May 2025 Updates (NextGen)
May 2025 NextGen Updates Are Here!
Get ready for smarter enrolments, cleaner workflows, and more control where it counts. This month, we’ve packed in powerful updates—from linking enrolments right inside Visa and CoE records to tracking every tweak on invoices and receipts. You’ll also find new fields to fine-tune your student and offer data, plus better structure and access control for templates and search grids.
It’s all about making your day smoother, faster, and more efficient. Let’s dive in!
Student Updates
🔥Add and Remove Enrolments When Updating Visa Records
NEW NEXTGEN ONLY
You can now view the enrolments linked to a visa directly from the student’s visas grid.
When creating or editing a visa, you can also link or unlink one or more enrolments from the same screen.
🔥Add and Remove Enrolments When Updating CoE Records
NEW NEXTGEN ONLY
Following the recent CoE updates (see section above), you can now view the enrolments associated with a CoE directly from the CoEs grid. You can also link or unlink enrolments when creating or editing a CoE.
Manage the CoE PRISMS Details
The CoE PRISMS details are now available on the CoE Create and Edit screens. These fields can also be added to the CoE grid.
New Fields on the Students Object
Additional fields have been added to the Students Object. These fields can now be included in templates, grids, and custom layouts as needed.
Student Picture Flag: Indicates whether the student record has a profile photo.
Student Portal Registered: Indicates whether the student is registered in the Student Portal.
Privacy Agreement Accepted: Indicates whether the student has accepted the Privacy Agreement in the Student Portal.
Privacy Agreement Accepted Date: Date/Time when the student accepted the Privacy Agreement in the Student Portal
Offer Updates
Set an Offer Course as the Primary Course
NEW NEXTGEN ONLY
You can now mark a course in the offer as the Primary course. This will be used in templates through Primary Offered Course bookmarks of the Offers Object.
If no course is marked as Primary, the system will default to using the course of the first group in the offer.
New Fields in Offers Subjects: Credit Transfer and RPL(Recognition of Prior Learning)
NEW
New options are now available to mark a subject as Credit Transfer or RPL (Recognition of Prior Learning).
If a different price is set for these options, selecting them will automatically update the subject cost.
These fields are also available as columns in the subjects grid within the offer.
Edit Instalments for Subject-based and Units of Study-based Courses
You can now update the Description, Payer, External Reference, and Agent Commission fields for instalments in Subject-based and Units of Study-based courses via the Offer Instalments Edit window.
Hours Per Week Field Added to Offers
A new field, Hours per Week (Language), has been added to the Offers object. It shows the weekly study hours for Language courses.
Enrolment Updates
GPA(Grading Point Average) Field Added to Enrolments
NEW
GPA (Grading Point Average) field has been added to Enrolments Object.
Note: The full GPA feature is not currently available in NextGen.
Agent Updates
🔥New Account Manager Field for Agents
NEW
A new field has been added to assign an Account Manager to an Agent. The Account Manager is an internal sales person from the college who serves as the main contact for the Agent.
When creating an offer, selecting an Agent will now automatically populate the Sales Person field with the assigned Account Manager, saving time and ensuring data accuracy.
Finance Updates
New Invoice Logs
NEW NEXTGEN ONLY
You can now track changes made to invoices with the new Invoice Logs feature.
These logs provide a detailed record of all field-level changes, including what was changed, the previous and new values, who made the change, and when it occurred. This improves transparency, helps with auditing, and makes it easier to resolve discrepancies.
New Receipt Logs
NEW NEXTGEN ONLY
Along with the new Invoice Logs, logs for receipts have also been introduced.
Receipt Logs provide a clear record of changes made to a receipt, including which fields were updated, the previous and new values, who made the change, and when it occurred. This helps maintain transparency and supports accurate tracking and auditing.
New Sorting Options Available in Enrolment Fees Views
In the Invoices and Invoices (Transactions) views of Enrolment Fees, rows can now be sorted by columns. Other views retain a fixed order to support accurate display of rolling balances.
Template Updates
New Category-Based Hierarchy for Section and Grid Templates
Section and Grid templates in the Bookmarks panel are now grouped under their respective categories. Templates without a category will appear under --Uncategorised--.
This new structure makes it easier to locate and navigate templates by organizing them in a clear, category-based tree.
New Grouping for Grid Fields Bookmarks
With the continued addition of Grid Fields, new groups have been introduced to improve the organisation and usability of bookmarks.
These groups help structure the growing list of bookmarks, making it easier to browse, locate, and work with the fields you need. By grouping related bookmarks together, navigation becomes quicker and more intuitive—especially for users working with complex templates.
New Enrolment Fees Grid Bookmarks for Enrolments
New Extra Grid Bookmarks have been added for Enrolments object to merge Enrolment Fee Details with only item rows through templates.
Security Updates
New Permissions to Export Data from Grids
NEW NEXTGEN ONLY
Exporting data from grids now requires specific permissions for each object. If a user doesn't have the relevant permission, the export option will not be visible.
The follow are the new permissions:
Students > Export students
Offers > Export offers
Enrolments > Export enrolments
Agents > Export agents
Agents > Agent Employees > Export agent employees
Invoices > Export invoices
Receipts > Export receipts
Pathways > Export pathways
Leads > Export leads
Opportunities > Export opportunities
Accessibility Update
New Option on Search Grids: Sticky Columns
NEXTGEN ONLY
You can now mark non-fixed columns in a grid as Sticky. This feature ensures the column remains visible by sticking to the left or right edge of the grid when scrolled to that side.
It's useful for keeping important columns in view without fully fixing them in place.
.gif?inst-v=281aa88f-cf5d-4a03-bf11-f5926eb17bc6)
Apps
Equator API App: View API Usage
NEW NEXTGEN ONLY
For users integrating with the eBECAS/EDMISS API, a new feature is now available to help you monitor your usage.
You can now view the number of API requests made over time, giving you better visibility into how your system is interacting with eBECAS/EDMISS. This helps with managing rate limits and identifying any unusual activity.
New Integrations with Clickatell and Sinch MessageMedia
New integrations with the SMS providers Clickatell and Sinch MessageMedia have been added. You can now use either service to send SMS messages in the Next Generation system.
Learn more:
Contact your System Administrator to configure these apps.
Equator CRM app: New Option in Picklists - Allow Public Access
NEXTGEN ONLY
A new Allow Public Access setting is now available for picklists under Global, Leads, and Opportunities objects.
When this option is not enabled, picklist values will not appear on public forms (Guest Forms) unless the user is logged in. Enabling it ensures these fields display correctly on public-facing forms without requiring authentication.