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UPDATE – Thursday, 5 May 2022

14 April 202331 May 2022 by Mani Gill

IMPORTANT: A new TEAMS update is scheduled.

Your TEAMS site will be updated on

Thursday, 5th of May, 2022

This is an important preview email
of what’s coming on your site soon

As you may know, we have been continually improving and adding new features to TEAMS. We strongly believe in making software that helps our clients gain better efficiencies and improve their operations.

Note: You may need to alert other team members within your college as the changes may affect their role or department.

To ensure that you are kept well informed with all that is new within TEAMS, we are going to be releasing a detailed What’s New update via email every two weeks.

We strongly recommend that you take your time and read this (and future update email/s)

Major Process Changes

Edit Application/s Dates
Bulk edit dates for Application/s that you are processing. This is especially useful and a big time saver if you have package / multiple applications linked to the one Student / Applicant.

Pending Payments for Agents
Easily Create Draft Agent Payments (with an Approval process) and better control this important business function. Especially designed for CRICOS colleges

New Check on Training Plan and Results Screen
Super easy to track common and superseded units from enrolment dashboard.

Reports

TPS Report
Easily track tuition fee paid/pending for the calendar year. Required reporting to Tuition Protection Service as required by the Australian Government. Can be used by International and VSL as well as Higher Ed Providers.

ASQA Class Roll
A new class roll report with ASQA approved design.

Agent Pending Invoices
List outstanding/ pending commission invoices for Agents. Works with the new Pending Payments Process for Agents outlined in the above section.

New Merge Field for Results
Easily insert Student results into your emails and other documents.

General / Small Improvements

Student Search – Delta Number
Enhanced Student Search. Now you can search for a Student with their Delta number.

VET Tick Box for Programs
VET Programs tick box now in a conveniently located and prominent place on the Program entry screen.

Work Placement for Subjects
New tick box added to Subjects.

Actual End Date
Edit Enrolment screen now allows you to easily record the Actual End Date.

Send offer letter to Agents directly
Now you can send Offer Letter directly to Agents without having to send it to the Student.

VSL Student – Disabilities
Minor improvements on how the Disabilities related fields will appear for a VSL student.

Intake Entry Screen
A new tick box has been added on the Intake entry screen.

Stop Accepting New Applications – Programs and Campus
A new tick box to easily stop new Applications added to the Program and Campus screens.

Please review the changes and related help site links above. If something doesn’t make sense of you would like further clarification after reviewing it, please feel free to contact our Support team.

We will endeavour to maintain the fortnightly update and keep you in the loop with emails such as this.

There are a number of new initiatives and changes in the pipeline for the next update (due 19th May). We are currently working on finalising XERO integration, Bulk Creation of Invoices, Application Processing improvements and more…

Remember, we are always open for feedback and a big thank you to so many of you who have been actively participating in helping us bring these new improvements to life.

We also have some big changes coming in the next few releases for Timetables and Academic departments.

Your input and engagement are key in helping us improve and we really appreciate it.

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

All the best from all of us here at RTO Software.

If you have any further questions,
please feel free to contact our support staff on
1300 85 05 85 or support@rtosoftware.com.au
Remember – these changes go live on Thursday, 5th May 2022.

Have a great day!

UPDATE – Thursday, 19 May 2022

14 April 202331 May 2022 by Mani Gill

IMPORTANT: A new TEAMS update is scheduled.

Your TEAMS site will be updated on
Thursday, 19th of May, 2022

This is an important preview email
of what’s coming on your site soon

Note: You may need to alert other team members within your college as the changes may affect their role or department.

Please spend a few minutes going through our What’s New and Newsletter emails. It will not only help you maximise the time and cost savings, it may be absolutely vital for your College’s Compliance with the latest regulations.
To ensure that you are kept well informed with all that is new within TEAMS,we are going to be releasing a detailed What’s New update via email every two weeks.

We strongly recommend that you take your time and read this (and future update email/s)

You may need to discuss new upcoming features with the relevant decision makers or team members. Each of the changes outlined also have hyperlinks that you can click to take you to our help website for further detailed explanation.

With all that in mind, please review some of the key points outlining the list of changes below –

Major Process Changes

Recalculation of Invoices in application process
Recalculate a student’s invoices for Application/s that you are processing. Each student has a different case when it comes to charging fee and instalment plan. To keep that in mind, now you will be able to edit the invoice dates, invoice due dates, fee amount and even can change the no. of invoices.
Subject Invoicing
Create invoices on subject level. It’s for all those RTOs who wish to raise invoices at subject level instead of a program for the students.

Bulk Invoice Generation
Easy for you to now raise invoices for multiple students at once be it a late payment fee or any other admin fee. It’s going to save a lot of your time.

Reports

Offer Letter
Generate the offer letter at the student level. In TEAMS, you could generate the offer letter only at the applicant level, however, now you will be able to generate it after converting an application.

General /Small Improvements

Sorting of subjects
You will see all the subjects on the Training Plan and Results screen sequence number wise.

There are a number of new initiatives and changes in the pipeline for the next update (due 2nd June). We are currently working on finalising XERO integration and more…

Remember, we are always open for feedback and a big thank you to so many of you who have been actively participating in helping us bring these new improvements to life.

Your input and engagement are key in helping us improve and we really appreciate it.

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

All the best from all of us here at RTO Software.

If you have any further questions,
please feel free to contact our support staff on
1300 85 05 85 or support@rtosoftware.com.au
Remember – these changes go live on Thursday, 19th May 2022.

Have a great day!

UPDATE – Wednesday, 21 July 2021

14 April 202331 May 2022 by Melissa

Please note, we have successfully completed TEAMS client update

Wednesday, 21st July 2021

With the continued effort to make TEAMS more efficient and smart for you, we always try to make changes and add new things to TEAMS. In this update, we have introduced re-instate functionality on the enrolment dashboard for you to un-cancel a cancelled enrolment.

Also, we have added a delete icon to delete agent payments from the agent financial screen. Moreover, you can now select more than one campus while creating a timetable or adding a term break.
We strongly recommend that you introduce a TEAMS update process where someone at your RTO regularly reads the Newsletters that we send.

Any critical changes for compliance or the system that may require you to do something in TEAMS or notify other users of TEAMS about

What has been changed in the system
What new features are being added to the system, that you and other staff may wish to use

By following this update process your business will always be up to date with what TEAMS can offer and take those new features to the relevant decision makers for review and consideration.

We will also warn you of new items (screens and processes) or changes that we have made for compliance reasons and when necessary we will mark them as urgent, where you are required to change or add something to your processes in TEAMS to meet the compliance requirements.

Major Process Changes

Re-instating enrolment
New functionality has been added to un-cancel an enrolment into TEAMS.

General Screen Changes

Timetable Entry Screen
Now you can select more than one campus on the Timetable Entry Screen.
Term Break Entry Screen
Now you can select more than one campus on the Term Break Entry Screen.
Agent Financials Screen
Now you can delete the agent payments.

If you have any further questions or encounter an issue, please contact our support staff on
1300 85 05 85 or support@rtosoftware.com.au

Have a great day!

Student Progress Matrix Report Filters

13 March 202331 May 2022 by Melissa

Student Progress Matrix Report screen has a General Filters tab and the below table will show you Filters with their Explanation.

Note -In addition to selecting the campus and program, the Intake and report start/end dates are also required when using the Student Progress Matrix Report screen. However, if an intake is selected, then the report start and end dates become optional. Likewise, if the report start and end dates are selected, then the intake becomes optional.
This flexibility allows you to adjust filters according to the reporting needs and focus on specific timeframes or intake groups as necessary.

If the intake selected is set as a Rolling intake, then these date fields remain mandatory.

General Filters	Explanation
Campus	This is a mandatory field and cannot be left blank. You can select the Campus from the dropdown.
Program	This is a mandatory field and cannot be left blank. You can select the Program from the dropdown.
Intake	Select an intake from the dropdown
Report Start Date	select the start date from the calendar icon
Report End Date	select the end date from the calendar icon
Enrolment to include	This dropdown has three options (Current, To Start, and Finished) and you can select them while generating the report.

Click on the “Print” Icon to generate the report. After clicking on 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.

Change – AGD – send emails with attachments

9 June 202331 May 2022 by Melissa

Agent Dashboard > Communications Tile > Communication log > Burger menu > Send an Email

From the Communication Log that you access from the Agent Dashboard (AGD) > Communication Tile, you now can send an email with attachments.

This works in the same way that you use the attachments when sending emails from the Student or Enrolment Dashboards.

How to send an email with attachment/s

Step 1: Open the Agent Dashboard and click on the count displayed in the Communications Tile, in the screen shot below this means click on the 0.

Step 2: when the Communication Log screen opens, from the Burger menu select the option for Send an Email, as shown below.

Step 3: when the Email Log screen opens either select an Email template to use or write you message in the Message section. You then have two options to attach documents to the email that include:

Attach documents linked to the Agent – this will show you a list of all the documents that have been uploaded to the Documents tab for the Agent. This will show both documents uploaded by a user or generated by the system.
Attach documents from your computer/network – this will allow you to navigate to your computer and network to find and select relevant documents to attach to your email.

Based on the button you select for the one of the options above, you will see a popup window with a list of documents.

The above is the list of all the documents present in the document log screen, as shown below) for the same agent.

Step 4: Once all the required documents are selected, click on Add to Email Attachment button. It will show the attached documents on the email log screen as shown below.

Step 5: After attaching the documents, click on the send button and the system will send the email with the attached documents to the agent.

If you have any queries, please do not hesitate to contact us on 1300 85 05 85 or email us via support@rtosoftware.com.au

Student Dashboard > Financial Tile

13 December 202230 May 2022 by Prince Sharma

The financial tile will show you the financial details for all the Current/upcoming and historical enrolments. You can see the enrolment number, program code, total invoiced amount, total paid amount, balance amount and total commission.

You can also generate the Student Statement of Account from the Print Icon.

After selecting the generate button the report will be visible on the report dashboard, from where you can download the report whenever you want.

How do I link an Agent to an enrolment?

22 June 202326 May 2022 by Prince Sharma

Main Dashboard > Enrolment Dashboard > Financial Tile

If the agent was not initially linked to the enrollment process, it is now possible to establish this connection directly from the enrollment dashboard. By utilizing the agent linking feature, you gain access to a comprehensive range of information and capabilities related to financial transactions. These functionalities empower you to efficiently handle financial transactions and ensure accuracy in financial records.

To link an agent with an enrollment, please follow the steps below:

Access the Enrollment Dashboard.
Navigate to the Financial tile, located directly below the enrollment student profile tile.
Click on the agent icon within the student financial tile to open a pop-up window for agent linking.
Utilize the magic search field within the pop-up to search for the desired agent. As you type, the search suggestions will display matching agents.
Select the appropriate agent from the suggestions and click the update button. The screen will refresh, and the agent tab will appear in the financial tile.

Student Profile Tile

18 December 202326 May 2022 by Melissa

This tile will give you an overview of the basic information of the student. You can upload the student profile picture here and edit the details of the student.

Basic Information

You will see some basic information about the student displayed in this tile. It will show the gender and the age of the student in the first line. In the second line, it is displaying the date of birth of the student. It will display the mobile number and primary email address of the student further.

Upload Student Profile Picture

For uploading or changing the student profile picture, you need to bring your cursor near the thumbnail of the picture and the system will show two icons as shown below.

Vertical Icons

Edit Student Details

Edit Addresses

Edit Next of Kin details

Edit Overseas information

Edit AVETMISS information

Edit USI

Edit Student Holidays

Edit Student Conditions

Reports

Edit Fee Help

Horizontal Icons

Special Needs Required

Visa and/or CoE information

Report/Screen Filters

17 January 202420 May 2022 by Ramneet

Filters, or parameters, can be used to narrow down the data displayed on the screen, or in the reports you generate. While this may sound like grouping, filtering is different because it allows you to qualify data and display only the data that matches the parameters you select.

Filter Name	Report/Screen	Location	Description
Campus	Both	Student Search Class Allocation Attendance & Results Results Starters Finishers Results Achieved Student Results Listings Class Roll Current Students Class Roll by Session ASQA Class Roll Agents List Agent Entry Applications Processed Application Status Agent Performance Campus Welcome Screen Unit of Study Welcome Screen Timetable Welcome Screen Allocate Subjects/UoS GTP Allocation Submission Review USI Request History Screen Qualifications Issued Register Screen AVETMISS Export – State Format AVETMISS Export – National Format Student Performance Student Progress Matrix	Campus is different branches at different location of an training organisation
Student Number		Student Search Submission Review	Unique Numbrer given to each student as identification
First Name		Student Search	First name of the student
Last name		Student Search	Last name of the student
Preferred Name		Student Search	Name that is preferred by student
DOB		Student Search	Date of Birth of the student
Mobile Number		Student Search	Mobile number of the student
Email Address		Student Search	Email address of the student
Programs	Both	Class Allocation Results Starters Finishers Results Achieved Current Students Applications Processed Program Welcome Screen Group Training Plan Welcome Screen Allocate Subjects/UoS GTP Allocation Submission Review Qualifications Issued Register Screen AVETMISS Export – State Format AVETMISS Export – National Format Student Performance Student Progress Matrix	Programs are diiferent cousrses that are provided by training organisations
Subjects	Both	Class Allocation Results Results Achieved Student Results Listings Subjects Welcome Screen Timetable Welcome Screen Allocate Subjects/UoS Submission Review	Subjects are units that student has to complete in particular program
Unit of Studies		UoS Welcome Screen Timetable Welcome Screen Allocate Subjects/UoS Submission Review	Unit of study means subject that a student undertakes as a part of a course of study
Intake	Screen	Class Allocation Results Timetable Welcome Screen Allocate Subjects/UoS GTP Allocation USI Request History Screen Qualifications Issued Register Screen Student Progress Matrix	Intakes can be be defined as program start date for an international student.
Group Training Plan	Both	Class Allocation Results Group Training Plan Welcome Screen GTP Allocation	The Group Training Plan is used to define the unit’s date in the system
Enrolments to include	Screen	Class Allocation Starters Finishers Student Results Listings Current Students Student Holidays Report Applications Processed Agent Performance GTP Allocation Student Performance Student Progress Matrix	It let us choose current enrolments or enrolments that are yet to be started
Enrolment Type	Both	Class Allocation Starters Finishers Student Results Listings Current Students GTP Allocation Qualifications Issued Register Screen AVETMISS Export – State Format AVETMISS Export – National Format Student Performance	Enrolment type means tyoe of enrolment for eg: test enrolment
Attendance Start Date	Both	Attendance & Results	Attendance start date is a date from which you want to mark attendance
Attendance End Date	Both	Attendance & Results	Attendance end date is a date till which you want to mark attendance
Select Timetable	Both	Attendance & Results Results Starters Finishers Results Achieved Student Results Listings Class Roll Current Students Class Roll by Session ASQA Class Roll Timetable Welcome Screen Allocate Subjects/UoS GTP Allocation Student Performance	Timetable shows when a particular class will start its end date, trainer who will teach and etc
Trainers	Both	Attendance & Results Results Achieved Timetable Welcome Screen	Trainers are persons who trains students particular modules or programs
Classes	Both	Results Student Results Listings GTP Allocation Student Performance	Different classes are allocated to stundents as per their program classes consist of modules that trainer will teach in particular time period
Enrolment Between	Screen	Results	Enrolment between means date range in which enrolmennt lie
Result/Outcome	Both	Results Starters Finishers Current Students Qualifications Issued Register Screen Student Performance	Result/ outcome means outcome wheather student has completed a particular program or not
Result Date	Both	Results	Result date is a date when student receives results
Report Start Date	Screen	Starters Finishers Results Achieved Student Results Listings Current Students Student Holidays Report Applications Processed Application Status Agent Performance Student Performance Student Progress Matrix	Report Start Date is a date from which we want our Report to start
Report end date	Screen	Starters Finishers Results Achieved Student Results Listings Current Students Student Holidays Report Applications Processed Application Status Agent Performance Student Performance Student Progress Matrix	Report End Date is a date from till when we want our Report to end
Show only Overseas students	Both	Starters	If we select that tick box we will get only overseas students in our report
Inclue Cancelled Enrolments	Screen	Starters Finishers	If we tick that box we will also get cancelled students in our report
Include Applications	Both	Starters	If we tick this box we will get application number in our report
Group By	Screen	Starters Finishers Results Achieved Student Results Listings Current Students Applications Processed Application Status Agent Performance Student Performance	Group by is used to group students in report according to ticked results in Group by for e.g - DOB, County and agent etc
Sort By	Screen	Starters Finishers Results Achieved Student Results Listings Class Roll Current Students Class Roll by Session ASQA Class Roll Student Holidays Report Applications Processed Application Status Agent Performance Student Performance	Sort by is used to group students in report according to ticked results in Sort by for e.g - DOB, County, student No & Enrolmemt No etc
Visa Type	Both	Starters Finishers Student Holidays Report	Visa type is filter that we can use incase we want to search student with particular visa types
Agent	Both	Starters Finishers Current Students Application Status
Employer	Both	Starters Finishers Student Results Listings Current Students Application Status Qualifications Issued Register Screen
Account Manager	Both	Starters Finishers Current Students Agents List Application Status Agent Performance Student Performance
Country	Both	Starters Finishers Current Students Agents List
Nationality	Both	Starters Current Students Application Status
Marketing Source	Both	Starters Current Students Agents List Agent Entry Application Status
Level of Student	Both	Starters
Result Date	Both	Results Results Achieved
Subject End date	Both	Results Achieved
Show Types	Screen	Results Achieved
Show inactive subjects and unit of studies		Student Performance
Inculde Finished Enrolments
Enrolments with Selected Module/but No results
Enrolment Dates
Result Entry Date
Print Modules: All
Print Modules: With results
Print Modules: With Unsuccessful results
Print Modules: With no results
Print Attempt Records
Show Enrolments type of: Active
Show Enrolments type of: Inactive
Show Enrolments type of: Both
Enrolment No	Both	Student Results Listings
Week Starting Date	Both	Class Roll Class Roll by Session ASQA Class Roll
Students to Include: All Students	Screen	Class Roll Class Roll by Session
Students to Include: Only Started Students		Class Roll by Session
Show only Smart and Skilled enrolments		Current Students
Include students on holiday		Current Students
Week End Date	Sreen	ASQA Class Roll
Session	Screen	ASQA Class Roll
Print	Screen	ASQA Class Roll
Report Includes: Holidays Active Between
Report Includes: Starting Between
Report Includes: Either Starting Or Ending Between
Print Timetable Sessions
Student		Student Holidays Report
Holiday Type		Student Holidays Report
Academic Schedule		Student Holidays Report
Commission Template	Screen	Agents List
Regions	Both	Agents List Agent Performance
Agent Type	Screen	1. Agents Welcome List 2. Agent Entry
Agent Name	Both	Agent Entry Agent Performance
Commission Template Name	Screen	Commission Templates
Date based on	Screen	Application Status
Overseas/Local Student Status	Both	Application Status
Include Inactive Campuses		Campus Welcome Screen
Include Inactive Programs		Program Welcome Screen
Include Inactive UoS		UoS Welcome Screen
Include Inactive Subjects		Subjects Welcome Screen
Academic Template Code or Name		Academic Template Welcome Screen
Include Inactive academic template		Academic Template Welcome Screen
Include inactive Group Training Plans		Group Training Plan Welcome Screen
Classroom		Timetable Welcome Screen
Include inactive Timetables		Timetable Welcome Screen
Start Date		Allocate Subjects/UoS GTP Allocation AVETMISS Export – State Format
End Date		Allocate Subjects/UoS GTP Allocation AVETMISS Export – State Format
Look at Enrolment Start date only		GTP Allocation
Intake Code		Intake Welcome Screen
Assessment		Submission Review Assessment Welcome Screen
Submission Review: Status		Submission Review
Name of the Student		Submission Review Qualifications Issued Register Screen
Object Type		Assessment Welcome Screen
USI		Qualifications Issued Register Screen
Completed Status		Qualifications Issued Register Screen
Which format do you wish to use: State		AVETMISS Export
Which format do you wish to use: State: National		AVETMISS Export
State		AVETMISS Export – State Format
Export Special Contract Only		AVETMISS Export – State Format
Select enrolments to export		AVETMISS Export – State Format AVETMISS Export – National Format
Purchasing Contracts		AVETMISS Export – State Format
Calender Year		AVETMISS Export – National Format
Report based on: Subjects		Student Performance
Report based on: Unit of Study		Student Performance
Date based on: Enrolment Dates		Student Performance
Date based on: Subjects/UoS start and end dates		Student Performance
Show only VET enrolments		Student Performance

Print Letter

23 June 202319 May 2022 by Ramneet

Printing letters in bulk from listing screens is a helpful feature that allows you to quickly generate and distribute various letters to students, such as warning letters, course progress letters, course completion letters, poor academic progress warning letters, and other types of letters. The process involves logging into the relevant dashboard, selecting the appropriate listing screen, filtering the data to include only the desired students, selecting those students, generating the letters, reviewing and editing them as necessary, and then printing them in bulk or downloading them as PDF files. This method saves time and is an efficient way to communicate important information to a large group of students.

You can individually generate the letters from the dashboards that we have such as:

Applicant Dashboard
Student Dashboard
Enrolment Dashboard
Agents

IMPORTANT – Before you print the letter, please make sure you have set up your custom templates in TEAMS, so they can appear in the dropdown list. Otherwise, you won’t see any dropdown options.
You can select the links to know more about (how to customise a report template in TEAMS and how to upload a Custom report template in TEAMS)

To print letters in bulk, you can follow these steps:

Go to listing screens such as Continuing Listing Screen, Finishers Listing Screen, Starters Listing Screen, Overdue Fees listing screen etc.

Select the checkboxes against the student number. (You can select more than one student)

Select the Burger Menu on the right hand side corner of the screen.

In the burger menu, select the Print letter option which will open a pop window on the screen.

Select the template from the dropdown that you have customised for print letters and hit the generate button.

Note – Once you select the generate button, the system will direct you towards the Report Dashboard where you can see your report in queue or underprocessing. Give it a refresh to check if the report’s done, and then you can download the word and PDF versions.”

Sample – First-warning-letter Download