3.38.0 Release Notes

New Features

Finance

Instalment-based commission calculation A new account-level option controls how instalments are handled for commission calculations. Choosing 'As student pays' calculates commission per instalment, releasing the commission bill when payment is received against each invoice instalment.

Commission audit trail A new Commission Audit Trail index records all changes to commission bills. The index can be filtered and exported as either CSV or PDF.

Public Trust programme title override Public Trust accounts have a new 'Use Programme Title Other as Course Title' setting. When enabled, submissions send the programme's Title Other field to Public Trust as the course title, falling back to the programme title when Title Other is blank. An optional Default Course Title can also be set on the account, which is sent as the course title for every submission under that account. Both settings are off or blank by default, so existing submissions are unchanged.

Workflow Builder

Custom fields in Workflow Builder Workflow Builder can now read and write custom fields. The Update Field action can set a custom field on the trigger record or a related record, and If/Else conditions can evaluate one. Dropdown and multi-select custom fields present their options as a list. Note that changing a custom field value does not itself trigger a workflow, and custom fields cannot be used as scheduled query conditions.

Application step conditions and actions Workflows can now use an application's current step as a condition in If/Else and Field Changed triggers. A new Move Application to Step action moves an application to a different step on its template. Send Email is now also available on application workflows. A move is rejected and recorded as failed if the target step belongs to a different template or if mandatory fields required for the move are not completed.

Messaging

Tall Bob SMS provider support SELMA can now send and receive text messages through Tall Bob as an SMS provider. Single and bulk messages are sent through Tall Bob, and replies are threaded back under the original message in SELMA so conversations can be followed. Replies of STOP are recorded as opt-outs, delivery status is updated automatically, and inbound replies can trigger existing SMS workflows. Contact support to enable two-way texting via Tall Bob for your organisation.

API

Date filters on all API endpoints Every API collection endpoint can now be filtered by when records were created or last updated, using created_at and updated_at with after, before, strictly_after or strictly_before. This allows integrations to fetch only records that have changed since their last sync. Note that records which have never been edited have no updated date, so use created_at[after] alongside updated_at[after] to capture new records reliably.

Accommodation

Homestay retainer leave periods Homestay bookings now include a Record Leave option for students who are away for an extended period. A short wizard collects the leave dates and lets you select a retainer price book for the absence and the price book to use on return. SELMA then splits the stay into linked bookings for before, during and after the leave, with matching invoices and provider bills. Where the student has already paid into the leave period, you can choose whether to refund, credit or carry forward that amount, and the student's bond remains on hand throughout.

Contacts

Lock and unlock logins from the UI A locked login now displays a lock icon on the Contact, Student and User pages. Staff with the appropriate permissions can lock or unlock it from the icon or the actions menu, including contacts locked out after too many failed one-time password attempts on form submissions. Additionally, logins that previously showed as Locked but were not actually locked now correctly show as Active, and locking a login now updates its status consistently for both portal and staff logins.

Report Builder

Payment and invoice instalment reporting Payment, Payment Allocation and Invoice Instalment data are now available in the Report Builder, reachable through a student's invoices or directly from Student, Contact and Organisation records. Fields with a fixed set of options — such as payment direction, payer type and allocation type — now display readable labels and filter from a dropdown. Note that Bill Status, Bill Type, Confirmation of Enrolment Status, CRICOS Status Reason and NZ Employment Type Code now display as readable labels rather than codes; existing filters using Contains, Starts with or Ends with on these fields will need to be re-set before the report can be saved.

Audit Log

Per-record audit log and System Audit report Any record showing created and updated timestamps now opens its own audit log when those stamps are clicked, listing every field change, who made it and when, with old and new values shown. A new System Audit report under Reports provides the same history across the whole account, with filtering, saved searches, CSV export and direct links to each record. Changes to multi-select fields are now recorded. A new permission, /audit-log, controls access to the System Audit report and is granted to the admin role automatically.

CRM

Email Lists, Leads and Campaigns A new CRM menu introduces Email Lists, Leads and Campaigns. Email Lists let you build lists of students, contacts, organisations or staff members and email everyone on a list in one go; lists can be static, filter-based or driven by a Report Builder report. Leads allow you to capture and manage prospective enquiries through a configurable pipeline with steps, statuses, custom fields, documents, notes, tasks and email, viewable as a grid or kanban board; a lead can be converted into a student, application, contact or organisation. Campaigns let you record marketing activity and create trackable links that count visits, carry UTM tags and can be attributed to leads. The CRM is a paid feature and must be enabled by SELMA before use; once enabled, grant the relevant permissions to the appropriate roles and review the default steps and statuses under Lookup Data.

Forms

New Lead form type A new Lead form type is available alongside the existing enquiry, application and enrolment forms. Submissions create a lead in SELMA, and when the form is accessed via a campaign URL the submission is automatically linked to that campaign.

Canvas

Canvas mapping from catalogue component Canvas course and assignment mapping now starts at the catalogue component level. Open-in-Canvas icons appear on programme, intake and enrolment components, and new programme components inherit the component's Canvas mapping automatically. When a component's Canvas course is changed, a guided wizard lets you choose which programme, intake and enrolment components to move to the new course.

LNAAT

LNAAT assessments assignable from applications LNAAT assessments can now be assigned from a student's application via the application's NZ Compliance tab. The student must have a valid NSN, gender and ethnicity recorded. Results are returned to the application automatically, and when the application is converted to an enrolment its LNAAT assessments carry across with it.

Enhancements

Students

NSI duplicate student warning When using the NSI integration, SELMA now warns users to use an existing student record at an earlier point in the process, reducing the risk of duplicate records being created.

Student merge improvements The student merge page has been updated with several improvements: you can now swap the two sides to quickly change which record is the source, selecting the same student on both sides is prevented, students synced via WBT cannot be merged from, and a new toggle switches the student information display between inline and stacked views.

Country flag selector on phone fields Phone number fields now include a country flag selector. The account's default dial prefix appears at the top of the list, followed by all countries in alphabetical order, and the list can be searched by country name or dial code.

Organisations

New fields on Organisation record The Organisation contact tab now includes Title and Phone fields. The Students tab now includes Student ID, Relationship and Status columns.

Programmes

Programme Components table improvements The Programme Components table now includes a Duration column and a search bar to find components by code or title, with filtering by type. When NZ SDR is enabled, the table also shows each component's EFTS and Credits, and Total EFTS and Total Credits badges display the programme's totals, including child components. These totals always reflect the whole programme even whilst a search or filter is active, and update automatically when components are edited or mapped.

Roles and Permissions

Permission checks now cached for speed Screens that check access permissions should feel slightly quicker. As a result of this caching, a change to a user's role may take up to an hour to take effect. Clearing the cache from SELMA Admin applies the change immediately.

Student Portal

Faster student portal timetable The student portal timetable now loads significantly faster. It fetches only the sessions and holidays for the week or month currently on screen rather than the student's entire enrolment history. Students with long enrolments or many classes should no longer experience slow load times or timeouts when opening their timetable.

Report Builder

Accommodation Provider in Report Builder Accommodation Provider is now available as a data source in the Custom Report Builder.

Accommodation

Transfer contact details on bookings Accommodation bookings now display contact details for the provider and for each transfer. The Provider card shows the primary contact's name, relationship, mobile and email. Each transfer shows the transport provider contact's name, mobile and email, with a click-to-email shortcut. When adding or editing a transfer, staff can select which of the transport provider's contacts is responsible, with the primary contact filled in automatically as a default.

Classes

Custom fields and Excel support in class import The class and student importers now support custom fields as optional columns, named after each field's API name. Dropdown columns accept either the option name or its code, and multi-select columns accept several options separated by a pipe character. Import files without these columns behave exactly as before. The class importer now also accepts Excel files (.xlsx and .xls) in addition to CSV.

Forms

Form submission PDF improvements Form submission PDFs are now named using the format: first name, surname, form name and submission ID. Fixed a bug where certain submissions displayed the selected intake ID rather than its name.

LNAAT

LNAAT Assessment Code now displayed LNAAT results on enrolments, students, classes and intakes now show the learner's Assessment Code, which the learner uses to sit the assessment on the LNAAT platform. Assessments assigned before this release display a dash.

Integrations

Zoho webhook URL updated The Zoho CRM integration now uses a unique webhook address per SELMA site, and the webhook secret is stored securely rather than in the database. SELMA updates its own Zoho notifications automatically. If you configured a Zoho webhook manually, copy the new Webhook URL from the Zoho integration page in SELMA.

Finance

Invoice index loads faster The Invoice index page now loads more quickly.

Applications

Application conversion improvements Converting an application to an enrolment now works immediately after moving the application to a conversion-eligible step, without requiring a page refresh. The Convert to Enrolment window now includes a Fees section: by default, uninvoiced fees from the application are transferred to the new enrolment and intake fees are not added, preserving any fee changes made on the application. Options are available to also add intake fees or to leave the application's fees on the application. Invoiced fees and their payments remain on the application.

Bug Fixes

Enrolments

Enrolment and Student Index CSV export columns The Enrolment Index CSV export now aligns each value with the correct column heading. Previously every value appeared one column to the left of its heading and the enrolment ID was omitted entirely. Columns hidden or shown via the column manager are now reflected in the exported file. The Student Index CSV export had the same issue and has been corrected by the same change.

Saved searches apply filters correctly Saved searches on index grids now correctly apply their filters when clicked. Previously, a saved search would stop working as soon as its grid gained or lost a column. Existing saved searches will work again without needing to be recreated, though the sort order on older saved searches may fall back to the default until the search is saved again.

Withdrawn Special status error resolved Fixed an issue that prevented an enrolment from being updated to Withdrawn Special (31 SOF) status.

Forms

Staff users can submit forms Staff members who already have a SELMA login can now complete and submit enquiry, application and enrolment forms. When a signed-in user opens a form, they are asked whether they are filling it in for themselves or for someone else; choosing themselves creates a student record linked to their existing login, whilst choosing someone else signs them out so the applicant's own details can be entered. Staff are no longer signed out of SELMA when a form submission completes. Contact forms and the countersigning flow are unaffected.

Organisation field settings preserved in form editor An Organisation field set to Required or Hidden no longer loses those settings after the form is reopened and saved. The required asterisk now only appears when the field is actually set to required. Additionally, clicking Publish immediately after making a change now always includes that change; if the latest changes cannot be saved, a message is shown and the form will not be published until they are. If you have a form with an Organisation field, we recommend opening it once after this release to confirm the settings are as expected before republishing.

Finance

Fees tab no longer retries after session expiry Fixed an issue on the student and enrolment Fees tab where, after a session had expired, the payments, invoices and fee tables could keep retrying in the background and slow SELMA down for all users. The tab now stops retrying and displays a message asking the user to reload the page and log in again.

Credit note lines inherit correct tax rate Each credit note line now takes the tax rate from the invoice line it credits and correctly shows its share of that tax.

SDR

SDR LEAR compulsory fee fix Fixed an issue where enrolment components were omitted from the SDR LEAR report when compulsory fee columns contained no value.

API

Learning style and student status responses include ID Responses from the learning styles and student statuses API endpoints now include a read-only id field, consistent with other lookup endpoints. All existing fields and endpoints are unchanged.

Applications

Intake form links, event log and application fixes Copying a form link on an intake now works immediately after saving, without requiring a page refresh. Email entries in the event log now show all recipients, including CC addresses, without needing a reply first. The application page and application list now consistently label the account manager as 'Account Manager'. New events now default to the event type configured as the default in lookup data.