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Guides by role

108 guides

• Sign in and use the staff dashboardGetting started · Where to sign in, what the dashboard shows, and how to trust the numbers on it.
• Find your way around the staff portalGetting started · Workspaces, the More list, Search (⌘K), Recent, and where the less obvious pages live.
• Dates, names and other conventionsGetting started · The small things that trip people up: date formats, macrons, statuses, and what a reload proves.
• Create and work an enquiryAdmissions & learners · Record a prospective learner, keep notes on every conversation, and move them through the enquiry pipeline.
• Convert an enquiry to an applicationAdmissions & learners · Move a prospective learner into the application pipeline without re-keying anything.
• Issue an offer of place and convert it to an enrolmentAdmissions & learners · Generate the branded offer letter and pro-forma invoice, then turn the application into an active enrolment with its courses assigned.
• Confirm a learner's programme recordAdmissions & learners · Check the enrolment, intake, status and course access on a learner's record after enrolment.
• Update a learner's profile, contacts, notes and documentsAdmissions & learners · Preferred name, emergency contact, tags, status, major, staff notes, uploaded documents and consents — all from the learner's record.
• Publish a form and process its submissionsAdmissions & learners · Build a public form, validate or reject what comes in, and keep a PDF of each submission.
• Track international learnersAdmissions & learners · Visa, insurance, attendance and expiry in one place, with the onboarding course an international learner gets on arrival.
• Test learners that never reach a funderAdmissions & learners · A sandbox learner has full product access but is excluded from every agency return, NSI and every figure that means money.
• Create a programme and its intakesProgrammes & course design · Set up a programme, fill in its NZQA details, and add the intakes learners will enrol into.
• Build the programme structureProgrammes & course design · Terms, majors, core courses and electives — the Programme Builder is where a programme's shape is defined.
• Create a course, assign the teaching team, copy it or save it as a templateProgrammes & course design · The course record: name, programme, instructor, credits, commercial fields, teaching team, copies and reusable templates.
• Build course content in Content BuilderProgrammes & course design · Modules, lessons, resources, video, SCORM, quizzes, assessments, unlock rules — and the teaching suggestions that flag a 49-minute video.
• Generate course material with AIProgrammes & course design · Draft learning objectives, lessons and a quiz for a module, refine the proposal, and accept only what you want.
• Check a content item for accessibility and apply a rewriteProgrammes & course design · Run the accessibility check on any content item and accept the suggestions you agree with.
• Create, preview and publish a quizProgrammes & course design · Build a quiz by hand or with AI, set its rules, preview it as a learner, and publish it to a course.
• Configure a rubricProgrammes & course design · Criteria, ratings and ordering — the rubric that SpeedGrader and AI grading both sum automatically.
• Create and align learning outcomesProgrammes & course design · Outcomes, unit standards and their alignment to assessments, modules, rubrics and questions.
• Notebook templates and pushed entriesProgrammes & course design · Create notebook templates for learners, publish them, and push an entry to every learner in a course.
• Start the day in My TeachingTeaching & assessment · One page for a facilitator: what needs marking, who needs attention, what is on today.
• Mark an assessment in SpeedGraderTeaching & assessment · Work through the submissions queue: marks, a comment bank, inline comments on the learner's text, a rubric that sums itself, and keyboard shortcuts to keep moving.
• Release grades from the GradebookTeaching & assessment · Post marks to learners, edit a mark and see its history, set up assignment groups and grading schemes, and import grades from CSV.
• Review an AI grading draftTeaching & assessment · Let the AI draft marks and feedback against the rubric, then edit, reject or approve — nothing is published without a person.
• Moderate a marked submissionTeaching & assessment · Approve, flag or return marked work, with a note on every decision.
• Record attendanceTeaching & assessment · Mark a register, mark everyone present, and understand the one attendance rate Pallara uses everywhere.
• Mastery, completion and graduationTeaching & assessment · Recompute mastery, evaluate completion against a rule, approve graduation and issue the certificate.
• Award rules and manual awardsTeaching & assessment · Define award rules per programme, preview who qualifies without writing anything, and make manual awards.
• Groups and learner self sign-upTeaching & assessment · Create group sets for a course, assign learners or let them choose, and cap group sizes.
• Recompute and act on at-risk learnersTeaching & assessment · A transparent score from attendance, grades, engagement and wellbeing, an optional AI explanation, and a case in one click.
• Timetable and calendarTeaching & assessment · The intake-first operational timetable next to the events calendar.
• Competency matrix, RPL and assessment analyticsTeaching & assessment · Three views over the same results: who is competent in what, prior learning that earns credit, and how assessments and markers are performing.
• Raise and manage a pastoral caseLearner services & engagement · Raise a concern, assign it, add notes, record the outcome and resolve it — with a timeline of every step.
• Message a learner or colleague through the InboxLearner services & engagement · Threaded conversations between staff and learners, with read receipts recorded in the log.
• Send email, SMS and WhatsApp to learnersLearner services & engagement · Pick recipients precisely, send, and read the actual result rather than trusting the button.
• Email templatesLearner services & engagement · Reusable subject lines and bodies with merge fields for the messages you send every week.
• The provider mailbox: replies that find their recordLearner services & engagement · Every email Pallara sends carries its own reply address, so a learner's reply attaches itself to the right record. What cannot be placed waits for a person.
• Two-way SMS and WhatsAppLearner services & engagement · Conversations by text, per provider, through your own Twilio account.
• The communication audit logLearner services & engagement · Every email, SMS, WhatsApp and push message the provider sent, with its outcome, searchable and exportable.
• Discussion channels, summaries and moderationLearner services & engagement · Create and archive channels, post updates, summarise a discussion with AI, and moderate learner posts.
• Appointments and availabilityLearner services & engagement · Publish availability so learners can book, and manage bookings from the staff side.
• NoticeboardLearner services & engagement · Notices for the whole provider, shown on the staff dashboard and in the learner portal.
• WellbeingLearner services & engagement · The wellbeing surface that feeds the at-risk score.
• Read the financial overviewFinance, agents & partners · Revenue, outstanding balances, paid records and the analytics behind them — and why an invoice-only learner can owe money without a ledger record.
• Manage a learner's financial recordFinance, agents & partners · Create the ledger record, record a payment, process a refund, schedule a reminder.
• Fee structuresFinance, agents & partners · Tuition, resource and admin fees per programme, learner type and intake, effective from a date.
• Create, send and settle an invoiceFinance, agents & partners · GST-correct invoices with line items and payment terms, exported to CSV, marked sent and paid.
• Online payments through your own Stripe accountFinance, agents & partners · Each provider takes its money on its own Stripe account. Learners pay from their portal; the invoice closes when Stripe confirms.
• Manage agent commissionFinance, agents & partners · Agreements per agent, recalculation across referrals, and approving and paying what is owed.
• Give an education agent a portalFinance, agents & partners · A token-authenticated portal where an agent submits attributed enquiries, sees privacy-banded progress, downloads approved collateral and completes training.
• Stakeholder profiles, contacts and notesFinance, agents & partners · Agencies, employers, schools and community organisations — one profile each, with contacts and a note history.
• Work-based training: employers, the employer portal and learner registrationFinance, agents & partners · Create an employer, issue their portal link, and let them register learners with the checks that keep bad data out.
• Generate an ITR / work-based training returnFinance, agents & partners · A local return file for a reporting period, with incomplete agreements excluded and reported.
• Homestay providers and placementsFinance, agents & partners · Providers with capacity, placements with dates and rates, and the guardrails that stop a double booking.
• AssetsFinance, agents & partners · Equipment and resources issued to learners and staff.
• The Compliance HubCompliance, reporting & data · One page that shows where every return stands — SDR, NZQA, NSI, StudyLink, TEC — and what still needs attention.
• Generate an SDR package and preview exactly what TEC would receiveCompliance, reporting & data · The five SDR files for a reporting year, validated, downloadable — and a preview built by generating the file and reading it back.
• NZQA exports: F23 and QE1Compliance, reporting & data · Official fixed-width files for NZQA, generated from the enrolments and results Pallara already holds.
• Look up or create a National Student NumberCompliance, reporting & data · Search the National Student Index for a learner, one at a time or in bulk, and see exactly what NSI receives.
• StudyLink: verification of studyCompliance, reporting & data · Track StudyLink status per learner, preview the official 33-field VoS response, and generate the file for upload.
• TEC submissions and the submission historyCompliance, reporting & data · Every NSI lookup, NZQA export and SDR generation — who ran it, when, and the outcome — plus where direct DXP submission stands.
• Pastoral Care Code self-review, complaints and critical incidentsCompliance, reporting & data · Rate the twelve outcomes, attach evidence, publish the report and attest — and keep the complaints and incidents registers that feed the annual report.
• Public Trust fee-protection submissionsCompliance, reporting & data · Record each learner's fee-protection submission and move it through pending, submitted and cleared.
• Restrict a record to named staffCompliance, reporting & data · Record-level access control for a learner or enrolment that only nominated staff may see.
• Review activity and system logs, and verify the chainCompliance, reporting & data · A tamper-evident, append-only record of who did what and every job the system ran — in plain English, with the technical detail one click away.
• Live EvaluationCompliance, reporting & data · What an evaluator is doing in the tenant right now — every page opened and action taken, as it happens.
• Run and export standard reportsCompliance, reporting & data · Attendance Summary, Programme Performance, Student Progress, Enrolment Trends, Completion Rates and Staff Workload — on screen and as CSV.
• Build, save and export a custom reportCompliance, reporting & data · Choose a collection, the exact columns, filters, related values and sorting; run it, summarise it, save it, download it.
• Ask your data in plain EnglishCompliance, reporting & data · Ask a question, see the validated query it ran, download the rows, save the question, and open cases for a cohort.
• Network BenchmarksCompliance, reporting & data · Compare your metrics with the network — anonymised, aggregate, and off by default.
• E-signatures with DocuSealCompliance, reporting & data · Send documents for signature from your own DocuSeal instance and track them here.
• Use the staff AI AssistantAI Control Centre · Ask operational questions about your own provider, keep the conversations, and cancel anything you no longer need.
• Create, version and retire AI agentsAI Control Centre · Agents with a role, instructions and a personality; every save is a new version, and any version can be restored.
• Configure models and complexity routingAI Control Centre · Which model each agent uses, what it falls back to, and how simple queries are routed to cheaper models.
• Search and manage AI memoryAI Control Centre · See what the assistant remembers, pin what matters, redact what should not have been kept, delete what must go.
• Review AI action approvalsAI Control Centre · Every action an agent wants to take that your policies gate waits here for a person to accept or reject, with a comment.
• Review expert findingsAI Control Centre · Findings the AI raises about a learner or a session — review them, revert them, and open the learner's record from them.
• Set AI approval policiesAI Control Centre · Which tools need a person to approve them, how risky they are, and how many approvers they need.
• Test an agent safely and compare promptsAI Control Centre · A sandbox that records nothing, and an A/B prompt test with a side-by-side comparison.
• Generate proactive learner notificationsAI Control Centre · Attendance warnings and similar nudges, generated in bulk and never duplicated in a day.
• AI analytics, insights, DevOps checks and the schedulerAI Control Centre · How much the AI is used and what it costs, what learners are asking, whether the services are healthy, and the scheduled tasks that run.
• Manage and run workflowsSettings & administration · Describe an automation in your own words, review the draft, publish it, activate it — and watch it run when something happens.
• Enable or disable a moduleSettings & administration · Optional capabilities — Awards, Homestay, Public Trust, LNAT, Data Warehouse, Record Confidentiality, Customisable Dashboard — switched on per provider.
• Configure and disconnect an integrationSettings & administration · Single sign-on, Stripe, Twilio, DocuSeal, NZQA, NSI, TEC DXP and form requests — each configured per provider, tested from the card, disconnected from the same place.
• Manage staff roles and invite staffSettings & administration · Administrator, Manager, Facilitator, Viewer — and the one-time invitation that gives a colleague their own login.
• Your account: profile, password and two-factor authenticationSettings & administration · Update your name and photo, change your password, and turn on an authenticator app.
• Display and notification preferencesSettings & administration · Language, timezone, date format, theme, brand colour, font size, reduced motion — and which notifications you get.
• My Dashboard widgets and sticky tasksSettings & administration · A private, customisable dashboard for the signed-in staff member.
• Prioritise personal tasks in the Eisenhower MatrixSettings & administration · Do first, schedule, delegate, eliminate — a personal board for your own work.
• Address Finder and duplicate detectionSettings & administration · Two optional admissions tools: verified addresses on forms, and merging learners who were entered twice.
• Give an integrator read-only API accessDevelopers & integrations · Mint a token, point your tooling at the OpenAPI document, and page through your own records — read-only, scoped to your provider, allow-listed columns only.
• Connect an AI assistant with the MCP serverDevelopers & integrations · Point Claude, ChatGPT or your own agent at your Pallara data over the Model Context Protocol — same token, same tenant isolation, same limits, and read-only by design.
• Export data to a warehouseDevelopers & integrations · Scheduled, multi-resource snapshots delivered as CSV with a manifest — into Pallara-managed storage or your own S3-compatible bucket.
• Push events to your own systems with webhooksDevelopers & integrations · Register an HTTPS endpoint, choose the events, and receive them the moment they happen.
• Send an enquiry from your own website or CRMDevelopers & integrations · The one write endpoint: a lead from your website form, your CRM or an agent's system lands in the same pipeline as one a staff member typed.
• Sign in and read your dashboardStudent portal · Where learners sign in, what the dashboard shows, and where everything else is.
• Work through a courseStudent portal · Modules, lessons, durations and progress — with the AI Tutor and your notebook beside the lesson.
• Submit an assessmentStudent portal · See what needs submission, submit your work, and find your mark once it is released.
• Grades and My LearningStudent portal · Every released mark with its feedback, and your mastery of each learning outcome.
• Ask Aria, the AI TutorStudent portal · A tutor that knows the course you are in, answers within your provider's AI policy, and saves useful answers to your notebook.
• NotebooksStudent portal · Your own notes, entries saved from the AI Tutor, and templates your facilitator has published.
• AttendanceStudent portal · Your attendance record and rate, session by session.
• Book an appointmentStudent portal · Book a time with staff from their published availability, and cancel your own future bookings.
• Inbox and discussionsStudent portal · Conversations with staff, and the course discussion channels.
• Join a groupStudent portal · Choose your own group when your facilitator allows self sign-up.
• Tasks, calendar, portfolio and achievementsStudent portal · The rest of the learner portal: what you have to do, when, and what you have earned.
• Student ID, payments and profileStudent portal · Your ID card, paying an invoice online, and keeping your details current.

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Popular guides

• Sign in and use the staff dashboardGetting started
• Find your way around the staff portalGetting started
• Create and work an enquiryAdmissions & learners
• Issue an offer of place and convert it to an enrolmentAdmissions & learners
• Build course content in Content BuilderProgrammes & course design
• Mark an assessment in SpeedGraderTeaching & assessment
• Release grades from the GradebookTeaching & assessment
• Review an AI grading draftTeaching & assessment
• Record attendanceTeaching & assessment
• Give an education agent a portalFinance, agents & partners
• Generate an SDR package and preview exactly what TEC would receiveCompliance, reporting & data
• Review activity and system logs, and verify the chainCompliance, reporting & data
• Manage and run workflowsSettings & administration
• Give an integrator read-only API accessDevelopers & integrations
• Work through a courseStudent portal
• Ask Aria, the AI TutorStudent portal

What's new

• Issue an offer of place and convert it to an enrolmentUpdated Sep 2026Generate the branded offer letter and pro-forma invoice, then turn the application into an active enrolment with its courses assigned.
• Track international learnersUpdated Sep 2026Visa, insurance, attendance and expiry in one place, with the onboarding course an international learner gets on arrival.
• Test learners that never reach a funderNew Sep 2026A sandbox learner has full product access but is excluded from every agency return, NSI and every figure that means money.
• Build course content in Content BuilderUpdated Sep 2026Modules, lessons, resources, video, SCORM, quizzes, assessments, unlock rules — and the teaching suggestions that flag a 49-minute video.
• Record attendanceUpdated Sep 2026Mark a register, mark everyone present, and understand the one attendance rate Pallara uses everywhere.
• Online payments through your own Stripe accountNew Sep 2026Each provider takes its money on its own Stripe account. Learners pay from their portal; the invoice closes when Stripe confirms.
• Give an education agent a portalNew Sep 2026A token-authenticated portal where an agent submits attributed enquiries, sees privacy-banded progress, downloads approved collateral and completes training.
• Generate an SDR package and preview exactly what TEC would receiveUpdated Sep 2026The five SDR files for a reporting year, validated, downloadable — and a preview built by generating the file and reading it back.
• NZQA exports: F23 and QE1Updated Sep 2026Official fixed-width files for NZQA, generated from the enrolments and results Pallara already holds.
• StudyLink: verification of studyUpdated Sep 2026Track StudyLink status per learner, preview the official 33-field VoS response, and generate the file for upload.
• Live EvaluationNew Sep 2026What an evaluator is doing in the tenant right now — every page opened and action taken, as it happens.
• Manage and run workflowsUpdated Sep 2026Describe an automation in your own words, review the draft, publish it, activate it — and watch it run when something happens.
• Configure and disconnect an integrationUpdated Sep 2026Single sign-on, Stripe, Twilio, DocuSeal, NZQA, NSI, TEC DXP and form requests — each configured per provider, tested from the card, disconnected from the same place.
• Connect an AI assistant with the MCP serverUpdated Sep 2026Point Claude, ChatGPT or your own agent at your Pallara data over the Model Context Protocol — same token, same tenant isolation, same limits, and read-only by design.
• Export data to a warehouseNew Sep 2026Scheduled, multi-resource snapshots delivered as CSV with a manifest — into Pallara-managed storage or your own S3-compatible bucket.
• Push events to your own systems with webhooksNew Aug 2026Register an HTTPS endpoint, choose the events, and receive them the moment they happen.

Every guide describes the product as it runs today. If a screen looks different from a screenshot, the guide is older than the build — tell us.