What’s New: Practical and Theory Classes

To make it easy for our every client to track practical and theory classes, we now have introduced new radio buttons for you to set a class type as practical, theory or both.

The popup window that you use to create a class has now new fields as highlighted below:

You can select these radio button set your class type and accordingly, the data will be printed in the ASQA class roll report.

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

Program-settings screen-Study Sequence for this Program Changes

Dashboard > Academics > Programs > Program Entry settings Screen

Earlier on the Programs > Settings screen, we used to show a tick box for Allow Flexible Study Sequence but now we have changed the tick box and label name from “Allow Flexible Study Sequence” to “Study Sequence for this Program” and introduced two radio buttons Fixed and Rolling next to the Study Sequence for this Program.

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

Continuing Tile and Continuing Listing screen – History

Below is the list of all the changes that we have made on this screen. Please click on the individual link to view the change information.

CSV Export Functionality

To cater to the needs of our clients, who often require access to data presented on the listing screens in the form of downloadable reports, we have introduced a new feature. On the listing screens, you will find a icon that enables users to easily download reports for various sections.

This includes the Main Dashboard Tiles, which provides access to the Continuing Listing Screen, the Finishers tile for the Finishers listing screen, and the Starters Tile for the Starters listing. Similarly, you will also find this convenient download icon available for the Financial Dashboard tiles. This enhancement simplifies the process of obtaining data reports, allowing clients to utilise them for various purposes with ease.





Continuing listing screen – New parameter show only Smart and Skilled enrolments

Dashboard > Continuing Tile

We have added a new parameter in the Continuing List screen, which is accessed from the Continuing tile on the Dashboard as shown below:

When you are in the Continuing List screen select the Advanced Search option as shown below:

You will then see the new Show only Smart and Skilled enrolments. Select this option and select the Apply button to see those specific enrolments.

Please Note: for a Smart and Skilled enrolment to show in this list the enrolment must be flagged as one. To do this go to the Enrolment Dashboard and from the profile tile select the Enrolment AVETMISS Settings icon as shown below:

The Enrolment AVETMISS Settings screen will open and in the bottom right hand corner you will see the tick box for Smart and Skilled enrolment as shown below.

Enrolment Dashboard > Class Allocation Screen – Study Periods Column removed

Dashboard>Search Student>Select the Enrolment

Overview

From the Enrolment Dashboard > Classes & Attendance tile > Classes icon on the Classes Listing screen there used to be an option to select the Study Period or the Dates. In order to make it more user friendly, we have removed the Study Periods option from the Choose new Classes for Allocation section as shown below.

On selecting the Show Classes button, you will be able to view all the available classes for the date range you entered.

After selecting the class/s you wish to allocate to the enrolment you then select the next button and complete the steps of the process.

NOTE: we have also changed the Classes Listing Screen that you see from the Enrolment Dashboard > Classes & Attendance tile > Classes icon

In the screen shot below, this is how the old Classes Listing Screen used to look like with the Study Periods column which made it hard for a user to read.

We have removed the Study Periods column and now it looks like this.

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

New change in Timetable

Dashboard > Academics > Timetable

Overview

Earlier for Timetables, there was a limitation to select only 1 campus similar to Term Breaks. With this new change, you can select multiple campuses while adding or editing a Timetable.

Click on the Timetable Icon from the Academics tile.

You can select multiple campuses from the dropdown as shown below.

IMPORTANT: Please be aware that the Intakes, Programs and the Term Breaks will only appear for the Campuses selected.

After filling in all the details for the timetable and selecting the campus(es), click on next and follow the rest of the steps as always.

How and when to Cancel an Enrolment?

Enrolment Dashboard > Enrolment Profile Tile > Cancel Icon

history of changes

When you select the Cancel icon, a popup will show on the screen. This popup will show you the list of all the critical checks that the system will go through before cancelling any enrolment. If all the critical checks have a green tick in front of them, that means that you are eligible to cancel the enrolment. But, if the check status shows the red cross instead of a green tick then it means that you have to fix it and then only you will be allowed to cancel the enrolment

When all checks result in a green tick then you can cancel the enrolment. Just enter the Cancellation Date, Cancellation Reason and Note.

IMPORTANT: There are some checks you can fix before cancelling if those results in a fail. For example, Enrolment flagged as started or Enrolment flagged as finished. One can easily unstart or unfinish the enrolment from Enrolment Dashboard and then you can cancel the enrolment. By cancelling enrolment, the system will also cancel all the invoices which do not have any transactions related to them. The compliance tile will be hidden after cancelling an enrolment. Also, you will not see any action button on any of the tiles.

Starters Report Data Columns

Below is the list of data columns which will get printed in the report.

ColumnsExplanation
Student NoStudent Number generated by TEAMS
Enrolment NoEnrolment Number generated by TEAMS
Application NoApplication Number generated by TEAMS
Student NameStudent (First name)(Middle name)(Last name)
GenderStudent’s gender selected at the Applicant/Student levels
DOBStudent’s date of birth selected at the Applicant/Student levels
CampusThis will show the number of enrolments linked with the campuses
CRICOS CodeCRICOS code of the Program updated on the Program Entry screen
Program NameThe system will print the name of the program saved on the Program entry screen
Enrolment TypeThe system will print the enrolment type updated on the Edit enrolment details screen
Start DateStart Date of the enrolments
End DateEnd Date of the enrolments
Duration WeeksThis is the total weeks of the enrolment which includes total study weeks, and total academic holiday weeks.
For example, if the enrolment has study weeks = 40 and academic holiday weeks = 12 then the total duration will be 40+12=52 weeks
StartedThis is the status of the enrolment, if it is started then it will show Yes
Agent NameThis system will show the agent name which is selected at the application or enrolment level
CountryCountry of the student
Account ManagerIt will show the Account Manager selected at the Application or Enrolment level
TimetableThe system will show the timetable allocated to the enrolment
Currently OwingThis is the overdue amount till the present date
Total OwingIt is the difference of total invoiced and total receipted 
Visa TypeIt will show the Visa type selected at the Student and Enrolment level
CoE NoThis will show you the COE number updated at the Enrolment Dashboard > Enrolment profile tile
NationalityNationality of the Student updated at the Applicant or Student levels
ClassesThe system will show the classes linked to enrolments
Future ProgramFuture enrolment of the student 
Previous ProgramHistorical enrolment of the student
Enrolment OutcomeOutcome of enrolment selected on the Enrolment Dashboard > Edit enrolment details screen
Employer NameEmployer selected at the enrolment level
StageIt will show the commencement status from the Training Plan and Results screen > Qualification Information tile.
NotesProgram Notes
Total OverdueIt is the difference of total amount of pending invoices and total receipted till date
Tuition FeeThis is the total invoiced amount of Tuition fee
Other FeeTotal amount of all other fees invoiced excluding tuition fee
Marketing SourceMarketing source selected at the application level
Level Of StudentIt will populate the user code you selected at the student level on the student entry screen.
VSNThis is the VSN number selected at the student entry screen
VSN EligibleStudent level at student entry screen.
AVETMISS StateAVETMISS state is the State Training Authority selected at the Enrolment level > enrolment AVETMISS settings screen
Group Training PlanSelected at the enrolment level > Training Plan and Results screen > Training Plan and Academic Template tile
Overseas StudentIf the student is selected as overseas on the student entry screen then it will show Yes
Special NeedsThis is a tick box at the student level on the student entry screen.
Special Needs NotesIt will populate the Notes updated for the Special needs on the Student Entry screen
EmailStudent’s email address updated on the Edit Student Details screen
MobileStudent’s mobile number updated on the Edit Student Details screen
PhoneStudent’s phone number updated on the Edit Student Details screen
International PhoneStudent’s international phone number updated on the Student Dashboard > Overseas screen
Passport NoStudent’s Passport Number updated on the Student Dashboard > Overseas screen
USIStudent’s USI number updated on the Student Dashboard > USI screen
Student Payment No
AVETMISSIt will show Yes, if the AVETMISS tick box is selected at the student level on edit student details screen.
No of Successful ResultsThis is the total count of successful subjects
No of Unsuccessful/Not Yet Achieved ResultsThis is the total count of unsuccessful subjects
Total Subjects EnrolledThis is the total number of the subjects linked to enrolment
Program CodeThis is a Program code saved on the Program Entry Screen
USI VerifiedThis is the status of USI, if it is verified will populate as Yes and if is not verified will populates as No
Student First NameStudent’s First name updated at the Applicant/Student levels
Student Last NameStudent’s Last name updated at the Applicant/Student levels
Student Email Address 2Student’s Secondary email address updated at the Applicant/Student levels
Student Email Address 3Student’s Additional email address updated at the Applicant/Student levels
Student TypeThis is the student type (New Student and Returning Student) selected at the Enrolment level
Orientation RequiredIt will show the Orientation date updated at the enrolment level
Upsell or ExtensionThis will show Yes if the tick box is selected or No if the tick box is not selected
Internal Package TypeThis is a user code in TEAMS and you can let us know your Internal Package type and we will get it updated on your TEAMS site
External Package TypeThis is a user code in TEAMS and you can let us know your External Package type and we will get it updated on your TEAMS site
External Start DateThis relates to the external package type. Once you have selected the external package, the system will ask for the external start date.