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New Application – Agent Commission related changes

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We have made some changes to allow more flexibility to the Agent commission invoice section of the new application process. Changes we have done include:

  • selecting or unselecting to pay commission on a specific fee that you are raising against the applicant/student’s invoice/s
  • selecting or unselecting whether the system should calculate GST on the agent’s individual commission invoices and
  • raising an agent bonus invoice that will then link to the application

The above options show different steps of the new application process. You can find them as follows:

Selecting or unselecting to pay commission on a specific fee that you are raising against the applicant/student’s invoice/s

In the Agent details screen, there is a tick box for Pay Commission. Whether this is selected or not, when an agent is linked to an application, you will have the option to either select or unselect the Pay Commission tick box against a student’s fee that you are raising for the application. If you select it, then the system will calculate the commission on that fee and if you unselect it will NOT calculate the commission for the agent for that fee.

This option is available in the New Application > Fee Selection step as below:

Selecting or unselecting whether the system should calculate GST on the agent’s individual commission invoices

In the Agent details screen, there is a tick box for Apply GST. Whether this is selected or not, when an agent is linked to an application, you will have the option to either select or unselect the Apply GST tick box against all or individual agent commission invoices that the system will raise for you.

This option is available in the New Application > Invoice Preview steps on the Agent Invoice tab as below:

Raising an agent bonus invoice that will then link to the application

If you wanted to raise an agent Bonus Invoice you would do this from the Agent Dashboard > Profile Tile > Bonus Invoice icon. However, we have introduced this option in the New Application > Invoice Preview steps on the Agent Invoice tab as shown below.

IMPORTANT: there is a difference between raising an agent bonus invoice from the Agent Dashboard to raising it in the new application process. From the Agent Dashboard you DO NOT have to link the bonus invoice to one or many enrolments, however from the new application process, the system will automatically link it to the application program that you link the bonus invoice to.

This option is available in the New Application > Invoice Preview steps on the Agent Invoice tab > +Add Bonus button is shown below.

Once you have added the Bonus, the screen will refresh and you will be able to see the Agent Bonus invoice for the agent.

Note – You can delete and recreate the agent bonus from the same screen.

New Feature – LiveCaller to Chat and Call online

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We have introduced a new feature called LiveCaller which will allow you to make a voice call or live chat directly with our support staff. The LiveCaller icon will be available from the main dashboard in TEAMS.

Note – if you are trying to use LiveCaller outside our working hours you will have an option to request a callback. You can enter a preferred date, time and number for us to call you back. If you send the callback request, then one of our support staff will call on that preferred date and time if it is during our working hours. If not, they will contact you to arrange a different date and/or time. Please Note our working hours are Monday to Friday. 09.00am – 5.00pm Queensland time.

When our support staff are online and you select the LiveCaller icon, you will see two options for Voice Call and Live Chat. You can choose to either start a call or chat with our team.

IMPORTANT – When you use LiveCaller for the first time you will be asked to enter your company name, name, email address and best contact number (please enter your direct line number or mobile number, where possible) so that our support staff knows who they are talking to. You should not be asked to do this again unless you change the device (laptop, desktop etc) that you start chat or call with our support staff.

IMPORTANT: For a Voice Call, you will be asked to grant permission for LiveCaller to access your microphone. If you do not grant this permission our staff will not be able to hear you.

Student Financial Details – History

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Here are some of the latest changes that we have made on the Enrolment Financial Details

Date UpdatedChanges Made
30 Nov 2023Improvements in Cancel Receipt functionality
30 Nov 2023New Functionality – Cancel Multiple Invoices in Bulk
21 Sep 2023Enrolment Financial Details Screen – Invoices Sorted by Due Date
07 Sep 2023Edit Invoice – New Invoice Notes field
07 Sep 2023Fee Selection – Fee Type and Fee Name Changes
24 Aug 2023Raise New Invoice – Invoice Notes New Option
24 Aug 2023Student Financial Detail Screen – New Qty and Rate Column
12 Jan 2023Added Reference in the refund
02 Dec 2022New Refund & Cancel, transfer & Cancel Check Box
20 Oct 2022Edit Multiple Invoices
01 Sep 2022Enrolment Financials – Edit Multiple Invoices
01 Sep 2022Student Financial Detail Screen – Label changed from Date to Due Date

Login Screen security improvements

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Continuing on from our initial changes to the login screen back in August, we have made further improvements to this screen and the login process.

The main improvement we have done is where you enter the wrong password and how many attempts it will allow you to do this and what the system will do in each attempt scenario.

How many times can you enter your password incorrectly before you are locked out completely?

You are entitled to six (6) attempts before the system will lock you completely. However, based on a certain number of attempts the system will sequence lockouts as follows:

Attempt 1 – when you enter the wrong password for the first time, the system will show you an Invalid Password. You have 5 more attempts left before your account is locked as shown in the screenshot below.

Attempt 2 – when you enter the wrong password for the second time, the system will warn you with the following message Your IP is being tracked. You have one more attempt before your account is temporarily locked.

Attempt 3 – when you enter the wrong password for the third time, your account will be locked for 1 minute and the system will show you a countdown timer on the login screen as below. After the 1 minute is completed, the system will allow you to re-enter the password.

Note – the process of the attempt for three (3) attempts continues for attempts 4 and 5.

IMPORTANT – as you can see in the screenshots below, when you have entered the incorrect password for the sixth time, you will see the messages saying Due to repeated incorrect password attempts, your account is now locked and disabled. You will also see a popup on the screen saying Your site administrator/s has been notified.

When you select the OK button in the message above regarding your site administrator/s being notified, the system will then prompt you to reset your password as shown below.

Important – for you to be able to reset your password, your user account in the system must already have your email address and mobile phone number set against them. If it doesn’t then the system will not allow you to reset your password. You need to then speak to your manager to get this resolved and updated so you can come back and reset your password.

If your user has been set up in the system with your email address and mobile number, then you will be able to proceed with resetting your password. If none or one of the pieces of information is missing you will see one of the following messages below:

Where you have no mobile number: You do not have a valid mobile/email on file for your account.

Where you have no email or mobile number: Please contact your site Administrator/s.

Where you have no email address: Please ask them to update your email/phone number so that you can reset your password and access the system.

What happens when you have an email and mobile set for your account?

The system will show you a new button for Reset my password as below. When you select it you will see a popup message on top of the screen saying OTPs will be sent to your registered mobile number and email address as per your profile.

Important: For the below reset password process you have a timer of 120 seconds. When you receive the OPTs enter them into the relevant fields on the Reset password Instructions popup and select the Validate OTP button.

Once you validate the OTPs, You need to update your New Password and then Confirm the new Password in the fields. When you have updated, you will be taken back to the login page to access the system.

Changes – Transition Process

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We have made some changes in the transitioning enrolment process and now when you transit any enrolment, the system will show you the letter T at the end of the enrolment number which will indicate that the enrolment is a transitioned enrolment.

IMPORTANT – Generally, the enrolment number is the Parchment number unless you are using any other number as a parchment number. So the new Parchment number after the transition will have postfix T.

Rules – From the Compliance perspective, you cannot issue a certificate for two different competencies with the same parchment number. To ensure the same, the enrolment number and parchment number are changed after the transition.

Edit Multiple Invoices screen changes

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We have added three new columns Discount, Discount Reason and Deposit Due for you in the edit invoices grid while editing the multiple invoices.

Note – The discount column will allow you to give a discount on the total amount for a particular invoice, and once you add the discount, the system will calculate the total amount of the invoice accordingly.

What’s New – 20th Oct 2022

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In this release, we have introduced three new columns (Discount, Discount Reason and Deposit Due) while editing multiple invoices and we have also done some changes in the Transition Process. There are some visual changes while doing the New Application process and you will also see Login Screen security improvements and changes for the Agent Commission.

Login Screen security improvements

We have been introducing tightened security measures for all client sites and their users, to ensure their sites are secure.

We have made some changes to the login screen and locked account in the system to tighten the security of your passwords.

read more…

Edit Multiple Invoices

While editing multiple invoices on the Enrolment Dashboard > Student Financial screen, you will now see three different columns which will allow you to give a discount on a particular invoice.

read more…

Overpaid Agent Commission

While creating a receipt for an agent invoice, you will be able to make an overpayment where the student has paid you more money for an Agent commission.

read more…

New Application – Agent Commission-related changes

We have made some changes to the Agent commission while doing the new application process where you can pay commission to the invoice, Apply GST and create a bonus invoice for the Agent.

read more…

Transition Process

In the Transition Process, once you do the transition for any enrolment from one program to another, you will see the letter T at the end of the enrolment number.

Once you finished the transition process, you will be able to see this change in different locations in the system.

read more…

Visual Changes – New Application

We have made some visual changes while doing the New Application process. You will continue to notice further visual improvements with each update and we will keep you posted in the what’s new summary for each update.

To know more select the read more.. button.

read more…

Our mission is to build software that helps you do things more efficiently. Your input and engagement are vital in helping us improve our service and offerings for your college. We are always open to listening to your feedback.

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

Please review the changes and if you would like further clarification, please contact our Support team.

Please email support@rtosoftware.com.au or call us on 1300 850 585

A big thank you to so many of you who have been actively participating in helping us bring these new improvements to life.

Next update is due on Thursday, 3rd November 2022

Note: Please alert other team members within your college if the changes outlined above affect their role or department.

Thank you for taking the time to read this post.