When you choose the “documents” option from the hamburger menu, a screen will appear where you can add documents for the agent by selecting the “+Add” button.
Once you select the “+Add” button, a pop-up window will appear on the screen where you can choose the document you want to upload for the agent.
The field’s name and explanations are given below:
Fields
Explanation
Upload Date
It will show you today’s date and will get auto-populated in the field
Notes
You can write any notes for your own reference.
Document Type
This is a user code in TEAMS and based on the User Code created in TEAMS, you can select the document type
Document Name
It will show the name of the document which you have selected.
Public Document
Tick this box if you want to make the document public.
Main Dashboard > Student Management > Class Allocation
IMPORTANT – We believe that staying informed about the latest developments in our software is vital for optimising your experience and maximising the benefits of using our system. To view the latest updates and modifications on the Bulk Class Allocation Step 2, we kindly request you to navigate to the History icon showing on the Bulk Class Allocation Step 1. By selecting this icon, you will gain access to a detailed log of all the recent changes made to the software.
The Bulk Class Allocation Step 2 screen is where you can see all the student’s enrolments and the classes that are linked to the timetable you picked in the Bulk Class Allocation Step 1. This screen will show you all the information you need to allocate the students to their classes.
Allocating classes to a student is an easy task. All you need to do is locate the checkbox located under the ‘Classes’ column that matches the name of the student you want to allocate the classes. Simply select the checkbox to allocate the classes to that particular student.
Note: If you find that you are unable to select a tickbox, the system will provide you with a tooltip explaining why you are unable to do so. One possible reason could be that the subjects are linked to the classes but not the enrolments. The tooltip will help you understand the issue and guide you on how to resolve it, so you can allocate classes to the student successfully.
IMPORTANT – If you are using this screen to move students from one timetable or class to another, you will need to pay attention to the date field. This field allows you to specify the date when you want the student to start attending the new class or timetable. Ensure that you enter the correct date to avoid any confusion or errors in the student’s schedule. This will ensure that the student’s enrolment details are updated accurately and in a timely manner.
Before selecting the Finish button, it’s a good idea to double-check all the information you have entered to avoid any errors. Once you have completed all the necessary steps, you can allocate the enrolments to the classes by selecting the Finish button. This will finalise the allocation process and ensure that the students are correctly assigned to their respective classes.
Main Dashboard > Student Management > Class Allocation
IMPORTANT – We believe that staying informed about the latest developments in our software is vital for optimising your experience and maximising the benefits of using our system. To view the latest updates and modifications on the Bulk Class Allocation Step 1 and Step 2, we kindly request you to navigate to the History icon showing above. By selecting this icon, you will gain access to a detailed log of all the recent changes made to the software.
This screen provides a convenient way to allocate classes to students’ enrolments in bulk, which can save time and simplify the process of managing student schedules. The screen is divided into two sections where you can apply filters to make the allocation process more efficient.
Section 1
Start Date of Class Allocation – The “Start Date of Class Allocation” is mandatory and refers to the date when students will begin their studies in the classes that are being allocated. This could be the first day of the term or semester when classes are scheduled to commence. For instance, if the academic term begins on March 1st, then this would be the appropriate start date for class allocation.
Timetable code or name – This field is mandatory and requires you to select the timetable that contains the classes you want to allocate to students. It’s important to ensure that the correct timetable is selected to avoid any confusion or errors when allocating classes to students. By choosing the appropriate timetable, students can be assigned to the correct classes and attend them at the scheduled times.
Section 2
In this section, you select the filters for the system to use, to search and find the relevant student enrolments you wish to allocate to classes.
Campus – Selecting the correct campus is important to ensure that classes are allocated to the appropriate location. For example, if you have multiple campuses, you would need to select the correct campus where the classes are scheduled to take place.
Search & Allocate based on – There are three radio buttons for this field.
Programs – When you select this option, the system will display three different fields: “Search Programs,” “Intakes,” and “Group Training Plans.” These fields allow you to filter classes based on the specific program, intake, or group training plan that students are enrolled in. By updating the information in these fields as required, you can allocate classes to the appropriate students and ensure that they are enrolled in the correct program, intake, or training plan.
Subjects – When you select this option, the system will display a field where you can search for Subjects. This option can be helpful if you need to allocate classes for a particular subject.
Unit of Studies – When you select this option, the system will display a field where you can search units of studies. This option can be helpful if you need to allocate classes for a particular unit.
Enrolments to Include – This is a dropdown menu that allows you to select between two options: “Current” and “To Start Enrolments.” Selecting Current will filter the search results to display classes that are currently ongoing or in progress and selecting To Start Enrolments will filter the search results to display classes that have not yet started but are scheduled to start in the future.
Enrolment Type – The enrolment type dropdown menu typically includes options such as “CoE” (Confirmation of Enrolment), “Non-CoE” (Non-Confirmation of Enrolment), “VSL” (VET Student Loan), and other relevant enrolment types.
Once you have selected the relevant filters, you can select the Next button to proceed to the next screen. The system may take some time to process the selected filters and load the results.
On the Results screen, you can bulk mark results for any subjects or units of study that are linked to enrolments. This means that instead of marking each result individually, you can mark them all at once. It’s a handy feature that can save you a lot of time and effort.
Steps to use this screen
To select whether you want to mark results for subjects or units of studies, you can select the radio buttons provided. These buttons are typically located on the Results screen, and they allow you to choose between marking results for individual subjects or for entire units of study. Simply select the button that corresponds to your preferred option, and you’ll be able to proceed with marking results for the relevant subjects or units of study.
Select the Campus and Program from the drop-down as these are mandatory fields. These fields are often mandatory, meaning that you cannot proceed until you have selected an option from each of them.
To select a date range for enrolments, you will typically need to specify both a start date and an end date. This is often a mandatory field, meaning that you cannot proceed until you have provided this information. Once you have selected your preferred date range, the system will show you all enrolments that fall within that time period. This is a useful feature that can help you quickly and easily locate the information you need.
To select a timetable and classes, you will typically need to choose these from the drop-down menus provided. This will allow you to specify the specific timetable and classes that you are interested in. It’s important to choose the correct timetable and classes, as this will ensure that you are viewing the correct information and that your queries or requests can be processed accurately.
If you select the “Show Only Current Student” tick box, the system will only display enrolments that are currently active or current in the system.
The “Subject/UoS” field will typically display a list of all the subjects or units of study that are linked to the program you have selected. This will allow you to mark the results for each subject individually, one by one. By selecting the relevant subject from the list, you can then proceed to mark the results for that subject specifically.
In addition to selecting the campus, program, date range, timetable, and classes, you may also have the option to choose the intake and group training plan from the drop-down menus. The intake typically refers to the specific period of time during which a group of students commence their studies
Note: It’s important to note that if you do not select all of the mandatory fields, including Campus, Program, Enrolments between, and Subjects/UoS, the system will not display any records of enrolments. This is because these fields are required to filter and display the relevant data, and the system needs all of this information to be able to generate the results you are looking for. Make sure that you have selected all of the necessary fields before attempting to access or view enrolment records, to avoid any errors or issues.
After you have selected all the desired filters and fields, you will need to select the “Show Records” button to load all the enrolments that match your selected filters. This will typically generate a list of enrolment records that meet your selected criteria, allowing you to review and manage the data as needed. The “Show Records” button is an important final step in the process, as it triggers the system to retrieve and display the relevant data for you.
Once you have generated the list of enrolment records that match your selected filters, you will need to select the relevant enrolments by selecting the tick boxes next to them. After selecting the enrolments you want to update, you can then choose the desired Result/Outcome from the drop-down menu and specify the Result date. You may also have the option to add any relevant notes or comments using the Notes icon or field. Once you have made all the necessary changes and updates, you can then select the “Save” button to store the updated data in the system.
After you have selected all of the relevant parameters and fields, and updated the enrolment records as needed, the system will refresh the screen and update the results in the Enrolments grid. Additionally, the updated results should also be reflected in the Enrolment Dashboard > Training Plan and Results.
Before using the pending payment welcome screen or processing any pending payments, there are several important business rules that you should follow to ensure accuracy and efficiency. These include:
Sr No.
Rules
1
If you are not seeing the pending payment welcome screen and instead are seeing the Commission payment screen, it could be because the system setting is not enabled for your site. The pending payment welcome screen is a feature that displays pending payment batches that have not been paid or approved yet.
2
To enable this feature, you will need to contact support to turn on the system setting for your site. Once the setting is turned on, you should be able to access the pending payment welcome screen and view all pending payment batches that require processing or approval.
3
The pending payment welcome screen is a system feature that displays all pending payment batches that have not yet been paid or approved. Once a payment batch has been marked as paid or approved, it will no longer appear on the pending payment welcome screen.
When you finish creating an Agent Pending Payment, the corresponding screen will load to confirm the final details. This is known as the Agent Pending Payment Final Confirmation screen. Essentially, this screen serves as a summary of the information you just entered, allowing you to review and verify all of the details related to the pending payment. By reviewing this information, you can ensure that everything is accurate and correct before submitting the payment for processing.
The Agent Pending Payment Final Confirmation screen displays some buttons which are explained below:
Process Another Payment: This button allows you to initiate another payment for the agent, taking them back to the Agent Pending Payment screen where they can create a new payment.
Print Invoice: This button allows you to generate an invoice for the pending payment made to the agent. When selected, a pop-up window appears where you can select the invoice template and generate the invoice.
View Agent Dashboard: This button takes you directly to the Agent Dashboard, where you can view all the details related to the agent’s account, including their pending payments and transaction history.
On the Agent Pending Payment Step 2 screen, the grid will display all the commission invoices that were selected in step 1. The Pending Payment Details section will replace the filter section on this screen. In the Pending Payment Details section, you must enter the payment details for the selected invoices. This includes information such as the payment date, payment method, and payment reference number. Once this information is entered, you can review the pending payment invoice before finalizing it. The Pending Payment Details section on the Agent Pending Payment Step 2 screen is where you can enter the necessary payment details to create a pending payment invoice.
Note: You are required to enter the Agent Invoice number and Agent Invoice Date for the selected commission invoices in the Pending Payment Details section. Once these details are entered, the system will automatically populate the values in the Inv. No. and Inv. Date columns in the grid for each selected invoice. This automation ensures that the correct information is recorded for each commission invoice, making it easier for you to keep track of payment details. By entering the Agent Invoice number and Agent Invoice Date, users can ensure that the correct information is associated with each commission invoice in the grid.
IMPORTANT – If an agent has not sent any invoice yet, you can leave the Agent Invoice number and Agent Invoice Date fields empty when creating a pending payment invoice on the Agent Pending Payment Step 2 screen. These fields can be edited in the future once the agent provides the necessary information.
The Scheduled Payment Date is the only mandatory field that must be filled in to save the pending payment batch. This field specifies the date on which the payment for the selected commission invoices is scheduled to be made. By leaving the Agent Invoice number and Agent Invoice Date fields empty for agents who have not yet provided this information, you can create pending payment invoices for those agents without delay. Once the agent provides the necessary information, these fields can be updated to ensure that the correct information is recorded for each commission invoice.
Once all the necessary information has been entered in the Pending Payment Details section of the Agent Pending Payment, you can select the Finish button located at the top of the screen and will finalise the pending payment invoice for the selected commission invoices. Before selecting the Finish button, you should review the information entered in the Pending Payment Details section to ensure that it is accurate and complete.
On the Agent Commission Payment screen, you can view commission invoices for agents in a grid format. Additionally, you can also create a new pending payment invoice for these commission invoices. To filter the invoices, you need to select mandatory fields like Campus and Invoices due as at. The Agent Commission Invoices Grid will then display all the commission invoices that match the selected parameters.
IMPORTANT – If the student is not appearing on the commission payment screen then please make sure that the student’s commission due date is falling under Invoice Due As At Date and have selected the correct Campus from the parameters.
To create an agent pending payments invoice, please follow the steps given below:
Select the necessary parameters for filtering the commission invoices. The mandatory fields are Campus and Invoices due as at.
Once you have selected the parameters, Select the Search button. The Agent Commission Invoices Grid will load all the commission invoices that match the selected filters.
Find the column named “TEAMS Agent Inv Date and Look for the tick box that is located right beside this column.
Select the box for the commission invoices that you want and then select the Next button on the right hand corner of the screen.
Note: On the Agent Commission Payment screen, the Stud Rec Amount column displays the amount that is received from the student for the outstanding commission invoice. If the student invoice for the outstanding commission invoice is not paid yet, the amount displayed in the Stud Rec Amount column will be in red font. This is a visual cue that the payment for the student invoice is still outstanding and needs to be collected. By checking the Stud Rec Amount column in the Agent Commission Invoices Grid, you can easily identify which commission invoices still require payment from students.
This screen is designed to enable the user to input and manage the primary contact for an agent. The user can add new contacts or edit and delete existing ones using the grid view provided. The grid view will display the current contacts associated with the agent and allow the user to modify them as necessary. This feature provides an efficient way for users to manage their contacts within the system and ensure that the information is up-to-date and accurate.
There are two screens within the system that allow users to add or edit the contact details of an agent. The first screen is accessed from the Agent Dashboard by selecting the Agent Profile Tile and then selecting the Edit Agent button. From there, the user can access the Burger Menu and select Contacts to view and manage the agent’s contact information.
The second screen is available from the Agent Welcome screen, which is accessed by adding a new agent to the system. Once on the Agent Welcome screen, the user can select the edit agent icon from the grid and then can access the Burger Menu and select Contacts to add or modify the agent’s contact information.
Both screens offer users a quick and easy way to manage an agent’s contact details. By providing multiple access points to this feature, the system ensures that users can efficiently add, edit, or delete contact information as needed.
Choose the group of students for whom you want to raise invoices, and create the invoices or fees with the necessary details such as amount, due date, and any other relevant information. Review and confirm the invoices or fees before submitting them, and the system should generate and send them automatically to the selected students.
Here are some general steps you can follow to generate invoices in bulk:
IMPORTANT – When generating invoices in bulk, it’s important to note that you can complete steps 3 and 4 in any order. However, it’s crucial to remember not to select the “SAVE” button until you have completed both steps. In step 3, you will need to select the fees you want to include in the invoice, while in step 4, you will need to enter invoice information such as the date and any discounts or adjustments. Once you have entered all the relevant fees and invoice details, be sure to select the “SAVE” button at the top of the screen to save the invoice.
Step 1 – Navigate to the Continuing, Starters, or Finishers listing screen and select the tick box next to the student numbers for the students you want to generate invoices.
Step 2 – Select the “Burger Menu” (typically three stacked lines) in the top right-hand corner of the screen. From the dropdown menu that appears, select “Generate Bulk Invoices
Step 3 – When generating bulk invoices, you will need to select the fees you wish to include in each invoice. The process for selecting fees is similar to that of creating individual invoices from the Enrolment Dashboard. To select fees, go to the Fee Selection section and choose the Fee Type from the list. The system will then refresh the dropdown list for Fee Name, and you can select the relevant fee for the invoice. If necessary, you can adjust the amount or add a discount before adding the fee to the Fee Items section. It’s essential to select the “+Add” button to ensure the fee is added to the invoice. Once you have selected all necessary fees, you can proceed to review the invoice details and generate the invoices in bulk.
Step 4 – After selecting the fees for the invoices in the Fee Items tile, you can proceed to the Invoice Summary section. Here, you will see the total amount that will be invoiced, which includes any applicable discounts or adjustments. For example, you might see a total of fees that have been selected along with a discount of 10%. You will also need to select the invoice date, which will be used as the due date for the invoice. Once you have entered all of the necessary information, be sure to select the “SAVE” button located in the top right corner of the screen. This will ensure that the invoice is saved and linked to the selected enrolments.
Step 5 – To view invoices for a particular student, you can go to the Enrolment Dashboard and select the Financials tile. From there, select the Student tab and then select the “more…” option next in the bottom right corner of the screen. This will take you to the Student Financial detail screen to view a list of all the invoices associated with the selected enrolment. You can then review each invoice to see details such as the fees included, the invoice date, and the amount due.
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