Q&A

frequently asked questions (that do not map to an existing page) and their answers.

How to Create student ID card in TEAMS?

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Overview

We have student letters and warning report that is used to create student ID cards in TEAMS: There are different steps and scenarios that you must follow to create student ID cards.

Scenario 1

Step 1 – The very first step is to download the master template of student letters and warning reports from TEAMS. Without the master template, you won’t be able to customise your student ID cards in TEAMS. To download, go to Main Dashboard > System Admin > Report Template screen.

Step 2 – Select the report in the search field to proceed. For example, if you are going to search for student letters and warnings then try typing 3 initial letters of it and the system will show you all report templates starting with those 3 initials. Select the required one.

Step 3 – Once you select it, the screen will refresh and show you the customised templates in the grid.

Step 4 – If you do not have any customised template then you need to select the download icon beside the report name. This will download the Master version of the student letters and warnings template which will help you to customise the student ID card for your RTO.

Scenario 2

When you have downloaded the student letters and warnings master template, it will show you some basic information about the template at the start and then show you different sections that we have in every word report. You will find two categories of merge fields.

  • Individual Merge Fields
  • Table Merge Fields

Individual Merge Fields

Table Merge Fields

Note: While creating a student ID card, you do not need to add any table.

Also, anything in the curly brackets in the template is a merge field, so let’s say you want to populate a student number or student name in your customised version then you need to copy and paste this merge field into your custom template so that whenever you generate any report, it will populate student number automatically for you. That’s how the merge fields will work.

IMPORTANT– If you are copying any merge field from the master template then you must copy it including the curly brackets. if you copy the text, the system will not print any data in your customised template.

How to edit an individual Invoice in TEAMS?

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To edit an individual invoice in TEAMS, please see the below steps:

  • Go to Enrolment Dashboard > Financial Tile > More > Student Financial Screen.
  • From the Student Financial Screen, you need to select the edit invoice icon under the action column.
  • The system will open to the Enrolment Dashboard > Edit Invoice Screen.
  • Look for the Invoice Details Tile and select the edit icon under the option column for the fee line item.
  • The fee will be visible in the Fee Selection tile which is above the Invoice Details tile.
  • Make the desired changes to the fee and add it back in the invoice details tile by selecting the Add button.
  • After adding back, add the relevant information in the invoice summary tile and once you are done, select the save button.

How to edit an email template in TEAMS?

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To edit an Email Template in TEAMS, please see the below steps:

  • Go to Main Dashboard > System Admin menu > Email Template.
  • The email template welcome screen will open.
  • Search for the specific email template by its code or name in the search section and select the Apply button.
  • After searching, the grid will display the email template.
  • Select the edit icon under the Actions column from the grid.
  • You will be taken to the Email Template Entry screen.
  • Once you are on the screen, you can make changes as you require.

Note: Please do not change the Inserted Fields in the message box otherwise they will not function correctly.

How to setup Program Structure in TEAMS?

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In TEAMS, setting up Program Structure involves a series of essential steps and guidelines. Firstly, creating and defining the subjects that will be offered within the system. Then, establishing the overall program framework, outlining the program and subjects. Next, linking specific subjects to the corresponding program ensures a well-organised curriculum for each student. To account for breaks and time off, public holidays are incorporated into the system.

Additionally, configure intakes, allowing students to enrol at specific times throughout the year. Financial aspects are also managed within TEAMS, with the ability to set up fees and instalment plans for students’ convenience. For offering group training, you need to create group training plans to accommodate such arrangements. Lastly, the program is linked with the campus, ensuring seamless communication and data management between different locations. By following these steps and guidelines, TEAMS facilitates an efficient and structured student management system, enhancing the overall educational experience.

Please see the below steps and processes to create a program structure in TEAMS-:

Step 1 – Subjects

It is recommended, to create a Subject and update the subject’s AVETMISS settings before you set up a program in TEAMS.

a) Go to the Main Dashboard > Academic Menu > Subjects

b) When you select the Subjects icon, the system will present you with a Subject Welcome Screen. This screen will show you all the active subjects that are already present in your database. To know more, select here – Subject Welcome Screen

c) For adding a new subject, select the +Subject Button from the subject Welcome Screen.

d) Once you have successfully created the subject and saved it, the system will show you a Burger Menu Icon. You need to select the AVETMISS Settings option to update the Subject AVETMISS settings for a subject.

Step 2 – Programs

Once you have completed Step 1, you need to set up the Program and its settings along with the Program AVETMISS Settings.

a) Go to the Main Dashboard > Academic Menu > Programs

b) When you select the Programs Icon, the system will present you with the Program Welcome Screen. You need to select the +Program Button to create a new program in the system.

c) Once you have successfully created the Program along with the settings, the system will show you a Burger Menu Icon. Now from there, you need to select the Subjects option to link the subjects to the program.

d) Once you have successfully linked the subjects with the relevant fields, you then need to select the Program AVETMISS Settings option from the Burger Menu Icon to update the Program’s AVETMISS Settings.

Step 3 – Public Holidays

It is recommended that if you are creating Intakes then you need to create Public Holidays in the system as a prior step.

Step 3 – Intakes

NOTE – Before you create Intakes, you need to understand how your site is set up by our Onboarding team. Whether they have created your Academic Template or not. If your Academic template is not set up then you need to go to Main Dashboard > System Admin Menu > Term Breaks icon to create the Term Break in the system.

If you have a setup of Academic Template then you can simply create Intakes. Once you have created the Intakes, please make sure that you are linking the Intake with the Program. To link the Intake, you need to go to the Program Entry Screen > Burger menu > Program Intakes. Select the Program Intakes option to link the intake with the Program

Step 4 – Fees

After the above steps, you need to set up fees for a program. To create fees, you need to go to Main Dashboard > Finance Menu > Fee Icon. Once you selected the Fees Icon, the system will take you to the Fee Welcome Screen and there you need to select the +Add Button to create a fee in the system. Please note – You don’t have to link fees to the programs because while creating fees, the screen lets you select the Object Type such as Programs, Campus, Subjects etc. So If you are creating the fee for a program, Object type > Program, automatically links the fee with the program you selected.

Step 5 – Instalment Plans

Now again, you have to understand what TEAMS has set up for you. If you are using the pattern for the invoices while creating the Application then you don’t have to use the instalment plans. If our team has already created the instalment plan for you then you simply need to go to the Instalment Plan Welcome Screen and from this screen, you need to select the edit icon under the Actions column from the grid. Once you select the Edit Icon, the system will take you to the Instalment Plan Entry Screen. On this screen, you can search and link your new program from the Program field. You can also create a new Instalment Plan for your program from the Instalment Plan Entry Screen.

Step 6 – Academic Template

If your Academic Template is already set up and you want to make some changes then please it is recommended you contact our support team and they will guide you and help you with the academic template.

Step 7 – Group Training Plans

If your Timetables are already set up and you know the dates of the units that the student will study then you need to create Group Training Plans. Please note that you will only create group training Plans if your Academic template is not set up. So when you create GTP and while creating the Application when you select the GTP, the unit’s date will automatically get populates exactly as per your timetable.

Step 8 – Link the Program with the Campus

Once all the above steps are done, this is the final step, you need to link the program to the campus. When you are on the Campus Welcome Screen, you need to edit the campus from the Edit Icon under the Actions Column from the grid. This will take you to the Campus Entry Screen and there you need to select the Linked Programs option from the Burger menu on the right hand side of your screen.

How to send Pay Request Email for Invoices?

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1. When you are on the Application Dashboard or Enrolment Dashboard > Student Financial Screen, you need to select the pin payment icon as shown below from the student financial screen.

2. Upon selecting this icon, the system will show you a pop window namely Online Payment Request where you will be presented with two radio buttons:-

Total Invoice Amount – This radio button will show you the total amount of the invoice.

Other Amount – This radio button will allow you to add payment amounts as per your need.

3. Once, you have selected your desired radio button, select the Send Email button and then you will be directed to Compose Email screen. When you are on the Compose Email screen. Select the Template type for the pin payment that you have customised from the email template entry screen. As you can see below the email template type has been selected as Payment. once you have selected it select the send button to send the email.

4. Once the email has been sent to students, they will receive a unique link as you can see in the below email screen shot.

5. This is how the browser will open when the student selects the link.

6. Once the Student paid the invoice online then you will receive a receipt as below:-

What’s New 29th June 2023 – Q&A

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Here are some recent questions that have been asked, along with their corresponding answers. Our answers aim to offer clear and concise explanations, step-by-step instructions, and valuable insights. Whether you’re looking for guidance on a specific task or seeking to expand your knowledge in various fields, these questions and answers are here to provide you with useful and reliable information.

QuestionsAnswers
Unable to see the icons on the Classes and Attendance tilePlease select the read more link to know the answer.

Unable to see the icons on the Classes and Attendance tile?

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When the icons on the Enrolment Dashboard’s > Classes and Attendance tile are not visible, it is likely due to a holiday that has been linked to the enrolment. This holiday is scheduled to begin exactly on the enrolment’s start date. Consequently, the system does not display any study periods or icons on that tile. This issue is specific to students who start their enrolment on the same day as the holiday. Those who do not have a holiday scheduled for that day will not encounter this problem.

An Agent pre-deducts 100% of what student paid them, what do I do?

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Here’s the scenario that we’re going to answer for you. A student has an invoice worth $5,000 in tuition and the commission on that is $1200. The student gives the agent, the $1200 to pay towards their invoice. But the agent keeps that money that’s full $1200. To pay for their commission amount.

Remember – The student is paying the agent the $1500 to pay to the college. The system knows the gross amount that the student paid $1500 and it knows by the Net amount is $0.00 that the agent kept that money. So it is important for you to d the transaction in TEAMS as shown below.

This is how you would do that. The receipt for the student in teams.

Look for the Invoice and update the commission Received and the Amount Received and the system will tick the pre-deduct tick box for that commission. In the above tile for the receipt, the system will show the gross amount as $1500, the Commission amount as $1500 and the Net amount as $0.00 that college will receive as you can see below in the screenshot.