using teams

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

Moodle Actions and Alerts

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Overview

What is Moodle?

Moodle is a learning platform designed to provide educators, administrators and learners with a single robust, secure and integrated system to create personalized learning environments.

How to setup Moodle actions and alerts in TEAMS?

In TEAMS, we are mapping 3 processes:

  • Moodle Login creation of new user – TEAMS will create a username and password for students to log in to Moodle.
  • Enrolling Students into Subjects – For each subject in an enrolment, Moodle will create a course for students. e.g. 10 Subject -> 10 Courses will be created by Moodle. (Course is another word for the subject in the Moodle)
  • Updating final results from Moodle to TEAMS – In this section, Results competent, and not yet competent are updated in TEAMS from Moodle.

How To Setup Moodle Actions:

  • From the Main Dashboard, you need to go to the System Admin menu > Automated System Actions.
  • Now select the +System Actions Button on the right hand side of the welcome screen.
  • Below is the Automated System Actions Entry screen which appears when you select the +System Actions button. Here you can create actions.

Steps To Create Moodle Actions

  • Select the Department from the drop-down(Now Moodle Action is a part of student service, so you must select the “Student Services” option from the drop-down).
  • Select the Automated Process from the dropdown as we are creating the Moodle Alert, we are selecting the Create Moodle Login option). As an example, we have shown some processes below:
    1. Create Student Portal Login
    2. Create Moodle Login
    3. Create Moodle Course(Subject) Enrolment.
    4. Moodle UnEnrolment
    5. Sync Timetable Classes with Moodle Groups
  • Select the Campus from dropdown.
  • Give the Appropriate System Action Name in the given field.
  • Now select the Action Rule from the dropdown. Here we have two types of Action Rules:
    1. No. of days before Start Date(Enrolment Start Date)
    2. Upon Enrolment Creation
  • If you selected the first type (No. of Days before Start Date) then, you need to enter the number value in the given field.

Now After filling in all the above details, select the save button in the right top corner. It will save the records for current Action. You can see all the saved records on the Automated System Actions Welcome Screen. From there you can edit or delete the records as per the requirements easily.

Steps to Create Moodle Alerts

Moodle Alerts will send SMS and Emails to the students to those who created the Moodle login.

  • From the Main Dashboard, select the System Admin icon and then the Automated Action menu. You will be taken to the Automated Action welcome screen Select the +Automated Action button on the right hand of the screen.
  • Upon selecting the Automated Action Button, you will be presented with the Automated Action Entry screen.
  • From the Department drop-down select Student Services as Moodle Alerts is a part of student service.
  • Select the Action Type from the drop-down. Here, you can select different types of Moodle actions based on actions you have created in TEAMS.
  • Select the Campus from the dropdown.
  • Give the proper Action Name for the current Alert. Please note that the Action Name should be written with 50 words as the character limit is set to 50 words.
  • After giving the name, you need to select the Action Rule from the dropdown. Here for the Orientation Action type, only three options are available:
    1. No of days before orientation date
    2. No if days after orientation date
    3. On orientation date
  • On Selection of the Action Rule, a new field On Orientation date appears on the screen. Type in the Orientation date.
  • Now select the option (user or student) from the dropdown to send an Email to. Once you select the send email to, the Email Template field will appear and this field will show you student level email template.
  •  If you are creating the action to send via SMS then you need to select the option (user or student) from the Send SMS to dropdown. Once you select the send SMS to, the SMS Template field will appear and this field will show you student level SMS template.

Once you have completed all the above steps, you need to select the save button on the right top corner of the page. This will save your record, and you can see this record on the Automated Action Welcome Screen. Also, you can edit or delete these entries easily from this screen.

You can also watch the below video to understand the complete process:

Using TEAMS

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Dashboards

After you log in, you will see the Main Dashboard. It has Menus on the left and is comprised of Tiles on the right. You also have a search bar on the right (top section) which can you can use to search for an individual Student or Applicant. Once you the student or applicant you wish to view and navigate to the Student or Applicant Dashboard, you will see a list of their enrolments and/or applications and be able to navigate and view them in the Application or Enrolment Dashboards.

Menus are arranged according to different sections and you can navigate to all the individual screens/reports and other Dashboards from there.

Main Navigation Menu

The main menu is on the left hand side of the screen in a vertical fashion. You will see a number of icons in white and they will allow you to navigate throughout the system. These main menu icons include:

Navigates to Main Dashboard

Student Management

Marketing

Academics

Compliance

Finance

System Admin

The Basics

In the system, there are many items that you will see regularly such as the Documents and Communication Tiles, drop downs, mandatory fields and other items that help you use TEAMS effectively. Our TEAMS Basics post will explain in more detail all that you need to know about these areas.

Payments Received Tile

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Overview

The provided tile offers the ability to track and monitor the fees received for individual programs within a specified date range. By utilising this feature, users can easily identify the amount of fee collected for each program during the selected timeframe. Furthermore, the tile conveniently displays a comprehensive summary of the total payments received for all programs combined, conveniently located at the bottom of the tile.

How the system will select enrolments?

The system uses today’s date as an ‘as at’ date to find any enrolment that has a receipt with a receipt date less than today’s date but falls into the month and year selected in the calendar options.

Each program code listed has a number on the right hand side of it, which is the total sum of payment received for all the enrolments for the selected date range. The number is a hyperlink that opens the Payment Received Listing screen, where you will be able to send bulk Emails or SMS to the students or enter contact logs against the enrolments.

To save your time, we are showing the total of all payments received for all programs at the end of this tile.

 Click here to learn about the calendar option

Overdue Fees Tile

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Finance Menu > Financial Dashboard > Overdue Fee Tile

Overview

This tile is used to show the overdue amount for a particular program. So in one place, we can see the total overdue amount for all programs for a specific date range.

What is an overdue amount?

A sum of money that should already have been paid for any raised invoice but has not been.

How to use

The system will show the sum of overdue amounts of all enrolments for a particular program that falls in the selected date range.

How the system will select enrolments?

The system uses today’s date as an ‘as at’ date to find any enrolment that has an invoice with an invoice due date less than today’s date, but falls into the month and year selected in the calendar options and has an overdue payment.

Each program code listed has a number on the right hand side of it, which is the total sum of overdue fees for all the enrolments for the selected date range. The number is a hyperlink that opens the Overdue Fees Listing screen, where you will be able to send bulk Emails or SMS to the students or enter contact logs against the enrolments.

To save your time, we are showing the total of all overdue amounts for all programs at the end of this tile

IMPORTANT -:

> The system does not consider if the enrolment is flagged as started and/or finished, it will show any enrolment.
> The system will not consider any cancelled enrolments if they have overdue invoices.
> Where there are no overdue fees for the month for any courses, there would be nothing listed.
> This tile will display the inactive programs too if those inactive programs have data to display.

Overdue Listing Screen

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Overdue Tile > Overdue Listing Screen

history of changes

When accessing the link for a specific program code in the Overdue Fees Tile, the system will display a screen known as the Overdue Fees listing screen. This screen provides information on the overdue amounts for invoices associated with student enrolments.

It is divided into two main sections:

  • Filters – The filter section allows you to customise your search for data within the grid by applying specific filters based on their requirements. This enables you to narrow down the displayed information to their desired criteria.
  • Grid – In this grid, we are displaying the list of all students with overdue fee amounts. We are showing columns Stud No, Student Name which will display student specific information and Enrol No, Enrolment Type, Campus, Program, Intake/dates, and Enrol Status will show enrolment specific details. All of these columns are self explanatory. The Invoice No will display the overdue Invoice number, the Invoice Due Date will display the date when the Invoice was due and the Overdue Amount will display the overdue amount for the listed Invoice No.

Note – There is a Page Limit dropdown after the filter’s sections which will allow you to specify the number of students you want to view on a single page.

IMPORTANT – An important aspect to note is that the system will display the As at Date and program information in the parameter section of the Overdue Fees listing screen by default. The specific values shown in these parameters will depend on the calendar option selected and the program count for which the user clicked on the overdue tile to access the screen.

The “As at Date” refers to the date for which the overdue fee information is being presented. It may vary based on your selection or the default setting configured in the system. Similarly, the program information displayed in the parameters section will correspond to the program associated with the selected overdue tile.

Payments Due Listing

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Payments Due Tile > Payment Due Listing Screen

history of changes

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 Payment Dues Listing Screen, we kindly request you to navigate to the History icon history of changes showing above. By selecting this icon, you will gain access to a detailed log of all the recent changes made to the software.

When accessing the link for a specific program code in the Payments Due Tile, the system will display a screen known as the Payment Due Listing screen. This screen provides information on the Payments Due amounts for invoices associated with student enrolments.

It is divided into two main sections:

  • Filters – The filter section allows you to customise your search for data within the grid by applying specific filters based on their requirements. This enables you to narrow down the displayed information to their desired criteria.
  • Grid – The grid will display the list of all students with overdue Invoice Amounts. In the grid, Stud No, Student Name which will display student specific information and Enrol No, Enrolment Type, Campus, Program, Intake/dates, and Enrol Status will show enrolment specific details. All of these columns are self explanatory. The Invoice No will display the overdue Invoice number, the Invoice Due Date will display the date when the Invoice was due and the Invoice Amount will display the overdue amount for the listed Invoice No and the Contact details column will show you the students phone number.

IMPORTANT – By default, the current screen displays essential information based on the selected calendar option and the program for which the payments are due. The parameter section shows the start date, end date, and the program associated with the selected calendar option. To access the Payments Due listing screen and view the specific program’s payment details, you need to select the Payments Due tile. Upon doing so, you will be presented with a comprehensive listing of the payments that are currently due for that particular program. This screen aims to provide you with clear visibility and convenient access to relevant payment information based on your selected preferences.

Note – There is a Page Limit dropdown after the filter’s sections which will allow you to specify the number of students you want to view on a single page.

To know more about the Icons, select here

Payments Due Tile

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Finance Menu > Financial Dashboard > Payment Due Tile

history of changes

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 Payment Due Tile and Payment Dues Listing Screen, we kindly request you to navigate to the History icon history of changesshowing above. By selecting this icon, you will gain access to a detailed log of all the recent changes made to the software.

Overview

The Payment due signifies the deadline by which a required payment must be submitted to meet a financial commitment. This provides a comprehensive view of the fees associated with each individual program, all within a specified date range. At the base of this overview, the cumulative payment due for all programs is presented.

Notably, the program amounts are interactive hyperlinks. Upon selecting any of these program links, the system will seamlessly navigate to the Payment Due Listing screen. This screen will then display a grid containing a list of enrolments, each accompanied by their respective outstanding payment amounts. This convenient functionality ensures efficient management of payment obligations and associated details.

Understand the amount being displayed for each program

You will see the total due amount for each program

1) The count includes all the enrolments which are linked to that program.
2) It includes only started enrolments.
3) It doesn’t include cancelled enrolments or invoices.
4) It only includes the amount which is upcoming not the past overdue.
5) It looks for invoice’s due dates which lie within the selected date range.

You have to use the calendar option to select the specific date range. Click here to learn about the calendar option