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An E-Approval is a digital request used to claim SkillsFuture / BCA training refunds on behalf of your organisation's learners. It replaces paper-based approval forms and routes the claim through a structured, audited workflow.

Each submission is assigned a unique reference number in the format EA-YYYYMM-NNN (e.g. EA-202505-001) once it is submitted.

Who uses it:

  • Training Admin — creates and submits the application
  • Team Lead — first reviewer
  • Funding Admin — verifies refund amounts and routes to approvers
  • Deputy Director — approves lower-value claims
  • Director — approves higher-value claims off-system (above $6,000 per learner); the Deputy Director liaises with the Director directly
  1. Go to E-Approvals → New E-Approval in the navigation menu.
  2. Fill in the course details: course name, training dates, provider, and funding type.
  3. Add learner(s) — choose single-learner mode for one person, or multiple-learner mode to include several learners in one application.
  4. Upload supporting documents (e.g. attendance records, invoices). Accepted formats: PDF and common Office files. Maximum file size: 10 MB per file.
  5. Select the Team Lead who will review and endorse the application.
  6. Click Submit. A reference number is generated and a notification email with approval buttons is sent to the selected Team Lead automatically.

You can also save the form as a draft and return to complete it later before submitting.

The application moves through six stages. If any learner's refund exceeds $6,000, the Deputy Director will seek Director approval off-system before approving.

# Actor Action Resulting Status
1 Training Admin Submits application Pending Team Lead
2 Team Lead Approves or Returns with remarks → Pending Funding Admin or → Returned to Training Admin
3 Funding Admin Verifies refund amounts and selects Deputy Director Pending Deputy Director
4 Deputy Director Approves — if any refund ≥ $6,000, obtains Director sign-off off-system first → Deputy Director Approved
5 Funding Admin Submits claim on BCA portal and uploads acknowledgement document Pending TLMS Refund
6 Funding Admin Confirms TLMS refund received and closes application Completed

When the Funding Admin enters the refund amounts for each learner, the system checks whether any single learner's refund exceeds $6,000.

Below $6,000 (all learners)

Deputy Director's approval is final. No Director is involved.

Any learner ≥ $6,000

Deputy Director will seek Director approval separately on their end. The system will flag this case automatically.

The threshold check is done automatically — the system will flag the application when any learner's refund exceeds $6,000.

Every time an application reaches a new approver (Team Lead, Deputy Director), the system sends them a notification email containing action buttons (e.g. Approve, Return).

  • Clicking a button in the email opens a secure confirmation page — the approver does not need to log in.
  • Each link is tied to a single-use token valid for 7 days.
  • Once any action is taken — either via email or directly in the web portal — all other pending email links for that application are automatically invalidated.
  • All approval emails are also CC'd to all Funding Admins and the original submitter for transparency.

If an email link has expired or already been used, the approver will see an error message and should log in to the portal to take action instead.

A "returned" status means a reviewer has sent the application back for revision. The action depends on who returned it:

Returned by Team Lead → Training Admin

The Team Lead has included remarks explaining what needs to change. Open the application, review the remarks, update the details or replace documents, then click Resubmit.

Returned by Funding Admin → Team Lead

The Funding Admin has flagged an issue for the Team Lead to address. The Team Lead can revise the endorsement or return the application further to the Training Admin.

Once the Deputy Director has approved the application, the Funding Admin completes two final steps:

  1. BCA Portal Submission — The Funding Admin manually submits the refund claim on the external BCA portal, then uploads the BCA acknowledgement document into the system. The application status moves to Pending TLMS Refund.
  2. TLMS Refund Confirmation — Once the organisation receives confirmation that the refund has been processed by TLMS, the Funding Admin clicks Confirm & Close. The application status becomes Completed with a closed timestamp recorded.

If the wrong BCA document was uploaded, the Funding Admin can use the Undo BCA option to revert and re-upload before confirming.

Still need help?

Contact your administrator or check back later for updated guides.