, or choosing Normal as the application type, turns Agent Commissions back On, even if you had turned it off. Check the switch after changing either.

Agent Commissions is locked off. For Concurrent and Transfer students, your organisation may enforce commissions off. The switch is disabled and says Enforcing Agent Commissions Off, turn this behaviour Off in settings. Only an administrator can change it, in Settings → Agent Commissions.

No agent, or the wrong agent, means no or wrong commission. Commission follows the agent selected on the application. Select the correct one.

Ticking "single name" clears the middle and last names. Unticking it clears the single name. Only tick it for people who legally have one name.

Home phone and Mobile phone are both required. Australian and overseas numbers are both accepted. Start overseas numbers with + and the country code.

The street address can't be a PO box. PO boxes belong in the postal address. If you pick a PO box in the street address search, XPortal moves it to the postal address for you.

The student must be at least 15. A date of birth less than 15 years ago is refused.

AVETMISS

Citizenship status is locked. It follows the student type. Change the student type on Personal Details to change it.

A VSN field appeared out of nowhere. It appears for domestic students living in Victoria who are under 25. Changing the address or date of birth can make it appear or disappear. If the student doesn't know their VSN, record it as unknown.

The USI won't verify. The names and date of birth must exactly match what the student gave when creating their USI. Try swapping first and last name, or using a single name, and ask the student exactly what they entered. See When a USI won't verify.

Changing the USI after verifying it un-verifies it. Verify again after any change.

Set USI later only postpones the USI. The application can be submitted without it, but orientation can't be finished until the USI is entered. Make sure the student brings it.

The USI exemption is greyed out. It's disabled while Set USI later is on. Turn that off to choose an exemption.

CRICOS

Passport number is required for onshore students. When the student's street address is in Australia, the passport number is required.

Australia disappeared from Country of citizenship. An international student can't be an Australian citizen, so XPortal clears it.

The welfare questions didn't appear for an under-18 student. They only appear once you tick Is student under 18 years at course commencement? Tick it for any student who will be under 18 on their first day.

Enrollment and the study plan

The Earliest Commencement Date field is missing. The program isn't ready to be planned at that campus. Fix the items on the Auto Mode setup required card.

Changing the program wipes the later fields. It clears the campus, earliest commencement date, study plan dates, credit transfers, and the payment plan and anchor date on the Payment tab.

"Save the program changes to update the learning plan". After changing a program, campus or date, the saved study plan is out of date until you save. Select Save Draft.

Domestic students need a funding code on every subject. The readiness bar will say Choose a valid national funding source for every subject in the learning plan. International students' codes are set and locked for you.

Only Admins and Junior Admins can change dates in the preview. Everyone else sees the dates read-only.

Manual prerequisite rows say "Needs dates". They must be given start and end dates before you can submit.

Marking a credit transfer doesn't shorten the course. The subject keeps its place and dates; the student just won't get its classes.

For more, see Common questions in Rolling intakes.

Payment

Amounts in the plan editor are in cents. 50000 is $500.00. Typing 500 charges five dollars. Always check the Schedule Preview, which shows dollars.

The default plan was picked for you. XPortal selects the program's default plan automatically. Check it's the right plan for this student.

Offsets are days, not months. "30 days after the anchor" isn't always the same date next month.

The deposit set-up disappeared. Create Deposit Invoices is remembered only while the wizard stays open. Reloading or leaving loses it. Set it up last, then submit straight away, or create it later with Manage Deposits.

Every deposit installment becomes its own invoice, due on the same date. If a plan marks two installments as deposits, or a packaged course has a deposit in each program, the applicant gets an invoice for each. The Deposit due date you choose applies to all of them.

A custom plan showed up on another student's application. Custom plans are saved against the program, so they appear in that program's plan list for everyone. Name them clearly.

No invoices were sent after approval. Invoices go out once the student's payment plan is active, which happens at orientation. Invoices whose issue date passed before then are sent once it's active.

Documents and submitting

Documents aren't checked before submission. The readiness bar ignores the Documents tab. Check your own required-documents list.

Documents can't be changed after submitting. Upload everything before you submit.

Files over 10 MB are refused. Shrink or split them.

The Submit Application button is missing. It only appears when the readiness bar reaches zero.

Submit found corrections after the bar said zero. Submitting re-checks the saved application. If something changed, or the saved study plan is out of date, you'll see Application needs corrections, with the list in the readiness bar.

The deposit invoices failed but the application submitted. That's deliberate: the application isn't held up by its deposits. Use Manage Deposits on the Applications list to create them.