Mani Gill

Student Dashboard – Application Tile

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This tile will show you all the pending and converted applications along with the basic details of the applications.

Note: You will only see icons if the application is pending otherwise you don’t need to see icons.

IconsExplanation
This icon allows you to add a new application for the student from the student dashboard screen and once you click on this icon, the system will take you to the new application screen
This icon shows you a tooltip called Approve and once you click on this icon, the system will show you a pop message on the screen as (are you sure you want to approve this application?) Select Ok to continue or Cancel to leave as it is
This icon shows a tooltip called Decline and once you click on this icon, the system will show you a pop message on the screen as (are you sure you want to approve this application?) Select Ok to continue or Cancel to leave as it is
When you select this icon, the system will open a dialogue box called (compose SMS for application) from there you can send an SMS to the application
When you select this icon, the system will take you to the compose email for the application from there you can send an email to the application

UPDATE – Thursday, 5 May 2022

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IMPORTANT: A new TEAMS update is scheduled.

Your TEAMS site will be updated on

Thursday, 5th of May, 2022

This is an important preview email
of what’s coming on your site soon

As you may know, we have been continually improving and adding new features to TEAMS. We strongly believe in making software that helps our clients gain better  efficiencies and improve their operations.

Note: You may need to alert other team members within your college as the changes may affect their role or department. 

Please spend a few minutes going through our What’s New and Newsletter emails. It will not only help you maximise the time and cost savings, it may be absolutely vital for your College’s Compliance with the latest regulations.

To ensure that you are kept well informed with all that is new within TEAMS, we are going to be releasing a detailed What’s New update via email every two weeks. 

We strongly recommend that you take your time and read this (and future update email/s)

You may need to discuss new upcoming features with the relevant decision makers or team members. Each of the changes outlined also have hyperlinks that you can click to take you to our help website for further detailed explanation.

Major Process Changes

Edit Application/s Dates
Bulk edit dates for Application/s that you are processing. This is especially useful and a big time saver if you have package / multiple applications linked to the one Student / Applicant.

Pending Payments for Agents
Easily Create Draft Agent Payments (with an Approval process) and better control this important business function. Especially designed for CRICOS colleges

New Check on Training Plan and Results Screen
Super easy to track common and superseded units from enrolment dashboard.

Reports

TPS Report
Easily track tuition fee paid/pending for the calendar year. Required reporting to Tuition Protection Service as required by the Australian Government. Can be used by International and VSL as well as Higher Ed Providers.

ASQA Class Roll
A new class roll report with ASQA approved design.

Agent Pending Invoices
List outstanding/ pending commission invoices for Agents. Works with the new Pending Payments Process for Agents outlined in the above section.

New Merge Field for Results
Easily insert Student results into your emails and other documents.

General / Small Improvements

Student Search – Delta Number
Enhanced Student Search. Now you can search for a Student with their Delta number.

VET Tick Box for Programs
VET Programs tick box now in a conveniently located and prominent place on the Program entry screen.

Work Placement for Subjects
New tick box added to Subjects.

Actual End Date
Edit Enrolment screen now allows you to easily record the Actual End Date.

Send offer letter to Agents directly
Now you can send Offer Letter directly to Agents without having to send it to the Student.

VSL Student – Disabilities
Minor improvements on how the Disabilities related fields will appear for a VSL student.

Intake Entry Screen
A new tick box has been added on the Intake entry screen.

Stop Accepting New Applications – Programs and Campus
A new tick box to easily stop new Applications added to the Program and Campus screens.

Please review the changes and related help site links above. If something doesn’t make sense of you would like further clarification after reviewing it, please feel free to contact our Support team. 

We will endeavour to maintain the fortnightly update and keep you in the loop with emails such as this.

There are a number of new initiatives and changes in the pipeline for the next update (due 19th May). We are currently working on finalising XERO integration, Bulk Creation of Invoices, Application Processing improvements and more…

Remember, we are always open for feedback and a big thank you to so many of you who have been actively participating in helping us bring these new improvements to life.

We also have some big changes coming in the next few releases for Timetables and Academic departments.

Your input and engagement are key in helping us improve and we really appreciate it.

Any questions, please feel free to reach out to us and we look forward to serving you to the best of our ability. 

All the best from all of us here at RTO Software.

If you have any further questions,
please feel free to contact our support staff on
1300 85 05 85 or support@rtosoftware.com.au
Remember – these changes go live on Thursday, 5th May 2022. 

Have a great day!

UPDATE – Thursday, 19 May 2022

by

IMPORTANT: A new TEAMS update is scheduled.

Your TEAMS site will be updated on
Thursday, 19th of May, 2022

This is an important preview email
of what’s coming on your site soon

As you may know, we have been continually improving and adding new features to TEAMS. We strongly believe in making software that helps our clients gain better  efficiencies and improve their operations.

Note: You may need to alert other team members within your college as the changes may affect their role or department. 

Please spend a few minutes going through our What’s New and Newsletter emails. It will not only help you maximise the time and cost savings, it may be absolutely vital for your College’s Compliance with the latest regulations.
To ensure that you are kept well informed with all that is new within TEAMS,we are going to be releasing a detailed What’s New update via email every two weeks. 

We strongly recommend that you take your time and read this (and future update email/s)

You may need to discuss new upcoming features with the relevant decision makers or team members. Each of the changes outlined also have hyperlinks that you can click to take you to our help website for further detailed explanation. 

With all that in mind, please review some of the key points outlining the list of changes below – 

Major Process Changes

  • Recalculation of Invoices in application process
    Recalculate a student’s invoices for Application/s that you are processing. Each student has a different case when it comes to charging fee and instalment plan. To keep that in mind, now you will be able to edit the invoice dates, invoice due dates, fee amount and even can change the no. of invoices.
  • Subject Invoicing
    Create invoices on subject level. It’s for all those RTOs who wish to raise invoices at subject level instead of a program for the students.
  • Bulk Invoice Generation
    Easy for you to now raise invoices for multiple students at once be it a late payment fee or any other admin fee. It’s going to save a lot of your time.

Reports

  • Offer Letter
    Generate the offer letter at the student level. In TEAMS, you could generate the offer letter only at the applicant level, however, now you will be able to generate it after converting an application.

General /Small Improvements

  • Sorting of subjects
    You will see all the subjects on the Training Plan and Results screen sequence number wise.

Please review the changes and related help site links above. If something doesn’t make sense of you would like further clarification after reviewing it, please feel free to contact our Support team. 

There are a number of new initiatives and changes in the pipeline for the next update (due 2nd June). We are currently working on finalising XERO integration and more… 

Remember, we are always open for feedback and a big thank you to so many of you who have been actively participating in helping us bring these new improvements to life.

Your input and engagement are key in helping us improve and we really appreciate it.

Any questions, please feel free to reach out to us and we look forward to serving you to the best of our ability. 

All the best from all of us here at RTO Software.

If you have any further questions,
please feel free to contact our support staff on
1300 85 05 85 or support@rtosoftware.com.au
Remember – these changes go live on Thursday, 19th May 2022. 

Have a great day!

How to setup Subject Fees for Programs and Subjects?

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Dashboard > Academics > Subjects

  • To set up fees for the Subjects, you need to go to the Subjects > Subjects Entry screen > Details tab. Here you can enter the Subject fee in the Default Amount field.

Dashboard > Program > Burger Menu > Subjects

  • To set up fees for the Subjects at the Program level, then you need to go to the Program Burger Menu and select Subjects from the pop up.
  • Once you have selected the Subjects option, it will take you to the Program Subjects screen and there you need to select the Edit icon under the Actions column for the particular subject, you wish to enter the subject fee.
  • Upon selecting the edit icon, the floating window will open on the screen, where you can add the amount for the subject and select Save.

When to add the fee at the program subject screen?

If for any subject which is common in two or more programs but the fee for each program is different for that subject. Then in such a case, you can add that program-specific fee for the subject at the program subject screen.

Business Rules

The system will fetch the fee amount from the program subject screen. If the fee amount field is blank there then the system will fetch it from the subject entry screen.

Application Process > Subject Invoicing

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Dashboard > Marketing > New Application > Subject Delivery Dates

While creating the application when you are on the New Application – Subject Delivery Dates screen, you will see the default amount for each of the subjects under the Amount Column. The system has fetched the amount either from the Program Subject or Subject level where the user has already set up the fee. A user can also edit the amount if he wishes to enter a different amount other than fetched by the system.

Not sure how to set up the subject fee. Kindly, read the post How to set up Subject Fees > Program and Subject levels?

IMPORTANT – The system will always fetch the fee amount from the program level and if it can not find any fee set up at the program subject level then it will fetch it from the subject level.

On the Application – Invoice Preview screen, the system will generate the invoices for the Subjects as shown below:

Note: The invoice date will always be the Subject’s Start date and by default, the invoice due date is also the same. If you wish to change the invoice due date, kindly contact our support team.

After the application is created, the user can check the financials on the Applicant Dashboard.

If you have any queries, please do not hesitate to contact us on 1300 85 05 85 or email us via support@rtosoftware.com.au

Important Links

How to edit Subject Invoices?

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Application Level

To edit the subject’s invoices, you need to go to the Application Dashboard > Financials Tile > Actions column > Edit icon as shown below in the screenshot:

  • Once you have selected the edit icon, the system will take you to the Application Dashboard – Edit Invoice screen, where you can edit the subject’s invoice by selecting the edit icon from the Invoice details tile as shown below:
  • By selecting the edit option, you can edit the fees in the Fee Selection tile and then select Add button and Save as highlighted below:

Enrolment Level

  • The user can also edit the subject’s invoice from the edit icon on the Enrolment Dashboard > Student Financial Details screen as shown below:
  • By selecting the edit icon, the system will take you to the Enrolment Dashboard > Edit Invoice screen and there you can edit the invoice and Save it as shown below:

If you have any queries, please do not hesitate to contact us on 1300 85 05 85 or email us via support@rtosoftware.com.au

Important Links

Generate Offer Letter > Student Dashboard

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Initially, the system was generating the offer letter from the application level but now the users can generate the offer letter from the Student Dashboard too.

Note: A user can select more than one enrolment to generate the offer letter.

To generate an offer letter, you need to go to the student dashboard > select the enrolment’s tick box and then select the Burger menu and Print offer letter as shown below:

When the Print offer letter is selected, the floating window will open and you can select your customised offer letter template from the drop down and select the generate button as shown below.

How to set up Subject Invoicing?

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There are three ways to set up invoicing method in TEAMS:

Program Based – By default this is set as it is the standard version in the system.

Subject Based – if you prefer to only raise invoices based on subjects then select this option instead.

IMPORTANT: if you select this option, you will have further set up to do and the system will NO LONGER raise program based invoices as it currently does.

Both – If you want the option to do either, then select this, you will also have further setup to do.

  • Program Based – If this setting is turned on, the system will generate the invoices from the Program level for all the campuses.
  • Subject Based -If this setting is turned on, the system will generate the invoices from the Program Subjects level if the Fees are set up for the Subjects, otherwise the system will fetch the fees from the Subjects level.
  • Both: If this system setting is turned on then you need to select the radio button (Program Based or Subject Based) as desired on the settings tab, whether you want the system to generate invoices for Programs or Subjects for the specific Campus from the campus entry screen as shown below:

Important Posts

Finishers Report Data Columns

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Below is the table that will show you the columns and their explanation that will get printed in the generated report.

ColumnsExplanations
Student NoStudent Number generated by TEAMS
Student NameStudent’s First name, Middle name and Last name
Campus NameThis will show the number of enrolments linked with the campuses
Enrol NoEnrolment Number generated by TEAMS
Program CodeThe system will print the code of the program saved on the Program entry screen
Program NameThe system will print the name of the program saved on the Program entry screen
Enrolment TypeThis is a user code and the system will print the enrolment type from the Enrolment Dashboard > Edit Enrolment Details screen
Start DateStart Date of the Enrolment
End DateEnd Date of the Enrolment
No of WeeksTotal duration of the course i. e. Study weeks + Holiday weeks
Study WeeksTotal study weeks of enrolment
FinishedIt will show yes, if the enrolment is flagged finished
Agent NameAgent linked with the enrolment
Employer NameEmployer selected at the enrolment level
CountryCountry of the student from student level
Account ManagerIt will show the Account Manager selected at the enrolment level
Currently OwingThis is the overdue amount till the present date
Total OwingIt is the difference of total invoiced and total receipted 
Visa typeIt will show the Visa type selected at the Student level
ClassesThe system will show the classes linked to enrolments
Future ProgramsFuture enrolments of the student 
Enrolment OutcomeThe outcome of enrolment selected on the Enrolment Dashboard > Edit Enrolment Details screen
Subjects Successfully CompletedThis will display all the subject codes with the successful results
Subjects Not Completed SuccessfullyThis will display all the subject codes with the unsuccessful results
Overall Attendance PercentageThis is the total of enrolment’s average attendance percentage for the entire enrolment duration
Total Subjects CompletedThis column will display the count of total successful subjects/total number of subjects linked to the enrolment.
For example: 3/8 so 3 will be the count of successful subjects and 8 will be the count of total subjects linked with the enrolment
StageIt will show the commencement status from the Training Plan and Results screen > Qualification Information tile.
Notes
VSNThis is the VSN number selected at the student entry screen
VSN EligibleIt is Yes, if VSN number is valid
Enrolment StartedIt will display Yes if the enrolment is flagged as started
AVETMISS StateAVETMISS state is the State Training Authority selected at the Enrolment level > Enrolment AVETMISS settings screen
DOBStudent’s date of birth entered at student entry screen
Email AddressStudent’s primary email address updated on the student entry screen
Email Address 2Student’s secondary email address updated at the student level
Email Address 3Student’s additional email address updated at the application/Student level
NationalityNationality of the student
USIStudent’s USI number updated on the Student Dashboard > USI screen
Mobile NoStudent’s mobile number updated on the Edit Student screen