How to Add a Company in the SMS (Maximise)

Overview

This tutorial will show users how to provide third party clients their access to your SMS. In the Maximise version of the Company Portal, users can select the Company type which can be an employer, an agent and the like. A parent company can also have multiple child companies. These child companies will have the same permission settings as the parent company where they can add another company or contacts if settings are enabled. We will also walk you through on how you can control what they can see and have access to in the Company Portal. This addition in the SMS platform empowers your companies with up-to-date visibility on where everything is at with their training.

Step Tutorial

1. To add a company in the SMS, go to Companies and click Add.
   
   
   
   
2. Toggle to show your Companies their Student Schedules when they login. This is a field that can be set both on your end and on theirs.
   
3. Identify the Company Type from the drop-down menu. Different types of Company will add or remove specific fields that are appropriate for that company type. 

   Type	What It Is?	When to Select/Use?	Typical Use in the SMS
   Employer	The company that directly employs the student (e.g. for traineeships, apprenticeships, or workplace-based training).	When the student is employed and the training is related to their current job.	The Employer record links to a student’s enrolment to capture workplace and contact details, display in Training Plans and compliance reports, and enable the RTO to invoice the employer directly for the cost of training.
   Host Employer	The business providing on-the-job training for an apprentice or trainee, but not their legal employer. The apprentice is usually employed by a Group Training Organisation (GTO).	When the student’s employer is a GTO, but their actual workplace is another company.	Used to record the workplace where the student performs job tasks; included in Training Plans or workplace visit logs.
   Agent / Education Agent	An individual or company that recruits or refers students on behalf of the RTO.	When a student enrols through a referral or recruitment agent.	Used to track agent performance, commission, and referral reporting.
   Employment Service Provider	Organisations (e.g., Workforce Australia providers) that help job seekers find employment and may refer them to training.	When a student has been referred by a job agency or is completing government-funded training via a job program.	Linked to the student to record referral source, funding eligibility, or communication between the RTO and the ESP.
   Apprenticeship Network Provider	Government-contracted organisation that supports apprentices and employers through the apprenticeship lifecycle.	When managing apprenticeships or traineeships that require registration or coordination through an ANP.	Recorded for compliance and communication tracking (e.g. sign-up, monitoring, or completion documentation).
   RTO	Another Registered Training Organisation that the main RTO partners with for training delivery or assessment.	When your RTO collaborates with another RTO (e.g., subcontracting, co-delivery, or credit transfer).	Used to identify partner RTOs and manage shared delivery arrangements.
   Training Provider Partner	A non-RTO organisation (or sometimes another RTO) assisting in delivering certain aspects of training (e.g., practical training, simulation facilities, or short courses).	When another provider delivers part of the course but isn’t the primary RTO of record.	Used for operational tracking, third-party agreements, and compliance evidence (as required under Clause 2.3 of the Standards for RTOs).

   
   
4. Type in the Company Name. Company name must be 5 or more characters.
5. Enter the Trading Name if applicable.
   
6. Enter the ACN (Australian Company Number). 
   
7. Enter the ABN (Australian Business Number).
   
8. Enter the Address details.
   
9. Type in the Main Contact Email address.
   
10. Enter the Billing Email address.
    
11. Enter the Billing Contact Name.
    
12. Enter the Billing Contact Phone No.
    
13. Used for populating the related field in the NSW Training Plan only. The Regulated Trades - Direct Superior Name is the name of the person who directly supervises the student in their regulated trade role. 
    
14. If applicable, enter Lic No. The Lic Number is an identification number proving that the organisation holds the proper license to conduct training in a regulated area. 
15. Enter the Supervisor Name.
    
16. Enter the Supervisor Contact Phone No.
    
17. If applicable, select a Custom Theme. If a Program Instance is set and custom theme is set at Company level, the Program Instance Custom theme will be used.
18. Determine whether to Show All Programs on Enrolment Form. Select No if you'd like to limit their view to the courses where they need to enrol their students. Otherwise, select Yes to allow them to access all your available courses.
19. Identify whether to Allow Enrolments. If selected Yes, your third-party company can enrol new students.
    
20. Toggle to Yes to Allow Adding of Contacts. If set to Yes, your Companies can add their people as contacts. Otherwise, you may opt to disable.
21. Toggle to Yes to Allow Adding of Companies. If disabled, the Company will not be able to add their child companies independently. As the RTO, you can still add child companies on the company's behalf.
22. Determine whether the company can edit their details on their end. If disabled, their details will be greyed out and they won't be able to update their Company information.
23. Allow Email Students - When enabled, allows Company Contact(s) to send an email to the student via Students Page > Enrolments Tab > Action Button
    
    Sample Screenshot of the Action Button in the Student's enrolment tab
    
    
    
24. External Calendar Settings - Select from the dropdown list:
    
1. Standard – Will display events that are set to be shown in the External Course Calendar
   
2. Extended – Will display all events associated to this Company.
   
25. Scroll up and click Save.
    

For steps 2 to 24, refer to the image below:

Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to us via email at support@eskilled.com.au

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