What’s New – 30th November 2023

30 November 20239 November 2023 by Mani Gill

Some important announcements

We have a new dedicated Mobile Student App in early preview (general release by Jan 30, 2024).
- Android and iOS versions are being tested as we speak
- We need clients who wish to be beta testers and early adopters of this
- Customisation with your own branding is also available
- We can also submit to the Play Store App Store under your organisation’s account
- Please contact support for further information
Our next update will not be until 18th Jan 2024 due to Christmas and New Year’s break

Welcome to the latest update for TEAMS

Some key changes made in this update are:

Student Request forms workflow and management with TEAMS and Student Portal
New exclusion icon to exclude subjects you wish to not report in AVETMISS
New system setting to auto generate student email addresses as per your college’s domain
New long format date fields introduced for student certificates
Cancel receipt feature has been improved. Cancelled transactions are now visually highlighted to ensure better visibility
Bulk cancellation of multiple invoices is now available on the Student Financial Detail screen

For a full list of what has been done in the system, please see the below list:

Student Request Forms Workflow and Management

The Student Request Forms process in TEAMS involves creating and uploading PDF documents, accessible on the Student Portal. Students select, download, fill out, and re-upload forms.

Pending requests are visually represented on the Student Request New Listing Screen in TEAMS. Actions like approval, decline, download, view, or contact log creation are available. The status updates on the Student Portal promptly, ensuring synchronisation between TEAMS and the Student Portal.

Bulk Exclusion of Subjects from AVETMISS Submission

On the Enrolment AVETMISS screen, you will now find a convenient Exclude Subjects from AVETMISS Icon. This icon allows you to easily select and exclude the subjects you desire from the AVETMISS submission.

Automatic Student Email Creation – New Functionality

Automated system features allow the creation of student email addresses using the college’s domain name during the conversion of applications into student records.

Certificate Report – New Enrolment Start Date and End Date Long Format Merge Fields

A new merge field known as Enrolment Start Date and End Date Long Format, is now added into our certificate reports. This feature is designed to provide a more detailed representation of enrolment information on certificates

Improvements in Cancel Receipt functionality

The cancel receipt functionality has undergone changes for improved clarity and usability.

When a receipt is cancelled, the system will visually mark it with a distinct red-maroon colour, clearly indicating its cancelled status. Additionally, to avoid confusion, icons under the Actions column for that particular receipt will no longer be visible.

New Functionality – Cancel Multiple Invoices in Bulk

This new functionality offers the capability to cancel multiple invoices in bulk.

With the cancel icon, you can efficiently and effectively handle a significant number of invoices simultaneously, saving time and simplifying the task of invoice management.

Our mission is to build software that helps you do things more efficiently. Your input and engagement are vital in helping us improve our service and offerings for your college. We are always open to listening to your feedback.

Any questions, please feel free to reach out to us. We look forward to serving you to the best of our ability.

Please review the changes and if you would like further clarification, please contact our Support team.

A big thank you to so many of you who have been actively participating in helping us bring these new improvements to life.

Note: Please alert other team members within your college if the changes outlined above affect their role or department.

Thank you for taking the time to read this post.

Student Request Forms Workflow and Management

29 November 20239 November 2023 by Mani Gill

In the student request forms workflow and management process, you need to see the below steps.

Firstly, you need to start by creating a request within TEAMS. For instance, if you generate a request form like Apply For Holidays and upload it as a PDF document within TEAMS and save it. Once the request form is updated in TEAMS, it becomes accessible on the Make a Request screen within the Student Portal.

When a student selects their program, they can view the available request forms, including “Apply For Holidays.” Upon choosing this specific request, they will be presented with a download option, enabling them to retrieve the PDF document you have uploaded in TEAMS for this request.

After downloading, students can fill out the document and re-upload it, ensuring that the format remains in PDF. Upon the completion and submission of a request, it will appear as a Pending Request in the grid on the student portal.

These pending requests are displayed on the Student Request New Listing Screen within TEAMS, presented in the form of tiles. This visual representation enhances the visibility and accessibility of pending requests, making it easier for you to track and manage the request status. It’s a convenient and organised way to monitor the progress and status of student requests within the system. You can Approve, decline, download, view or create contact logs for the request.

Once the request is approved or declined by you the same status will be updated on the Student Portal for that particular request.

Please see the below tabs to understand the request form process in TEAMS and the Student Portal

As mentioned above, when you are on the Manage Request Document screen and you want to create a new request form then you need to see the below steps:

Go to Main Dashboard > Alerts General Tile and select the Student Request New hyperlink.

You will be directed to the Student Requests screen

Select the Manage Requests Documents button on the right hand side of the screen and the system will open another screen namely Manage Requests documents.

Select the +Add button above the grid on the right side and when you select it a popup window will appear on the same screen

You will see a Request Type dropdown. (this dropdown is a user code and if you wish to create a user code related to your Request Type, please contact our support team and they will guide you to understand, how you can create a User Code in TEAMS).

After selecting the Request Type, please select the Upload Documents button to upload the request form related to the selected request type. Please note that the documents that you are uploading are in PDF format only.

Additionally, you can add the Notes in the Notes Box for your forms and save them.

IMPORTANT – if you upload multiple documents while creating a request form, the system will create two different entries in the grid for that specific request type.

Now, when students initiate a new request by selecting the Make a Request Icon and upon selecting the program from the dropdown, they will immediately see the Request Types and grid displaying essential information of all the requests as the Request Type, Request Date, and Request Status for the specific program they have chosen.

Additionally, we have added a new feature that allows the students to select any request on the screen and after selecting any request, the grid will show them all the related requests history and status. They can download the request forms and fill it out. When the request form is filled out by the student, they can upload it back into the system.

Please note, that if you have already submitted a request for any request type then you won’t be able to upload any documents for that specific request type. Also, its worth noting that the upload functionality is designed exclusively for PDF documents.

Automatic Student Email Creation – New Functionality

30 October 202330 October 2023 by Mani Gill

We have introduced a new feature in our system that automates the creation of student email addresses, using the college Domain Name, when applications are converted into student records.

This functionality operates in three distinct ways:

1. If the primary email address is updated, the domain email will be automatically reflected in the secondary email address field.

2. In cases where both the primary and secondary email addresses have already been populated at the application level, the system will seamlessly update the additional email address field with the student’s domain email upon conversion.

3. When all email fields, including primary, secondary, and additional, are already filled, the domain email will replace the additional email address.

For example, take Prince Sharma with a student number S1234, his automatic secondary email will be S1234@rtoteams.com.au.

IMPORTANT – It is essential to configure the new System Setting and Campus level setting, specifically the Domain Name:

1. Updating the domain name on the Site Setting screen ensures that this functionality applies to all applicants and students within TEAMS.

2. Furthermore, for organisations with multiple campuses, there is a separate domain name setting within the Campus Entry > Settings Tab screen, allowing customisation of domain names for students enrolled in different campuses.

Please note that the domain name should be entered following the “@” symbol without any spaces, for instance, @rtoteams.com.au. This improvement simplifies the management of student email addresses and ensures uniformity within the college domain.

Improvements in Cancel Receipt functionality

29 November 202326 October 2023 by Mani Gill

The receipt functionality on the student financial screen has recently undergone some minor changes.

With these improvements, when a receipt is cancelled, it will no longer display any icons in the Actions column for that particular receipt. Instead, the cancelled receipt entry will be highlighted in a distinct red maroon colour, clearly indicating its cancellation status. These changes ensure that cancelled receipts are readily identifiable.

Certificate Report – New Enrolment Start Date and End Date Long Format Merge Fields

26 October 202325 October 2023 by Mani Gill

We have made a new addition namely a new merge field Enrolment Start Date Long Format and Enrolment End Date Long Format to our Certificate Report.

This enhancement now allows the certificate report to display the enrolment start date and enrolment end date in a long format. This means that when generating certificates, you can now include long format enrolment dates (for example – 23 October 2023 – 23 October 2024), providing comprehensive and detailed information on enrolment.

Bulk Exclusion of Subjects from AVETMISS Submission

2 February 202425 October 2023 by Mani Gill

A convenient new bulk feature has been introduced in TEAMS; Exclude Subjects from AVETMISS Icon, which is now accessible in the Subjects AVETMISS settings tab within the Enrolment AVETMISS settings screen.

This feature makes it easier for you to exclude particular subjects for AVETMISS submissions. With this feature, you can select multiple subjects by selecting the corresponding checkboxes and then proceed to use the Exclude Subjects from AVETMISS Icon to effectively exclude the selected subjects from the AVETMISS submissions.

New Functionality – Cancel Multiple Invoices in Bulk

25 October 202324 October 2023 by Mani Gill

A new feature has been introduced to enhance the Student Financial Detail screen, streamlining the process of cancelling multiple invoices in bulk. This functionality introduces checkboxes alongside an invoice cancel icon within the grid.

To cancel multiple invoices for a particular enrolment, you can now easily select the checkboxes corresponding to the invoices you wish to cancel. Once the desired invoices are selected, clicking on the cancel invoice icon will initiate the cancellation process. You will then be prompted to provide a cancellation reason, and upon selection and saving, the chosen invoices will be cancelled efficiently.

Enhanced Visa Type Tracking

18 October 202317 October 2023 by Mani Gill

We have introduced a seamless process for managing visa details in the system. When entering a New Prospect, you can now specify the Visa Type from the Prospect Entry screen. As you progress, these visa type-related details will automatically populate in the ‘Visa Details’ screen of both the ‘Applicant Dashboard’ and ‘Application Dashboard.’

These details will continue to be accessible and editable as applications are approved and converted into enrolments. You have the flexibility to modify these visa details at both the Applicant(before converting) and student levels to suit your specific needs.

What’s New – 19th October 2023

14 December 202317 October 2023 by Mani Gill

Welcome to the latest update for TEAMS

Some key changes made in this update are:

Boost in loading speed of all listing screens

Track visa types on applicant, application and enrolment screens

New page limit option on all listing screens

A new tick box to flag enrolments as overseas in bulk

New dropdown (Campus and Training Location) on the training location missing screen

For a full list of what has been done in the system, please see the below list:

Listing Screens Optimisation

We have implemented significant enhancements to all the listing screens within the system. Whether you’re accessing the continuing, starters, finishers, overdue, payment overdue, or payment received screens, you’ll now experience significantly faster loading times.

Enhanced Visa Type Tracking

Now, as you move forward, essential visa-related information will seamlessly populate in the ‘Visa Details’ section of both the ‘Applicant Dashboard’ and the ‘Application Dashboard.’ This enhancement ensures that visa-related data remains readily available and editable even after applications have been approved and transformed into enrolments

Listing Screens – New Page Limit Option

It simplifies the process of selecting and communicating with multiple students simultaneously. With the Page Limit option, you can easily pull up the desired number of students on a single page and efficiently send emails.

Compliance Dashboard – Bulk Flagging of Overseas Enrolments

On the Compliance dashboard, there’s a new feature where you can easily manage enrolments that are not flagged as overseas.

Training Location Missing Screen – New Campus and Training Location Dropdown

This provides you with a convenient way to filter students based on their respective campuses. Moreover, it enables you to efficiently update the training location of multiple students in bulk, offering improved control and flexibility when it comes to handling training location information.

Any questions, please feel free to reach out to us. We look forward to serving you to the best of our ability.

Please review the changes and if you would like further clarification, please contact our Support team.

A big thank you to so many of you who have been actively participating in helping us bring these new improvements to life.

The next update is due on Friday, 3rd November 2023

Note: Please alert other team members within your college if the changes outlined above affect their role or department.

Thank you for taking the time to read this post.

Listing Screens – New Page Limit Option

4 January 202413 October 2023 by Mani Gill

19 Oct 2023

The significant improvements to our system’s listing screens, including Continuing listing, Finishers listing, Starters listing, Applications listing, Overdue, Payment Due, and Payment Received screens. As part of these enhancements, we have added a valuable new feature called Page Limit in the filters section.

This option empowers you to seamlessly send emails to all students directly from any of the listing screens. For instance, if a listing screen has ten pages with a total of 500 students, this new option simplifies the process by allowing you to select all the students from the list, eliminating the need to go through each page individually. This not only streamlines the workflow but also saves valuable time that would otherwise be spent navigating through multiple pages.