Getting Started as a Training Provider

Summary

This guide walks you through setting up your Skills Development Provider (SDP) account on skillSYMS, configuring your organization, and registering your first learners. By the end, you’ll have a fully operational PoE management system.

Who This Guide Is For

• Training providers setting up skillSYMS for the first time
• Administrators responsible for system configuration
• Operations managers overseeing learner management

Prerequisites

Before you begin, ensure you have:

• Your organization’s SETA accreditation details
• QCTO programme information (qualification codes, unit standards)
• Admin user credentials provided during signup

Step 1: Complete Your Organization Profile

After logging in for the first time, navigate to Settings → Organization.

Fill in your organization details:

• Legal entity name
• Trading name (if different)
• SETA accreditation number
• Company registration number
• Physical and postal addresses
• Contact information

Tip: Keep your SETA accreditation certificate handy—you’ll need the exact accreditation number and expiry date.

Step 2: Set Up Your First Programme

Navigate to Programmes → Add Programme.

Enter the programme details:

1. Programme Name: The official qualification name
2. SAQA ID: The SAQA qualification ID
3. NQF Level: Select from the dropdown
4. Credits: Total credit value
5. Duration: Expected programme duration

Add Modules/Unit Standards

For each module in your programme:

1. Click Add Module
2. Enter the unit standard ID and title
3. Specify credits and NQF level
4. Set the assessment type (formative/summative)

Step 3: Configure Evidence Requirements

For each module, define what evidence learners must submit:

1. Navigate to the module settings
2. Click Evidence Requirements
3. Add required evidence types:
   • Workplace logbooks
   • Assessment tasks
   • Practical demonstrations
   • Reflective journals

Each evidence type should specify:

• Description
• File types accepted
• Whether it’s mandatory
• Assessment criteria

Step 4: Invite Team Members

Navigate to Settings → Team.

Add your team members with appropriate roles:

• Admin: Full system access
• Facilitator: Learner management, no financial access
• Assessor: Assessment recording, evidence review
• Moderator: Moderation and quality assurance

Each team member will receive an email invitation to create their account.

Step 5: Register Your First Learner

Navigate to Learners → Add Learner.

Enter the required information:

1. Personal Details

   • Full name (as per ID)
   • SA ID number
   • Date of birth
   • Contact details

2. Employment Details (if applicable)

   • Employer name
   • Job title
   • Workplace address

3. Programme Enrolment

   • Select the programme
   • Set the start date
   • Specify funding source (if applicable)

Step 6: Bulk Import Learners (Optional)

For multiple learners, use CSV import:

1. Navigate to Learners → Import
2. Download the CSV template
3. Fill in learner details in Excel/Google Sheets
4. Upload the completed CSV
5. Review and confirm the import

The system will validate ID numbers and flag any duplicates.

Common Mistakes to Avoid

1. Incorrect ID Numbers: Double-check SA ID numbers—validation errors will prevent QCTO exports
2. Missing Programme Mapping: Ensure all learners are enrolled in the correct programme
3. Incomplete Evidence Requirements: Define all required evidence before learners start uploading
4. Role Confusion: Assessors and moderators need separate accounts for audit trail purposes

Verification Checklist

Before proceeding, verify:

• Organization profile is complete
• At least one programme is configured
• Evidence requirements are defined
• Team members have been invited
• Test learner registration works

Next Steps

• Assessor & Moderator Workflow — Set up assessment recording
• Learner PoE Submission Guide — Share with your learners
• QCTO Export Guide — Generate your first MIS export