Agent Performance parameters/filters screen will show you two different tabs General and Advance. Below is the table that will show the filters and their explanation.
General Filters
Explanation
Report Dates
This field has two different radio buttons: Enrolment Start / End Dates – when you select this radio button, the system will print the enrolment SD and ED in the columns Enrolment Date – By selecting this radio button, the system will print the enrolment processed date in the enrolment date column.
Report Start Date
Select the start date of the enrolment from the calendar.
Report End Date
Select the end date of the enrolment from the calendar.
Campus
You can select multiple campuses from the dropdown.
Enrolments to Include
This dropdown will show you two different tick boxes (Current and Finished) and you can select them as you required.
Include Enrolments/Applications
It will show you two different tick boxes (show applications and show enrolments) and you can select them as you required.
Include cancelled enrolments
The system considers only cancelled enrolments with start dates within the specified report period, excluding enrolment outcomes marked as cancelled for this option.
Include Declined Applications
Select this tick box if you wish to print the declined applications in the report
Select the “Print” Icon to generate the report. After clicking on it, the system will direct you towards the report dashboard screen. You can see the report status over there if it’s generated or not. Once it’s generated, download the report.
It will open the Report Template Screen where you need to select the Report Name in the search field where you want to upload the customised template.
Once you enter the report name, the system will refresh the screen and shows you other customised reports in the grid.
You need to select the Add button on the top right corner of the screen which will show you a pop up of local storage files and you need to select the appropriate document and select upload button.
Note – On the upload pop window, you will see Campus dropdown (where you can select the specific campus or All as you required) and Default tick box (if you want to see the upload template as default for the selected campus).
Also, the Custom Template that you are going to upload should always be in the Word Document format, so the document extension should be in docx extension.
Once the customised template is uploaded, you can start generating reports.
We have five Word reports that you can customise in TEAMS:
Offer Letters
Academic Docs: These are used to customise certificates, transcripts, records of results, completion letters, statements of attainments, etc. that you wish to print for the students.
Invoices: This report template is used to customize the student invoices.
Payments: This is used for the refunds and receipts templates.
Letters and warnings: You can use this report template to customise your fee warnings, attendance warnings, and also to create student ID cards etc.
How to download the Master Template of any Report in TEAMS
Select the report in the search field to proceed. For example, if you are going to search for an offer letter then try typing 3 initial letters of it and the system will show you all report templates starting with those 3 initials. Simply select the required one.
Once you selected it, the screen will refresh and shows you the customised offers in the grid.
Now if you are going to customise any new offer letter, you need to select, the download icon beside the report name. This will download the Master version of the offer letter template which will help you to customise the offer letter for your RTO.
Below are the steps and explanations to customise the report template in TEAMS.
When you download any master template, it will show you some basic information about the template at the start and then shows you different sections that we have in every word report. You will find two categories of merge fields.
Individual Merge Fields
Table Merge Fields
Individual Merge Fields
Anything in the curly brackets in the template is merge field and so let’s say you want to populate a student number or student name in your customised version then you need to copy and paste this merge field into your custom template so that every time when you generate any report, it will populate student number automatically for you. That’s how the merge fields will work for you for the students, enrolments, agents, and employers.
In the custom template, you can see that this table has basic information about the student like name, DOB, gender, and so on if you want the system to print this data for you then you need to copy all the individual merge fields related to the fields and to do so, you can simply copy the merge field from the master template and paste it. You can also edit the text format(font and size) of the merge fields according to your preferences.
IMPORTANT – If you are copying any merge field from the master template then you must copy it including the curly brackets. if you simply copy the text then the system will not print any data in your customised template.
Tables
let’s say the student is enrolled into a program and you want to print the application number, Program descriptive code, Program descriptive name, and application dates then you need to find a table with all the required merge field columns and simply copy the whole table and paste it into the template that you are customising. In case, If you do not need any columns from the table you copied from the master template then you can delete those columns in your custom template.
How to use table merge fields in the report
If you don’t want the default first column of the table or you wanted to adjust the first column position, then you need to cut the «TableStart:ProgramSummaryTable» merge field and paste it before the merge field of the column that you wanted to be first in the table. Then you can delete or adjust that first column in your table.
The same rule applies to the last columns as well. For Example, In this table, the total duration is the last column and you don’t want the table to print the total duration columns in your custom template and you want the Holiday Weeks to be the last column in this table. Then in such case, you need to copy the merge field that is «TableEnd:ProgramSummaryTable» and paste it into the holiday weeks column after the holiday weeks table merge field.
IMPORTANT – Always remember whenever adding tables in your custom template, kindly check there are always table start and table end merge fields present in the first and last column of the table respectively.
Also, we have group tables in the master templates that will print the merge fields along with the data in the grid for the table. For example, course details table, here application no, course name and course dates are merge fields and under this, you will see the grid having columns instalment date, Study Period, Start Date, End Date etc.
You need to select the whole group table from this merge field «BeginGroup:CourseDetails» from the master template till «EndGroup:CourseDetails» and paste it into your custom template. You can adjust or delete the other table columns along with their merge fields but the «BeginGroup:CourseDetails» and «EndGroup:CourseDetails» merge fields should never be deleted or adjusted in the custom template.
Once all the editing is done, save the document with the name of the offer letter in Word document format i.e docx extension into your system and upload the custom template in the Report Template screen.
Below are the filters and their explanation for the Attendance Hours Report.
General Filters
Explanations
Print
This label has three Radio Buttons:
Show All – if you select this radio button the system will show you all the active and inactive agents in the system.
Show Active only – This will show you only the Active agents.
Show Inactive Only – This will show you only the inactive agents.
Print Based on
This label has two radio buttons:
Agent – By default, the Agent radio button is selected and if you want to print the report based on the agent name then you can select the agent name in the magic search field.
Agent Type – If you wish to print the report based on the Agent Type then you can select the agent type from the drop-down. (Agent Type is a user code and you can create the agent type from the User Code screen.
Account Manager Name
This is a magic search field and you can select multiple account managers in this field.
Campus
You can select multiple campuses from the dropdown.
Country
If you select any country or countries from the dropdown then the system will pull out the agents that are linked to the selected country or countries
Exclude Unsubscribe
This filter will exclude all the agents that have unsubscribed tick box selected on the agent entry screen > Contact Information Tab.
Only Display Default Contacts
The system will display all the agents with their primary contacts only. It will exclude all the contacts who are not selected as primary contacts for those agents.
Group By
Group by is used to group the report according to Group by selected for example Country, Agent Type, Commission Paid etc.
Sort By
Sort by is used to sort the report according to Sort by selected for example County, Agent Name, Agent Type etc.
Asc/Dsc
Select the Ascending or Descending radio button.
Select the “Print” Icon to generate the report. After clicking on it, the system will direct you towards the report dashboard screen. You can see the report status over there if it’s generated or not. Once it’s generated, download the report.
Below are the filters and their explanations for the Attendance Hours Report.
General Filters
Explanations
Report Start Date
Select the Start Date from where you want to start calculating the attendance for the enrolment
Report End Date
Select the Date when you want to finish calculating the attendance for the enrolment.
Enrolments to include
It let you choose current enrolments or finished enrolments. (By default both the tick boxes will be ticked). You can select/unselect as you required.
Campus
If you have multiple campuses then this dropdown will show more than one campus. You can select the campus/es as you need.
Program
This is a magic search and multi-select field and you can search for multiple Programs by typing the Program Code.
Sort By
Sort by is used to group students in the report according to the selected option in Sort by for e.g – Student No & Enrolment No, Program and Student Name.
Asc/Desc
Select the Ascending or Descending radio button.
Select the “Print” Icon to generate the report. After selecting it, the system will direct you to the report dashboard screen. You can see the report status over there if it’s generated or not. Once it’s generated, download the report.
Main Dashboard > Compliance Menu > Attendance Hours Report
We have added a new report Attendance Hours Report under the Compliance Menu. This report will show you the Attended and Absent hours for each enrolment of the student for a selected period.
To know more about the Filters/Parameters, Columns, and explanations, please select the below links.
We have added a new report under the Marketing Menu called Agent Details Report. This report will give you every detail about the agent such as Agent Name, Agent Code, addresses, contract dates, etc.
To know more about the Filter and columns and their explanations, please select the below links.
Main Dashboard > System Admin menu >Report Template
The Report Template screen in TEAMS offers users a valuable tool for generating various types of reports with ease. It serves as a comprehensive guide that enables the customisation of report formats, including essential documents such as offer letters, academic documents, invoices, receipts, and letters of warning. By providing a structured framework, the Report Template screen ensures that information is organised logically and presented in a clear and consistent manner across different reports.
This feature streamlines the report creation process, saving time and effort while maintaining professional standards. Whether it’s crafting official communication or documenting financial transactions, TEAMS’ Report Template screen empowers you to generate high-quality reports efficiently.
Select the below links, which will help you to understand the process of Report Template in TEAMS
Enrolment Dashboard > Result and Progress Tile > Print icon
Dashboard > System Admin > Report Template
Student Dashboard > Current and Upcoming Enrolments Burger Menu
We have changed the template name from Academic Docs to Certificates in the system.
Now, you will see the report name as Certificates on the Enrolment Dashboard > Student Result Progress tile, Report Template screenand Current and Upcoming Enrolments tile.
to generate the report. After clicking on it, the system will direct you towards the report dashboard screen. You can see the report status over there if it’s generated or not. Once it’s generated, download the report.
