using teams

screen by screen level posts that explain in detail how-to-use a certain part of the system

Attendance Step 1

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Main Dashboard > Student Management > Attendance

history of changes

Overview

This screen allows you to do two things –

  1. You can mark attendance for a class of students.
  2. You can mark results for any Subject or Unit of Studies (UoS) linked to a class.

When taking attendance, you will need to indicate whether each student in the class is present (attendance) or absent. The options you select will depend on how the timetable for the class was set up.

In the summary section of Step 2, after selecting the class, the system will display what you are marking – either absence or attendance – so that you can ensure you are recording the correct information.

Follow the below-given steps to mark the Attendance/Absence and Result of the student:

  • Select the timetable and date range for the attendance records you wish to view or update. This step enables you to filter and select a specific timetable for a particular campus. After selecting a date range (start and end dates) and a timetable, select the Go button to proceed.

Can’t find your Timetable in the Select Timetable dropdown?

You will only see timetables that meet the filters you have chosen for Campus, Attendance Start and End Dates.

Reasons for not finding a particular timetable that you may be looking for can be –

1. There are no classes in that timetable within that date range.

2. You have selected a date range that is incorrect.

  • Once you select the Go button, a list of classes that you can mark attendance or absence for will be displayed. To view the list of students enrolled in a particular class, select the Class Name link in the first column. This will take you to a new page that shows the list of students for that class.

Results History – New Screen

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The Result History screen provides a complete record of all past results and their respective dates for specific subjects. You will be able to access this screen from the Training Plan & Results screen > Results History icon.

This screen is divided into two sections:

Enrolment Profile Tile

The Enrolment Profile Tile provides an overview of basic details related to an enrolment. This tile displays various icons that are associated with enrolment information, however, it is important to note that these icons are read-only, meaning that it is not possible to make any changes to enrolment details through this screen.

Result History Listing Grid

The grid displays a comprehensive list of past records for the subject’s results. Each column in the grid provides specific information about the corresponding result record.

  • Subject Code – This refers to the subject code linked to the enrolment.
  • Subject Name – This refers to the subject name linked to the enrolment.
  • Pre. Score – column displays the score obtained by the student in the previous attempt.
  • Pre. Result – This column shows the result obtained by the student in the previous attempt.
  • Pre. Result Date – It displays the date when the previous attempt was made.
  • Date Changed – It shows the date when any changes were made to the result record.
  • User Changed – This column displays the name of the user who made changes to the result record.
  • Notes – This column shows any additional notes added to the result record.
  • Attempt – This column indicates the attempt number for the result record.

Training Location Entry Screen

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Compliance Menu > Training Location > Add Button

When you select the + Add button on the training location welcome screen, you will be directed to the Training Location Entry Screen. This screen contains various fields that allow you to add a new training location into the system. Additionally, if you already have a training location that you want to modify, you can make changes to it using this screen.

The fields on this screen will likely include information such as the code and name of the training location, the address, contact information, and any other relevant details. By filling out these fields accurately and completely, you can ensure that the training location is properly recorded in the system and that all necessary information is readily available when needed.

Note – The fields on this screen are clear and easy to understand. You can add any additional fields as needed. Simply input the relevant information into each field and the system will process it accordingly.

Training Plan & Results – Rules

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The Training Plan and Results screen has several rules that are designed to help users better understand how to use the screen effectively.

Sr NoRules
1. Training Plan & Results – Subject Dates Colour Coding
2.Training Plan & Results – Results Colour Coding
3.Training Plan & Results – Subjects and Assessment Result New Check
4.The unit’s start and end date should be within the enrolment dates

Timetable Entry Screen Step 2

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Main Dashboard > Academics menu > Timetable Button > Timetable Entry Screen

After you have entered the basic information for the timetable in the Timetable Entry Screen Step 1, you will be taken to a screen that provides you with an overview of the timetable details. This screen will give you a summary of the information you have entered so far and allow you to create classes for the timetable.

The information will be displayed in a calendar view, which can help you to visualise the timetable. To create classes for the timetable, you will need to select the +Add Class button. This will allow you to add classes to the timetable structure.

Once you selected the add button, it will open the floating window on the screen where you need to do the following steps:

  • Class Name – This can be the name of the Program or Subject that the class is associated with. You will need to add the appropriate Class Name.
  • Class Start Date – This is the date on which the class will start. You will need to enter the appropriate date using a calendar icon.
  • Start Time – This refers to the time at which the class will start. You will need to select the appropriate start time using a start time field.
  • End Time – This refers to the time at which the class will end. You will need to select the appropriate start time using the end time field.
  • Class Type – This label has three radio buttons such as Practical, Theory or both. (If the class is a practical class, you will need to select the Practical radio button. If the class is a theory class, you will need to select the Theory radio button. If the class is both a practical and theory class, you will need to select the Both radio button.)
  • Recurrence Pattern – There are two radio buttons to choose from: (One-Time: Select this radio button if the class will only occur once and will not be repeated and Weekly: Select this radio button if the class will occur on a regular, weekly basis).
  • Recur Every – Recur Every value should be set to 1. You can also select the specific weekdays on which the class will occur. You can do this by selecting the checkboxes next to the desired weekdays in the Week Days section. For example, if the class will occur every Monday, Wednesday, and Friday, you would select the checkboxes next to Monday, Wednesday, and Friday in the Week Days section.
  • To select the subject or unit of study for the class, you can use the tick boxes. This will allow you to select the appropriate subject or unit of study from a list of options. Similarly, to select the classroom for the class, you can use the tick boxes labeled Classroom in the add class window. This will allow you to select the appropriate classroom from a list of options.
  • Finally, to select the trainers for the class, you can use the tick box labeled Trainers. This will allow you to select the appropriate trainers from a list of options.
  • Once you have added all the necessary classes to the timetable by following the steps mentioned earlier, you can select the Save button to save the changes made to the timetable. After selecting Save, the screen will refresh and display all the classes that you have created so far in the calendar view.

Note – If you need to add more classes to the timetable, you can repeat the same process by selecting the +Add Class button and following the steps mentioned earlier. Once you have added all the required classes to the timetable, and you are satisfied with the details entered for each class, you can select the Finish button to create the timetable.

Timetable Entry Screen Step 1

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Main Dashboard > Academics menu > Timetable Button > Timetable Entry Screen

To create a new timetable using the Timetable entry screen, you’ll need to follow a few steps. First, you’ll need to open the Timetable entry screen, which can typically be accessed through a +Timetable button on the Timetable Welcome Screen.

Once you’re on the Timetable entry screen, you’ll need to input the relevant information for the timetable, such as the Timetable Code, Timetable Name, and date range. You may also need to assign specific resources, Subjects, and Trainers. Once you’ve input all the necessary information, you can select the next button.

An explanation of the fields and filters is as below:

FieldsExplanations
Timetable Code and Timetable NameWhen creating a new timetable using the Timetable entry screen, you’ll need to select a Timetable Code and Timetable Name. While these can be anything based on your preference, it’s recommended to use the Program Code for the Timetable Code so that it’s easy to allocate students to the timetable based on the Program Name.
Mark Absence or AttendanceIf you are required to mark attendance or absence for an individual in a system, you will see a drop-down menu with two options. You can select either “Absence” or “Attendance” depending on your needs. If you need to mark someone as absent, then you should select the “Absence” option. If you need to mark someone as present, then you should select the “Attendance” option.
CampusIf you are creating a timetable that involves multiple campuses, you will likely be given a drop-down menu with a list of campus options. This drop-down menu allows you to select the appropriate campus or multiple campuses, depending on your needs.
Timetable Start and End DateWhen creating a timetable, you may be asked to specify a date range during which the timetable will be active. This date range typically refers to the period of time for which the timetable is applicable, such as a semester or academic year.
Search ProgramYou may need to link specific programs or courses to the timetable to ensure that they are included in the schedule. You can use a search field to search for the relevant program and then link it to the timetable.
IntakeWhen linking a program to a timetable, you may need to select a specific intake that is associated with the program or course. To do this, you can use a dropdown menu that is typically located within the search program field. Once you have searched for a program, the dropdown menu will display all of the available intakes that are linked to that program. You can then select one or multiple intakes from the dropdown menu to link with the timetable.
Holiday to use Term BreakTo include term breaks in the timetable, you may be given the option to select an “All” tick box. This tick box allows you to indicate that you want to include all term breaks in the schedule, rather than selecting each break individually.
Public HolidaysYou can include public holidays in the schedule. To do this, you may be given the option to select a tick box that allows you to add public holidays to the timetable.
Subjects and Unit of StudiesYou may also need to link specific subjects or units of study to the timetable. To do this, you may be given the option to select a radio button that corresponds to the subjects or units of study you want to include in the timetable. Once you have selected the radio button, the system will load a list of subjects or units of study that are associated with that radio button.
You can then select one or multiple tick boxes for the subjects or units of study you want to include in the timetable.
Classrooms and TrainersYou need to include specific classrooms and teachers as resources for the classes. To do this, you may be given the option to select tick boxes that correspond to the classrooms and teachers you want to include in the timetable. Once you have selected the tick box, the system will display magic search fields on the screen. You can then use these fields to search for and select multiple classrooms and trainers to include in the timetable.
ActiveYou need to activate the timetable in order to make it live and visible to others. To do this, you can select a tick box that corresponds to activating the timetable. Once you have selected this tick box, the timetable will become active and visible to others who have access to it.

Group Training Plan Entry

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Main Dashboard > Academic menu > Group Training Plan > Group Training Plan Button

This particular screen provides you with the ability to create and add a new group training plan into the system. This implies that the system has an existing capability of storing and managing group training plans. However, this screen is specifically designed to facilitate the addition of a new training plan to the existing ones. It is likely that you will be required to input specific details such as Group Training Plans code and name, Program Code, and Intake, which are mandatory and must be filled in.

IMPORTANT – When you first access the screen, you will only see one section called “Details.” However, based on the data entered and saved in the “Details” tab, the screen may display additional sections. Typically, the screen has three different sections, namely “Details,” “Subjects,” and another section that is specific to the dates of subjects.

Note -It is important to note that every field and dropdown on this screen is mandatory, and therefore, you must fill out all of them before saving the screen. This means that you cannot skip any of the fields or dropdowns, even if they seem less important. You must ensure that all the data in the filters are updated and accurate before saving the screen.

Subjects Section:

the Subjects tile, comprising the Subject Code dropdown, start date, and end date fields, will not display any subjects or their respective dates. Instead, the grid will show all the subjects linked to the program. In the event that you delete a subject from the grid, it will reappear in the dropdown, allowing you to re-link it to the training plan at a later time. To do so, simply select the subject from the dropdown, specify the desired start and end dates, and add it back to the grid.

Subjects and Dates (in the grid) Section:

Once the mandatory fields are saved and the Group Training Plan is created, it will automatically populate all the compulsory subjects from the selected program into the group training plan. You can then remove any subjects that are not required, eliminating the need for manual selection and addition of subjects to the grid.

In the grid, you have the flexibility to edit the dates of the subjects directly from the Start date and End date columns. Additionally, you can delete subjects using the delete icon located in the actions column.

Timetable

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Main Dashboard > Academics menu > Timetable

history of changes

This screen provides you with an overview of the Timetable functionality within the system. You can access basic information about Timetables via the welcome screen, which includes the ability to search and apply filters to narrow down results. These filters can be customised to fit your specific needs and preferences. By utilising this screen you can easily find and access the Timetables that you need.

The timetable filters allow you to view specific data within a grid based on the selected fields. For example, you can filter the grid to show data for a specific campus, classroom, intake, trainer, subject, or unit of study.

In order to create a new Timetable within TEAMS you select the “+Timetable” button. This will initiate the process of creating a new Timetable, which will likely include a number of steps that guide you through the process of setting up the Timetable. By following these steps and inputting the required information, you can create a new Timetable in the system.

Subject Dates

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Main Dashboard > Academics > Subject Dates

This screen enables you to modify the start and end dates for multiple enrolments that have been bulk-enrolled in a single program. This screen is divided into three different sections:

Section 1

The bulk Update Subject Dates section contains various filters, and depending on the filters you select, the enrollment grid will display the corresponding data.

  • Campus – This field is mandatory and you must select the appropriate campus from the dropdown menu.
  • Program – This field is required, and you must select the program from the dropdown menu.
  • Subject/UoS – This field is mandatory and based on the selected program, you will be able to view the subject(s) linked to the program. You can select one subject at a time.
  • The other filters, such as Intakes, Timetable, and Classes, are not mandatory. If you wish to view data based on these filters, you can select them from the dropdown menu.
  • Show Records button – Select the Show Records button to view the corresponding record(s) in the enrollment grid.

Section 2

In order to select the start and end dates for subjects within the enrolment dates, you will need to first select the enrolments from the enrolments grid. Once you have done this, you will be able to use the designated section to choose the desired start and end dates. It’s important to note that this section is only accessible after selecting the enrolments from the grid, and cannot be used otherwise.

Section 3

This section is designed to display all enrolments based on the filters selected in the first section. This means that after selecting your desired filters in the first section, you can expect to see a comprehensive list of all enrolments that meet those specific criteria. The purpose of this section is to provide a clear and concise overview of all enrolments that fit the selected filters, making it easier for you to manage and organise your enrolment data.

Agent Entry – Contact Logs

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This screen lets you enter the contact logs for the agent. You will be able to view the agent’s current contact logs on the grid and make edits or deletions as necessary.

You can add or modify the details of the agent’s contact logs using the screens provided below.

Agent Dashboard > Agent Profile Tile > Edit Agent > Burger Menu > Contact logs

Agent Welcome screen > Add Agent > Burger Menu > Contact logs

The field’s name and explanations are given below:

FieldExplanation
Contact DateYou can enter the contact date in this field.
User NameSelect the user name from the dropdown field
Log TypeYou can select the log type from the dropdown field.
Contact Select the contacted person from the dropdown.
NotesYou can add notes related to the contact log.