Find out about features, uses, password setup, training and support for individual Monash systems.
What is Allocate+?
Allocate+ is a personal timetabling system for all Australian, Malaysian and South Africa campuses. It provides the following functionality:
- students can view and manage their personal timetable, accessed through my.monash and their mobile devices
- academic staff can view and print a list of students attending.
How to get access
- Request Allocate+ access
- For allocation access, please email timetable.support@monash.edu
Business rules
Please specify all units you require access to.
Password instructions
Once access has been granted, log in with your Monash username, password and MFA.
What is Blackboard Transact?
Blackboard Transact is a transaction system application that records M-Pass ID card information and transaction details for student, staff, guest and Library member M-Pass accounts.
Access to Blackboard Transact will help you identify and support M-Pass enquiries on ID cards, printing, borrowing, Library fees and fine payments and building access.
Depending on the nature of the enquiries that you support, you may be required to use both Blackboard Transact and the POS device or either of the two. The POS device allows you to accept and process Library fees and fine payments on the M-Pass cards. In addition, you can use the POS device to process returns to the M-Pass cards in case of print transaction disputes.
How to get access
- Complete your in-house training on Blackboard Transact and the POS device. Contact your supervisor to organise your training.
- Request Blackboard Transact access
Business rules
- Blackboard Transact training must be completed before you can apply for access.
- The Blackboard Transact access form must completed and approved by an authorised signatory.
Password instructions
- Minimum 7 - 30 characters
- Can't use the last four passwords
- Password minimum age: no limit
- Password maximum age: 90 days
- The password may contain symbols
- The password must contain at least one alphabetic character and one number
- Account locks out after 5 invalid log in attempts
What is Business Intelligence Console?
The Monash Business Intelligence (BI) service provides high-quality management information to University decision-makers. BI at Monash uses an integrated set of applications and technologies for gathering, storing, analysing, and providing access to information.
Information is currently available for:
- Research - grants/applications; publications; supervisions; HDR performance
- Education - unit and course performance; student cohort analysis.
BI is available to all authorised staff, across all locations with information targeted towards:
- senior executives
- faculty management - Deans, Faculty Managers, Associate Deans, Heads of School
- research administrators; researchers, administrators; unit and course coordinators.
Visit the Business Intelligence and Analytics website for more information.
How to get access
Business rules
- On your form be sure to select the Information Area that you want access to
- The BI access form needs to state the date you completed your training
- The BI access form needs to be signed by you and your respective manager
Help and support
Contact the Service Desk
What is Callista?
Callista is a system for managing student information. It’s available to authorised staff at all Monash University locations.
How to get access
- Attend Callista training
- Request Callista access
- Get your form approved by an authorised Callista signatory
Business rules
- To create, modify or delete Callista access, use the request Callista access form
- Callista access forms must be signed off by an authorised Callista signatory.
- Ensure you complete all necessary training.
- Callista users won’t be given an administration role over four life cycles of a student; Assessments, Enrolments, Course Completions and Admissions.
- Callista access accounts must be unique (staff usernames only, NOT Custom accounts or EXT accounts).
Password instructions
- Minimum eight characters
- Can't use last 100 passwords
- Password minimum age: no limit
- Password maximum age: 60 days
- Shouldn't be the same as your username
- Password should contain at least one alphabetic character plus one digit or punctuation
- New password should differ by at least 3 characters from the previous password
- Password should not contain information such as user, abcd, oracle, monash, secret, qwerty, welcome, account, database, password, computer, callista
- Account locks out after 3 invalid log in attempts
Help and support
Contact the Service Desk
What is Coupa?
Coupa is a user-friendly platform to enable you to seamlessly purchase goods and services from Monash's diverse community of suppliers. With shopping cart style purchasing, you'll be able to check-out and complete your order in just a few clicks.
For more information on Coupa, please see the Monash Finance intranet page.
How to get access
- If you're a manager and need to request access for another staff member or external contractor, choose the second option on the form.
- The user access form is not available for Monash students.
Business rules
To access Coupa, make sure:
- you have a genuine requirement to purchase goods or services on behalf of Monash University
- you have permission from your manager or supervisor to request access to Coupa
- authentication is done through Monash Single Sign On.
Help and support
- For business support enquiries, visit the intranet page for Monash Finance.
- For technical support enquiries, contact the Service Desk.
What is CourseLoop?
CourseLoop manages all Monash curriculum data including coursework and graduate research courses, areas of study and units. CourseLoop supports collaborative curriculum design, governance and accreditation, and publishes course and unit content directly to the Handbook.
How to get access
- Complete the getting started with CourseLoop training except for
- view access
- view and comment access
- Request Courseloop access
- You’ll be notified once your access is approved.
Business rules
- CourseLoop is available to all staff members.
- Requested faculty roles need to be approved by the relevant faculty approver (via automatic workflow).
- Requested central roles need to be approved by the relevant central business unit (via automatic workflow).
Password instructions
Once access has been granted, log in with your Monash username, password and MFA.
Help and support
- For help or questions about coursework course approvals, amendments and reaccreditation (including areas of study), please call Education Programs 990 29856 or email EducationPrograms@monash.edu
- For help or questions about graduate research course approvals, amendments and re-accreditation (including programs), please contact the Monash Graduate Research Office (MGRO) Policy and Governance team on 990 51473 or email gr-governance@monash.edu
- For questions about curriculum data and publishing, please email sebs-publications@monash.edu
- For help or access to CourseLoop, please contact Service Desk
What is the Course Transfer system?
The Course Transfer system is an online application and assessment tool for course or campus transfer. It's used by current Monash students to apply and for faculty staff to assess their application and provide the outcome back to the student. The system is available to authorised staff in Australia and Malaysia.
How to get access
Request Course Transfer access
Business rules
- Users requiring course transfer access will need to be approved by an authorised signatory. The list of authorised signatories are displayed on the access form.
- For edit access to Course Transfers you must also have access to Callista.
Password instructions
Once access has been granted, log in with your Monash username, password and MFA.
Help and support
Contact the Service Desk
What is DocuSign?
DocuSign is the software used by the University for the electronic signing of agreements and other documents.
How to get access
Before requesting access to DocuSign please ensure that you have read, understood and will adhere to the following:
The way you get access to DocuSign will depend on how you'll use the system.
Option 1: Standard access
- Watch the following videos:
- Before accessing the system for the first time, request administrative access and select Standard access.
- Configure your DocuSign account using the Account Set Up Guide (pdf, 0.58 mb).
Option 2: Advanced access (create templates and PowerForms)
For advanced administrative users who'll be creating workflows and templates:
- Complete the steps for Option 1: Standard access.
- Complete your Template Learning Plan by:
- logging into DocuSign University (click Sign In and then then Continue under eSignature - Rooms CLM)
- searching for create a DocuSign eSignature template (20-minute self paced).
- Request administrative access and select Advanced access.
Option 3: Authorised signatories
- Watch the sign a document in DocuSign video.
- Before accessing the system for the first time, request authorised signatory access.
- Configure your DocuSign account using the Account Set Up Guide (pdf, 0.58 mb).
Business rules
- Training is essential before access is given to DocuSign
- Access will only be made available once an access form has been submitted and access has been approved
- DocuSign is available to Australian Monash University Staff
Password instructions
Once access has been granted, log in with your Monash username, password and MFA.
Help and support
Contact the Service Desk
What is InPlace?
InPlace is a system to manage the lifecycle of student workplacements that form part of their study.
How to get access
Business rules
Please specify on the access form:
- Faculty
- Campus
- Placement unit
- Role required
Password instructions
Once access has been granted, log in with your Monash username, password and MFA.
Help and support
Contact the Service Desk
What is LogMeIn?
LogMeIn is a remote support tool and is only available to eSolutions Staff at Monash.
How to get access
LogMeIn doesn’t require compulsory training.
Business rules
- LogMeIn is only available to eSolutions Service Desk (SD) and Support Services and Engagement (SSE) staff
- Requests for LogMeIn needs to be submitted through myServices. All requests need to be approved by managers/supervisors
- Log into your LogMeIn account
Password instructions
- Minimum eight characters
- Can't use the last four passwords
- Password minimum age: no limit
- Password maximum age: 90 days
- The password should contain at least one lowercase, uppercase, number and symbol
Help and support
- Check out ten things you must try in LogMeIn Rescue
- Contact the Service Desk
What is Mulesoft Cloudhub?
Mulesoft Cloudhub is the Anypoint Exchange API Catalog on cloud. Anypoint Exchange is a catalogue of APIs and integrations that expose information from source systems and enable applications to consume only the data they require, providing an extra layer of security. Each API has its own summary page, a list of endpoints and example data.
How to get access
Request Anypoint Exchange access
Business rules
All requests need to be approved by the Integrations / Platforms team. Mulesoft Cloudhub is available to eSolutions staff members
Password instructions
Do not use your Monash authcate or password when creating an account or logging in.
Help and support
Contact the Service Desk.
What is MVault?
MVault is Monash University’s enterprise password manager. It's designed to allow teams to store and share passwords.
How to get access
Access to MVault should be granted by your team leader, who can add you to the appropriate AD group through GroupAdmin. No specific training is required to use MVault.
You'll need an AD Security Group (not a distribution group), and to provide a name for the folder the Security team will create for you.
Business rules
- Access to MVault should be granted to groups, not individual users.
- Access for teams must be requested by a team lead.
- MVault is available to all Monash staff - eSolutions staff members must use MGR accounts, other Monash staff may use their normal account.
Password instructions
Once access has been granted, log in with your Monash username, password and MFA.
Help and support
Contact the Service Desk.
What is myResearch/PURE?
myResearch/Pure is a single point of access to systems and information about grants, contracts, research outputs and ethics applications.
It provides researchers the ability to manage research funding applications, awarded projects, research outputs, external profiles and ethics applications.
Most academic staff will get automatic Personal User access to Pure.
How to get access
- Refer to the types of roles to determine what access you will need.
- Request myResearch/PURE access. You'll need to upload email confirmation of access approval from your Head of Unit. Failure to provide this may lead to your application being rejected.
Business rules
This form is for:
- non-academic staff who require personal user access to undertake academic activities (e.g. submitting external grant applications as a Chief Investigator or managing your external web profile)
- professional staff access for viewing, reporting on, and/or editing information in Pure for your Department, School, Faculty or Institute
- administrator access for staff in the MRO.
Password instructions
- Once access has been granted, log in with your Monash username, password and MFA.
Help and support
- Contact myResearch support by email myresearch@monash.edu or telephone 990 34777
- Support materials are available on the myResearch Help page
What is Poll Everywhere?
Poll Everywhere is an online tool that is used to create and collect responses to poll questions or activities
How to get access
Request Poll Everywhere access
Business Rules
Only Monash University and Monash College staff can request for Poll Everywhere access
Password Instructions
Once access has been granted, log in with your Monash username, password and MFA.
Help and support
Contact the Service Desk
What is Promapp?
Nintex Promapp is a process mapping platform to create, share and change business processes. It enables you to provide quality assurance, risk management and business continuity.
Promapp provides an intuitive process mapping tool, a central cloud-based process repository and a comprehensive process improvement toolset. Promapp helps simplify process mapping so business teams can own and improve their own processes.
How to get access
Once your request has been completed, access Promapp.
What is QFlow
QFlow is a queue management kiosk system that services student enquiries within Monash Connect and faculties.
How to get access
Business Rules
- QFlow is only available to Monash Connect and Faculty of Education staff
- Requests for QFlow needs to be submitted through myServices. All requests need to be approved by managers/supervisors
- Log into your QFlow account
Password instructions
- Account locks out after 3 invalid log in attempts
- Minimum eight characters
- Password minimum age: no limit
Help and support
Contact the Service Desk
What is REDCap?
- A secure, web-based application for creating and managing participant surveys and research databases
- Allows researchers to collect and manage sensitive data effectively and responsibly
- Provides a streamlined process for rapidly creating and designing projects offers a vast array of tools that can be tailored to virtually any data collection strategy.
How to get access
What is Replicon?
Replicon is a software providing cloud time tracking applications including timesheet and expense management software, using SaaS, for automating employee time tracking, project time tracking, expense tracking and resource scheduling.
How to get access
Business rules
- All requests need to be approved by managers/supervisors
- Replicon is available to eSolutions staff members
Password instructions
Once access has been granted, log in with your Monash username, password and MFA.
What is Salesforce / UniCRM?
UniCRM is a Customer Relationship Management (CRM) application used at Monash University to manage student enquiries and client relationships. UniCRM is a cloud based application that uses the Salesforce platform. It’s the source of truth for customer details for marketing purposes.
How to get access
Business rules
- Request for UniCRM access can be made by the person who requires it or by another staff member on their behalf
- The request needs to be approved by a line manager or team leader
- Provide the name of an existing user so profile access settings can be copied (if not known contact the Service Desk)
Password instructions
Once access has been granted, log in with your Monash username, password and MFA.
What is Service Hub?
Service Hub is the ticketing system that Monash staff and students use to log IT requests and issues. The front end of the system is called myServices and the back end of the system is referred to as Service Hub.
How to get access
Attend Service Hub Service Operations online training
Request Service Hub access (eSolutions staff only)
Business rules
To get Service Hub access for a support staff member the following criteria needs to be met:
- Service Hub is available to eSolutions staff members
- All requests need to be approved by managers/supervisors
- Before access is given, the user needs to complete Service Hub training through the Staff Development Unit (SDU)
- Support staff member’s full name or username needs to be supplied
- The request needs to contain a valid support group for the individual who requires access.
Password instructions
Once access has been granted, log in with your Monash username, password and MFA.
Help and support
Contact the Service Desk
What is Splunk?
Splunk is a data wrangling and analytics platform that helps turn data into action for IT operations, security operations and more. At eSolutions, Splunk is used to ingest and store machine generated data for searching, investigating, monitoring, alerting, reporting and deriving insights.
How to get access
- Complete Splunk training:
- Request Splunk access, attaching Splunk training certificates
Business rules
- You have permission from your manager or supervisor to request access to Splunk
- Only eSolutions staff can request Splunk access
- Staff with access must comply with the Monash Data Protection and Privacy Procedure as well as any other local eSolutions data related policies and procedures.
Password instructions
Once access has been granted, log in with your Monash username, password and MFA.
Help and support
- Join the eSolutions Splunk Workplace group
- Post your question on the eSolutions Slack Ask Data Operations and Intelligence channel #ask-data-operations-and-intelligence.
- Contact the Technology Services - Data Operations and Intelligence team at esol-ts-dataops@monash.edu
What is Student Academic Progress?
Student Academic Progress provides tools for Monash staff who are involved in academic progress processes. These tools allow staff to:
- view, share and assess a student's My Progress and Support and My Academic Progress response submissions in UniCRM. Information in UniCRM can be used to determine which students could benefit from additional support with their studies (for example, by attending an academinc performance support meeting)
- view the Academic Progress Callista extract to assess students that are subject to academic progress processes
- register enrolment conditions, recommendations and academinc performance support meetings, as well as upload hearing documentation (enrolment conditions will be automatically uploaded to Callista).
For more information on academic progress, see the academic progress website (staff only) or contact academicprogress@monash.edu.
How to get access
- Identify an executive officer from your faculty that has access to Academic Progress (this will be required for the Salesforce access request form).
- Let your academic progress faculty representative (e.g. executive officer) know you intend to request access.
- Request access to Salesforce and include “require access for academic progress” in the additional notes field.
If this is your first time gaining access to Salesforce, we recommend you complete the UniCRM Enquiry Management training.
Business rules
- For user access to Student Academic Progress, you must be involved in academic progress for your faculty.
- You must notify your academic progress faculty representative and/or executive officer if you intend to request access.
- You’ll need to complete a Declaration of Confidentiality form.
- You should complete the Student Academic Progress Training Module in Moodle (if you haven't already done so).
- Staff with access:
- must only copy or download their own faculty’s data for legitimate administrative purposes related to academic progress
- must not transfer their access to any other person (by sharing their password or by any other means).
- Changes to Student Academic Progress access may take up to two business days.
Password instructions
Once access has been granted, log in with your Monash username, password and MFA. You can access UniCRM (Salesforce) through my.monash.
Help and support
Contact the Service Desk or academicprogress@monash.edu.
What is SAP?
- SAP is an Enterprise Resource Planning (ERP) system that manages business operations and customer relations with end to end solutions
- Here at Monash it's primarily used for finance and human resources
- For more information on SAP go to Monash Finance
How to get access
- Attend SAP training
- Request your access by completing an SAP access form
- Get your form approved. See staff who can approve SAP access forms. For more help go to Staff Development SAP.
Business rules
To get your access to SAP, make sure:
- Your access request is approved by a line manager and a SAP signatory
- You've completed relevant SAP training (as detailed in the SAP Matrix)
- You've completed and submitted the SAP user access form
Users will only have access to financial data for accounts, cost centres and purchasing groups that directly relate to their area of responsibility.
Password instructions
- Minimum 8 - 40 characters
- Can't use last five passwords
- Password minimum age: one day
- Password maximum age: 60 days
- At least one lower-case letter, one upper-case letter and one special character
- Account locks out after 3 invalid log in attempts
Help and support
- Visit SAP
- Contact the Service Desk
- For SAP access guidelines go SAP Monash Finance
What is TRIM (Micro Focus Content Manager)?
TRIM is used to manage and provide governance for electronic records (and historical hard copy documents).
How to get access
Business rules
- Training is essential before you can get access to TRIM (Micro Focus Content Manager).
- Software will be made available once an access form has been submitted and access has been approved.
Password instructions
Once access has been granted, log in with your Monash username, password and MFA.
Using TRIM when working remotely
You can access TRIM remotely using either a Monash device or a personal device.
On a Monash device (using VPN)
To access TRIM from home on a Monash device, your computer needs to have the Monash Standard Operating Environment.
- Connect to the Monash VPN. For instructions, see how to connect to Monash VPN.
- Open TRIM as normal.
When working from home, you’ll need to reconnect to the VPN every time you use your computer (e.g. if you close your laptop lid, you’ll need to reconnect).
On a personal device (using MoVE)
- Go to MoVE.
- Click Detect Receiver.
This takes a few seconds. - If the receiver isn't detected after a few seconds:
- select the I agree with the Citrix license agreement tick box
- click Download and install the receiver.
- Once the receiver has been detected or installed, MoVE will open, providing you with access to applications.
- Select APPS on the main menu bar.
- Find Content Manager 9.4 and select the icon to launch the program.
- If you’re prompted to select a Dataset, choose EDRMS_PRD.
TRIM will open.
To register documents through MoVE, you’ll need to:
- have the documents saved on your share drive or Google drive
- manually add them as attachments (you can’t drag and drop records).
For more information, see:
- How to create a document through MoVE (video only – no sound)
- How to amend an empty document through MoVE (video only – no sound)
By installing MoVE at home, you agree to the following terms and conditions:
- Neither you nor Monash University owns the MoVE software provided to you by the University during your employment.
- MoVE can be used at home only for work-related purposes.
- Any commercial or profit-making use of the MoVE software is strictly prohibited.
- Making or distributing copies of MoVE is prohibited.
- You will not reverse engineer or decompile MoVE.
- If your employment with Monash University ends, or you’re otherwise directed by the University, you must uninstall MoVE from any computer hardware that is within your control and not owned by Monash University.
- If you violate the terms of this agreement:
- Monash University has the right to take disciplinary action against you, and
- MoVE has the right to take legal action against you.
- Monash University won’t provide you with technical support for MoVE when you use it while working from home.
Help and support
Contact the Service Desk.
What is Xetta?
Xetta is the University's counter payment software. It is useful for any faculty or department who need to set up cash payments for goods or services.
Xetta creates a journal in SAP for every transaction made. Users can also look up what customers have paid for and reverse payments through credit cards.
How to get access
- Request Xetta access
- For more details on accessing and using Xetta, refer to the Xetta Enquiry User Guide.
- Software will only be made available once an access form has been submitted and access has been approved
Business rules
- Access will only be made available once an access form has been submitted and approved
- Xetta is available to Australian Monash University Staff
Password instructions
- Contact the Service Desk for your Xetta Password
Help and support
Contact the Service Desk