using teams

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

Fee Entry Screen

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Main Dashboard > Finance Menu > Fee Icon > +Add button

The Fee Entry screen enables you to add new fees to the system or edit existing ones. If you want to create a new fee, you’ll need to input the relevant details related to the fee into the appropriate fields. Once you’ve provided all the necessary information, you can save your new fee by clicking the save button. This process allows you efficient and organised fee management, as you can easily create and modify fees as needed.

Below is the explanation of the fields:

Field NameExplanation
Object TypeThis is a mandatory field and cannot be left blank as the system will create the fee based on the object type selected. Select the appropriate object type (such as Organisation, Campus, Subject, UoS or Program) from the dropdown to create the fees.
Fee TypeThis is also a mandatory field and based on the fee type created in TEAMS, it will populate in the dropdown.
Fee CodeThis is also a mandatory field and you can add the fee code in this field.
Fee NameThis is also a mandatory field and you can enter the fee name (Name of Fee (generally a combination of Fee Type and Student Fee Name)in this field.
Fee AmountThis is also a mandatory field and you can enter the fee amount (If this fee has GST applied to it, you must enter the excluding GST amount in this field) in this field. Only enter the amount with numbers, do not enter any currency symbols such as $.
Apply GSTSelect this tick box if the fee has GST applied to it.
Pay CommissionSelect this tick box to apply pay commission.
Is Rate Fee?Select this tick box if the fee is rate based fee.
ActiveSelect this tick box to make the fee active.
Show as RevenueWhen you select this tick box, the system will pop up the drop down namely (When is revenue Taken up). Based on the user code created for the revenue, you can select it from the drop

SMS Template

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Main Dashboard > System Admin Menu > SMS Template

The SMS Template screen displays a grid containing a list of all available SMS templates. To locate a specific template, you can enter its code or name in the search field. The search function will return any matching results that match your criteria. Additionally, you can edit a template by selecting the edit icon located under the Actions column in the grid. This will allow you to make changes to the template’s content, format, or other details.

Qualification Register

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Main Dashboard > Compliance Menu > Qualification Register

The qualification-issued register is a record-keeping system used to track and manage the qualifications that you have issued to students. Its primary purpose is to help manage and track the qualifications that have been issued to students who have completed a particular course or program.

This screen is further divided into two sections:

  • Parameters Grid
  • Listing Grid

Parameters Grid:

There are different fields available under the grid from which you can filter out the Qualification issued to the students as per your own requirement. Further explanation of these fields is provided below:

Field NameExplanation
CampusIf you need qualifications-issued register for multiple campuses, you can select the tick box for each campus from the dropdown.
IntakeSelect Intakes from the dropdown field
ProgramSelect various programs from the dropdown field
Employer NameSelect employer from the drop-down field
Enrolment TypeSelect enrolment type from the drop-down.
Enrolment OutcomeSelect the enrolment outcome from the drop-down.
Student NameEnter the student’s name in this field.
USIEnter the student’s USI in this field.
Completed StatusSelect the completed status from the drop-down field.

Listing Grid:

The Listing grid will show you the qualifications-issued register as per the parameters that you have selected. In the listing grid, you can see the qualifications that you have issued to students and other information related to the qualification of the students.

User

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Main Dashboard > System Admin menu > User

This screen provides you with the ability to view all the users that have been previously created in the system. You can easily search for a particular user by using their login name or username. If you want to limit your search to only inactive users, you can check the ‘Include Inactive Users’ box before clicking on the Apply button. This will filter the results and show you only the inactive users.

To add a new user to the system, you can select the +User button located at the top right corner of the screen. This will take you to the User Entry Screen where you can input the necessary information and create a new user account.

Icons – Click here to learn more about how to use these icons

Attendance Monitoring

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Main Dashboard > Compliance Menu > Attendance Monitoring

An Attendance Monitoring screen can greatly assist in keeping track of student attendance. It provides an easy and efficient way to monitor both the current and overall attendance of students.

This screen is further divided into two sections:

  • Filters/Parameters
  • Listing Grid

Parameters

There are different fields available under the grid from which you can filter out the attendance of the students as per your own requirement. Further explanation of these fields is provided below:

Field NameExplanation
Current AttendanceSelect this radio button to filter out the current attendance of the students
Overall AttendanceSelect this radio button to filter out the overall attendance of the students
As at DateAs at date is always today’s date and this field cannot be left blank as it is a mandatory field
Attendance Percentage – FromEnter the minimum attendance percentage in this field.
Attendance Percentage – ToEnter the maximum attendance percentage in this field.
CampusIf you are monitoring attendance for multiple campuses, you can select the tick box for each campus from the dropdown. This field cannot be left blank as it is a mandatory field
ProgramsThis dropdown will allow you to select multiple programs. this field cannot be left blank as it is a mandatory field
StatusSelect the enrolment status such as Current and Finished
Exclude Enrolments with past Enrolment End DateSelect this tick box if you want to exclude the enrolments with past enrolment end date

Advanced Filters – The advanced filters are non mandatory filters and if you see the relevant information you can select (Intakes, Group training Plans, Overseas/Local Students, Account Manager, Trainer, Enrolment Type, Timetable and classes from the dropdown.

Listing Grid:

By selecting certain parameters, you can view detailed information about a student’s attendance history in the listing grid.

To know more about the icons under the actions column, select here

Audit Log

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Main Dashboard > System Admin Menu > Audit Logs

An audit log is an essential feature of our software that requires the maintenance of a detailed record of all new entries or changes made. This screen provides a way to track all activities that you perform on a screen, including modifications, additions, and deletions. Audit logs can be critical for a wide range of purposes, such as security, compliance, and troubleshooting.

Where can I see the Audit Log?

The Audit log screen is available on all entry screens of TEAMS where you can enter or modify data. This log can be accessed by selecting the icon located on the top right side of each screen. Once selected, you are directed to the Audit log screen where you can view all the new entries or changes made by yourself. This screen is helpful for tracking all user activity within a system, including additions, modifications, and deletions. You can easily see which user made specific changes, the date the changes were made, and the exact time the changes occurred.

Filters on the screen

There are three filters on the screen.

The Audit log screen provides filters that allow you to search for specific data based on various criteria such as start and end dates and descriptions. The screen is helpful in situations where you need to quickly locate a particular entry or modification made within the system. To use the filters, you simply need to select the desired search criteria and select the Apply button. The system will then display only the data that meet the specified search criteria.

Email Template

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Main Dashboard > System Admin menu > Email Template

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 Email Template Welcome screen and Email Template Entry 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.

The Email Template Welcome screen serves as the hub for crafting email templates tailored for various entities within the system, such as Applicants, Applications, Students, Enrolments, Agents, and more. On this screen, you will encounter a comprehensive list of templates presented in a grid format, showcasing those already existing in your system. For efficient navigation, the search functionality is at your disposal. Should you require a particular email template, you can swiftly locate it by entering either its code or name into the designated search field.

Furthermore, the process of template customisation is seamless. By selecting the edit icon located within the Actions column of the grid, you gain direct access to modify a template as needed. This user-friendly interface empowers you to create, locate, and refine email templates to effectively communicate across various aspects of your system.

Student Progress

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Main Dashboard > Compliance Menu > Student Progress

Student progress refers to the assessment and measurement of a student’s academic growth and development over a specific period of time. It involves tracking a student’s performance, and interventions over a specific period of time. The Student Progress screen assists you in keeping track of your student’s progress. With this screen, you can easily keep track of the progress of both their Subjects and the Unit of study.

This screen is further divided into two sections:

  • Filters/Parameters
  • Listing Grid

Parameters Grid:

There are different fields available under the grid from which you can filter out the progress of the students as per your own requirement. Further explanation of these fields is provided below:

Field NameExplanation
Monitor at the Subject or UoS level?There are two radio buttons under this field namely Subject and UoS. Based on your requirement you can select one of these radio buttons to monitor student progress.
Subject/UoS Start DateThe system will always look at Subject/UoS start dates only to find enrolments between the date ranges.
Subject/UoS End dateThe system will always look at Subject/UoS end dates only to find enrolments between the date ranges.
Completion % between – FromEnter the minimum completion percentage you want to list in this grid
Completion % between – ToEnter the maximum completion percentage you want to list in this field.
CampusSelect a Campus from the dropdown
ProgramSelect various programs from the dropdown
IntakeSelect Intakes from the dropdown
Group Training PlanSelect the Group Training Plan from the dropdown
Overseas/Local StudentSelect Overseas or local student type or both from the dropdown

Advanced Filters – The advanced filters are non mandatory filters and if you see the relevant information you can select Account Manager, Trainer, Enrolment Type, Timetable and classes from the dropdown.

Listing Grid:

The Listing grid will show you the details related to the student’s progress as per the parameters that you have selected. You can see the student’s progress-related details that are required to help you monitor other basic details of the student.

SMS Template Entry Screen

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Main Dashboard > System Admin Menu > SMS Template Screen > + SMS Template Button

An SMS template entry screen allows users to create or edit templates for sending SMS (Short Message Service) messages. It typically provides a text Message input field where you can compose the content of the message template. The screen also enables you to save commonly used or frequently sent messages as templates for quick and easy access.

This screen is accessible from the SMS Template Welcome screen and once you select the +SMS Template button, it will take you to the Email Template entry screen.

Below is the Explanation of the fields on the Email template screen

FieldsExplanation
SMS TitleThis is a mandatory field and this field will be visible in the sent SMS
Template TypeThis field will allow you to decide as to where you want to apply this template i.e students, enrolments, agents etc.
Available FieldsDepending upon the Template Type parameter, this field will show you merge fields accordingly. If you select student as the template type then it will show you the student’s merge fields only.
Marketing SMSSelect this Option to mark this SMS template as a Marketing SMS template
Default SenderYou can select the default sender of this SMS template here
MessageYou can type the SMS message in this field.

Email Template Entry Screen

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Main Dashboard > System Admin Menu > Email Template Screen > + Email Template Button

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 Email Template Entry screen, we kindly request you to navigate to the History icon history of changes from the Email Template Welcome screen. By selecting this icon, you will gain access to a detailed log of all the recent changes made to the software.

The Email Template Entry screen refers to the screen where you can create or edit email templates. It is typically a part of an email marketing or communication platform that allows you to design and customise pre-designed email templates for various purposes such as newsletters, transactional emails, or student support communications.

It provides a visual editor or a form-based interface where you can modify the content, layout, and styling of the email template. You can also add and format text, insert images or multimedia content, customise colours, fonts etc.

This screen is accessible from the Email Template Welcome screen and Once you select the +Email Template button on the screen, it will take you to the Email Template entry screen.

Below is the explanation of the fields on the Email Template Entry screen

FieldsExplanation
Email TitleEmail Title will only be visible to TEAMS users. Please note, the email title cannot be left blank as it is a mandatory field.
Email SubjectThis is the Subject line of the email which will be visible to the students/enrolments. Please note, the email title cannot be left blank as it is a mandatory field
Template TypeYou will see different objects (such as students, enrolment, agent etc) under the drop down of this field and based on your requirements you select one template at a time to create the email template.
Available FieldsDepending upon the Template Type parameter, this field will show you merge fields in the Available fields accordingly. If you select student as the template type then it will show you the student’s merge fields only.
Add ButtonUpon selecting the merge fields you can select this button to add in the message box. 
Marketing EmailUpon selecting the merge fields you can select this button to add to the message box. 
Default SenderThis field will allow you to add the name of the default sender
Attach FilesIf you wish to attach files to your email template then you can it be selecting the attach files button.