marketing

Automatic Student Email Creation – New Functionality

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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.

Enhanced Visa Type Tracking

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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.

Application Process – Edit Invoice Screen Fee Line Items Changes

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In a recent update to our Application process, we have introduced a new functionality within the New Application – Edit Invoices screen.

Irrespective of your instalment plan set up or even if you are using the recalculate invoice feature for your Application/s creation in the system. Now every fee line item will be displayed in every instalment allowing you to divide the other fees such as material fee, enrolment fee, placement fee, OSHC etc. as per your requirement.

For example, if you have a total of five invoices, the first invoice will display the cumulative amount for all selected fee line items, while the remaining four invoices will exclusively show the amount for tuition fees, with material fees and enrolment fees reflecting as 0.

Note – It’s important to note that instalments containing fee line items with a reflected amount of 0 will not impact the invoice creation process.

Agent Commission Due Report – New Student Receipt Date Column

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We have made a valuable addition to the Agent Commission Due Report—the Student Receipt Date column. This newly added column serves to display the receipt date for each specific invoice. This enhancement enhances the report’s functionality by providing essential information about when payments were received, aiding in financial tracking and management. It offers users a more detailed and comprehensive view of their commission-related data.

NOTE – If the invoice has multiple receipts then the report will only print the latest Receipt’s Date in the report.

Applicant Dashboard – New Invoice Due Date Column on Financial Tile

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We are excited to announce a recent enhancement to our Applicant Dashboard’s Financial Tile – the addition of a new column called “Invoice Due Date.” This column will provide you with even more transparency and convenience in managing your financial information.

With the Invoice Due Date column, you can now easily view the due dates for the invoices at a glance. This will help you stay on top of your financial obligations and avoid any potential late payment issues. By having this crucial information readily available, you can plan the payments more effectively and ensure a smooth and timely financial process.

Marketing Dashboard Tiles Optimisation

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The Marketing Dashboard has a significant improvement with the addition of a new refresh icon to various Tiles. This new refresh icon empowers you to effortlessly update and retrieve the most current and relevant data within these sections. This latest update brings greater convenience and efficiency to the marketing tiles. Now, when you access the Marketing Dashboard, you will notice the presence of the refresh icon alongside the Summary, Intakes, Programs, Short Programs, Agents, and Account Managers Tiles.

IMPORTANT – An important addition to our recent updates is the tooltip feature associated with the refresh icon. When you hover your cursor over the refresh icon, a tooltip will be displayed, providing you with the date and time of the last refresh. This tooltip serves as a valuable reminder of when the data was last updated, ensuring that you have access to the most recent information.

Applicant Dashboard – Financial Tile New System Setting

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We are excited to announce the addition of a new system setting to enhance the financial tile on the Applicant Dashboard. With the introduction of this feature, you can now enjoy improved functionality in the Financials section.

When the new system setting is activated, invoices will be conveniently displayed in ascending order based on their “Invoice Date.” This arrangement provides a more organised view, making it easier for you to access financial information. On the other hand, when the setting is turned off, the display remains unchanged, ensuring that you can seamlessly continue using the dashboard as you are accustomed to. This flexible enhancement aims to streamline the financial management process, ultimately offering a more efficient and tailored experience for all.

NOTE – To enable the setting that allows you to view Invoice Dates in ascending order, we kindly request you to get in touch with our dedicated support team. Our support staff is readily available to assist you with any inquiries or assistance you may need.

Application Dashboard Reports

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Different reports are available on different tiles under the Application Dashboard. You can see these reports under Print Icon on the Application Profile Tile.

Each report listed below is a link to a post where you can understand the report and its parameters and view an example of the report.