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Distributing Custom Forms

The primary method of distributing Custom Forms is to provide the VETenrol form link via email.

In order to distribute the link, there are a few initial steps to follow:

  1. Obtain the link
  2. Adjust the form link to include additional parameters to suit (optional).
  3. Set up mail templates for easy distribution via email.

It is also possible to publish the links on your website. This may be implemented instead of, or in addition to, mail templates. However this is outside the scope for this article.


Obtaining Links

Links can be copied for a specific form when managing custom forms in the VETenrol Admin.

  • Choose Tools (VETenrol Admin Icon Tools) and then Custom Forms from the menu. Alternatively, Custom Forms can also be managed from the Configuration page (VETenrol Admin Icon Config), via the Manage link under Custom Forms.


  • Click either the basic link or match link for the custom form.
    • The basic link is the simplest link to the accessed form.
    • The match link includes the parameter to instruct VETenrol to attempt to client match with VETtrak clients.

This copies the chosen link for the form to the clipboard for pasting. For example, a basic link:

The link can be pasted directly into a new email message, or any other application (Word, etc). However, it is beneficial to customise the link to your needs beforehand.

If you are copying and pasting the link directly and want to make adjustments, make sure the text doesn't convert to a link until the changes are complete. If this does happen, remove the link and re-create it after finishing your changes.


Adjust the form link

Additional parameters can be added to the copied link to customise the look and behaviour of the form.

Presently the following parameters are available:

  • altCSS - specify one of your branded stylesheet to use with the form, instead of the default.
  • match - to enable automatic client matching.
  • eID - specify an enrolment ID to compare with for automatic client matching.


Branded Stylesheets

The copied form links do not specify a stylesheet and as such the default will be used. For the majority of organisations this will be based around the inclusion of the Available Courses list.

VETenrol Custom Form Demo VETenrol Custom Form Demo Complete

Note: The Available Courses section is not used by Custom Forms, however the space for it remains since the default branding typically expects this element. Similarly, in the Form Completion page the element exists unpopulated.

This is where the altCSS parameter for the link is useful. It tells VETenrol to use a stylesheet other than the default. Most organisations can access their course specific stylesheet, so named for styling intended for presenting a single course to users, by using altCSS=1. The course specific branding removes the Available Courses element but leaves other branding intact.

VETenrol Custom Form Demo CSS 1 VETenrol Custom Form Demo Complete CSS 1

Note: In rare cases, an organisation may not have this alternative stylesheet. A support request can be submitted to obtain it free of charge.

There is also a stylesheet for iFrame branding available using altCSS=2. The iFrame branding strips most of the branding elements away leaving only the page content. This is intended for embedding in an iFrame, which can be used to present VETenrol content in a way that appears to users as part of the website. This will be available to all organisations, however customised branding will only have been completed if the organisation has requested iFrame branding in the past. 

VETenrol Custom Form Demo CSS 2 VETenrol_CustomForm-DemoComplete2.png

Note: iFrame branding is adjusted to meet the organisation's needs. For example, the main page heading of Form and the Available Courses section may or may not be included. However, if iFrame branding does not exist for your organisation these elements will be included by default. A support request can be submitted to have basic iFrame branding created free of charge.


Client Matching

The match parameter tells VETenrol to attempt to automatically associate the form with a VETtrak client. It will compare the name provided by the user to clients in the VETtrak database. Matching can fail if there are multiple clients with the same name. 

Note: The match link already includes this parameter so it does not need to be manually added. The eID parameter and the match parameter should not be included in the same link.


The eID parameter is utilised by VETenrol to associate the form to a VETtrak client, it will compare the name on the enrolment to the name the user supplies on the form to verify the match. The eID number must be an enrolment ID from your VETtrak database.

Note: an invalid eID will be accepted, but VETenrol will not be able to match the personal information to verify the user, so the completed form will not be automatically assigned. Similarly a valid enrolment ID can be provided and the user enter a different name than that of the enrolment and again the form will not be automatically assigned.


Set up

Our recommendation is that form links be distributed via email from your VETtrak database. As such, Merge Templates should bet set up in your VETtrak for this purpose.



  • Select client for Context.
  • Enter a meaningful Name for the template.
  • Complete any of the optional fields, as desired, eg. Subject.
  • Enter an appropriate message in the body that includes the VETenrol URL copied from your Admin.
    • Adjust the copied link to include the appropriate additional parameters, such as &altCSS=1 and &match=match. For example:

This email template can be used from the client manager, by right-clicking a client and choosing Email client.

Note: Form links that use the match parameter can be included in VETenrol Email Templates. The Enquiry Form Response template type is most suitable, although other types can be used. The eID parameter isn't supported as there is no placeholder for it within VETenrol mail templates at this time.




  • Select Occ enrolment for Context.
  • Enter a meaningful Name for the template.
  • Complete any of the optional fields, as desired, eg. Subject.
  • Enter an appropriate message in the body that includes the VETenrol URL copied from your Admin.
    • Adjust the copied link to include the appropriate additional parameters, such as &altCSS=1.
    • The URL should end with the enrolment ID field from the list on the right so that this can be replaced with the relevant enrolment ID for the client on send. For example:{EnrolmentId}

This email template can be used from the client manager, by right-clicking an occurrence enrolment and choosing Email client, or from the programme manager via the Enrolments branch of an occurrence (all enrolments, or individually by selecting a client after expanding Enrolments).


User Experience

The student receiving and clicking on a form link will be presented with a VETenrol page incorporating the form components:


Screenshot depicts branding from one of our demos, but your organisation's branding will be applied.


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