Nexus ERP · User Guide

Quality Assurance (QA)

The QA module is the regulatory heart of Nexus ERP: training providers and their accreditation, the qualification catalogue, learner records and enrolments, admissions, classes and QCTO accreditation all live here. Staff administer the registers; providers manage their own scope and learners; learners see their own journey.

SETA staffTraining providers (SDPs)LearnersAssessors & moderators

Demo sign-ins: demo.staff, demo.provider, demo.learner — shared password Demo@2026

How it flows

QCTO accreditation, end to end

Training provider (SDP)Apply for accreditationApplication with reference Apl-A…
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Training provider (SDP)Upload the 14 mandatory documentsAuto-saves as you type
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Staff / SETAEvaluate readiness78 criteria, live readiness bubble
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Staff / SETASchedule the site visitProvider is emailed a confirm link
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Training provider (SDP)Confirm the site visitQueue: Site Visit Confirmations
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Staff / SETAVerify & accreditQCTO/{type}/{year}/{no} reference issued
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System / automaticDocuments appear on the provider profile#Documents tab
Staff / SETATraining provider (SDP)System / automatic

Admissions, application to registration

Learner / studentApply to an intake
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Staff / SETAScreen the application
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Staff / SETAMake an offer
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Learner / studentRespond to the offerAccept or decline
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Staff / SETARegister the learnerOr wait-list / withdraw
Staff / SETALearner / student

1. Admissions Process

One applicant, one pipeline. Each stage hands the applicant to the next until the registration becomes an enrolment on the register.

1
Capture the application against an intake. Open Admissions (/QA/Admissions/AdmissionsOverview), pick the intake, and capture the applicant — the pipeline tiles (New → Screening → Qualified → Offered → Accepted → Waiting list → Registered) show exactly where every applicant stands and how many places remain. Admissions pipeline for an intake
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2
Screen, score, offer. On the same screen the applicant is screened and scored, then an offer goes out with its own OFR reference. Expired offers can be lapsed in one action so places free up honestly.
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3
The applicant accepts and is registered. Acceptance takes a place; registration turns the applicant into a learner on a programme — and the intake’s places-taken meter ticks up.
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4
The registration lands on the enrolment register. From here the learner is tracked like every other enrolment: completion, verification, certification (/QA/LearnerEnrolment/LearnerEnrolmentOverview). Learner enrolment register

2. QCTO Accreditation Process

A training provider asks to be accredited; documents, readiness, a site visit and a decision follow — each step feeding the next.

1
The provider applies. Providers live on the SDP register (/QA/TrainingProvider/TrainingProviderOverview); a new QCTO application is raised for a programme, and gets its Apl-A… reference. Training provider register
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2
The application lands with deadlines and a status. The QCTO overview (/QA/QCTOAccreditation/Overview) tracks every application: documents due, conclude-by date, and its place in the process — awaiting documents, under review, site visit scheduled. QCTO accreditation application register
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3
Documents and readiness. The processing screen works through the 14 mandatory documents and the 78 readiness criteria — every row auto-saves as you type, and the readiness bubble turns green when the evaluation is complete. QCTO processing screen
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4
Site visit — scheduled by staff, confirmed by the provider. Scheduling emails the provider a confirmation link and raises a Site Visit Confirmation queue item; the scheduler is notified the moment the SDP confirms the date.
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5
The outcome. Accreditation issues its QCTO/{type}/{year} reference, the uploaded documents appear read-only on the provider’s profile #Documents tab, and Submit for Verification disappears from an accredited profile — by design.

Screen-by-screen

Training Provider Overview & Profile

/QA/TrainingProvider/TrainingProviderOverview

The register of SDPs. Open a provider to reach its profile: Overview, Documents, Programme Scope, Branding (Brand Studio), Learners, Classes, Funded Projects and ETD Staff tabs.

  1. Search for the provider and open its profile.
  2. Programme Scope lists qualifications, skills programmes, unit standards and QCTO modules on the provider's scope.
  3. Click any qualification row to open the full qualification profile.
  4. Documents holds provider paperwork plus the read-only QCTO accreditation documents.
Tip. Only Staff and Administrators can add or remove scope items or edit qualification details — everyone else gets a read-only view.
Note. Submit for Verification disappears once the SDP is accredited or verified — that is by design, not a fault.
Training Provider Overview & Profile Screenshot

QCTO Accreditation

/QA/QCTOAccreditation/Overview

The QCTO accreditation workspace: applications, document checklists, readiness evaluation and site visits.

  1. Open an application from the overview.
  2. Work through the document checklist — rows save automatically on change or key-up.
  3. The readiness bubble updates live as evaluation criteria are captured; amber means outstanding, green means done.
  4. Schedule the site visit once documents are complete; the provider confirms from their side and the scheduler is notified.
Note. A site visit cannot be scheduled while the application is in 'Correction requested'. Press 'Documents complete' first if the gate message asks for it.
QCTO Accreditation Screenshot

Learner Overview

/QA/Learner/LearnerOverview

Every learner on the system, with profile, documents, funding and enrolment detail.

  1. Search by name or national ID and open the learner profile.
  2. Use Validate with DHA to verify identity against Home Affairs.
  3. Upload documents from the Documents tab — the type list is grouped by the stage of the learner journey each document is required at.
Learner Overview

Learner Enrolment Overview

/QA/LearnerEnrolment/LearnerEnrolmentOverview

Enrolments across providers and programmes; staff see the full register with status icons, learners see their own.

  1. Filter or search the register.
  2. Open a class detail to check in learners or export attendance.
  3. Email the class attendance register straight from the class detail screen.
Learner Enrolment Overview Screenshot

Admissions

/QA/Admissions/AdmissionsOverview

Intakes, applications, offers and registrations in one pipeline.

  1. Create or pick an intake (capacity per intake is shown on the hero).
  2. Screen incoming applications, then Offer, Wait-list or Withdraw.
  3. When the applicant accepts, Register them — they become an enrolment.
Admissions Screenshot

Qualifications

/QA/Qualification/QualificationsOverview

The national qualification catalogue: profiles, linked unit standards or QCTO modules, and training material.

  1. Open a qualification profile for its details, linked learning units and training material.
  2. Staff and Administrators may edit, link modules and upload training material; other roles are view-only.
Qualifications

Classes

/QA/Class/ClassOverview

Class records with timetables, venue utilisation and clash checking.

  1. Open a class profile for its details, learners, schedule, attendance and facilitators.
  2. Generate a timetable and check clashes before publishing.
  3. Assign facilitators from the Facilitators tab — online sessions and QR attendance run from RAM.
Classes

FAQ & troubleshooting

Why can't I edit a qualification?

Qualification details are national catalogue data — only Staff and Administrators can change them. Everyone else gets the full read-only profile.

Where did the Submit for Verification button go?

It hides once the SDP is accredited or verified; there is nothing left to submit.

Why does the readiness bubble stay amber?

It counts evaluation criteria still unanswered. It flips green the moment every mandatory item is captured — no save button needed.