system admin

How to Create student ID card in TEAMS?

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Overview

We have student letters and warning report that is used to create student ID cards in TEAMS: There are different steps and scenarios that you must follow to create student ID cards.

Scenario 1

Step 1 – The very first step is to download the master template of student letters and warning reports from TEAMS. Without the master template, you won’t be able to customise your student ID cards in TEAMS. To download, go to Main Dashboard > System Admin > Report Template screen.

Step 2 – Select the report in the search field to proceed. For example, if you are going to search for student letters and warnings then try typing 3 initial letters of it and the system will show you all report templates starting with those 3 initials. Select the required one.

Step 3 – Once you select it, the screen will refresh and show you the customised templates in the grid.

Step 4 – If you do not have any customised template then you need to select the download icon beside the report name. This will download the Master version of the student letters and warnings template which will help you to customise the student ID card for your RTO.

Scenario 2

When you have downloaded the student letters and warnings master template, it will show you some basic information about the template at the start and then show 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

Table Merge Fields

Note: While creating a student ID card, you do not need to add any table.

Also, anything in the curly brackets in the template is a merge field, 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 whenever you generate any report, it will populate student number automatically for you. That’s how the merge fields will work.

IMPORTANT– If you are copying any merge field from the master template then you must copy it including the curly brackets. if you copy the text, the system will not print any data in your customised template.

Automated System Actions Entry Screen

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This screen allows you to create automated system actions in the system. Please see the below table that will show you the explanation of each filter presented on this screen.

Please note that the dropdown on this is user code and one can create them from the User Code Screen in the System. If you still have queries, please contact our support team.

FieldsExplanation
Department If you have created departments such as Finance, Marketing, Academic, Compliance or any other based on your requirement then this dropdown will show accordingly.
Automated ProcessBased on the department selected, this dropdown will show you the options accordingly.
CampusIf you have more than one campus then this dropdown will show you the list of all your campuses. You can select the desired campus. Please note – you can only select one campus at a time.
System Action NameType in the appropriate System Action Name in this field.
ActiveSelect the Active tick box to make the action active. Please make sure to select this tick box to see this entry as active in the system.
Action RuleBased on the Action rule you have created from the User code screen, it will be visible here. for example, if you have No. of days before the Start Date(Enrolment Start Date) as an option upon selecting, it will show you another dropdown as # of days before Start date.
# of days before Start dateHere you need to enter the number value. For example – If you have added the number value as 5 then the system will automate this action 5 days before the enrolment start date.

When all the above steps are done, you need to select the Save button on the right hand side of the screen to save the record.

Automated System Actions Welcome Screen

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Main Dashboard > System Admin > Automated System Actions

Automated system actions refer to predefined and programmed tasks that are executed automatically within a system. These actions are typically designed to streamline processes, enhance efficiency, and reduce the need for manual intervention. Automated system actions can include a wide range of functions, such as sending notifications, triggering workflows or performing any other predetermined tasks based on predefined conditions or events.

How to edit an email template in TEAMS?

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To edit an Email Template in TEAMS, please see the below steps:

  • Go to Main Dashboard > System Admin menu > Email Template.
  • The email template welcome screen will open.
  • Search for the specific email template by its code or name in the search section and select the Apply button.
  • After searching, the grid will display the email template.
  • Select the edit icon under the Actions column from the grid.
  • You will be taken to the Email Template Entry screen.
  • Once you are on the screen, you can make changes as you require.

Note: Please do not change the Inserted Fields in the message box otherwise they will not function correctly.

Notification Template Entry Screen

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This screen will allow you a create a new notification template in the system. before creating the template, you need to understand the fields on this screen.

Notification Title – The “Notification Title” is a mandatory field, serving as the displayed title preceding the message when students receive the notification. This field must be filled out and cannot be left blank.

Template Type – This dropdown is a user code and if you wish to set up a user code for your TEAMS site, please contact our support team.

Available Fields – Based on the Template Type selected, the Available fields (merge fields) will appear in the field.

Add Button – Once you have selected the merge field, you need to select the Add button to add the merge field in the message field. Note: Please do not change the brackets used for the merge fields, otherwise they will not function correctly

Message – You can type in the message for your notification template and please be aware that your Notification Template cannot be longer than 300 characters. Also, be aware that if you use merge fields this may cause your message to exceed 300 characters upon merging.

Notification Template

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A notification template serves as a pre-defined format or structure for messages and alerts sent to students. The Notification Template welcome screen provides a convenient overview of existing templates within your system, presented in a grid format. From this screen, you have the flexibility to edit or delete templates by selecting the corresponding icons in the Actions column. Additionally, the option to add a new notification template is readily available through the +Notification Template button.

Automated Action Entry Screen

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The automated entry screen provides the capability to send emails based on the setup such as overdue emails, reminder emails, and orientation emails.

It’s important to note that for these actions and alerts to become fully functional, they must be activated from the backend. To initiate the setup process, please reach out to our support team, who will ensure the proper activation of these features.

Please note that the dropdown on this is user code and one can create them from the User Code Screen in the System.

FiltersExplanation
DepartmentSelect the department from the dropdown, it can be financed, academic, student services etc
Action TypeBased on the department selected, the Action Type dropdown will show you the list in the dropdown.
CampusIf you have multiple campuses, this will show you a list of all the campuses in the dropdown and you can select one campus at a time.
Action NameYou can type in the Action Name as you require.
Action RuleIf you have any action rule created in TEAMS, please select it from the dropdown.
Send Email ToSelect the desired email sent to (Agent, user or student) option from the dropdown.
Email TemplateSelect the email template that you wish to set up for the Automated Action
Email UsersSelect the user name from the dropdown (this name will be visible as from in the email)
Send SMS ToSelect the desired SMS sent to (Agent, user or student) option from the dropdown.
SMS TemplateSelect the SMS template that you wish to set up for the Automated Action
Send Notification ToThe selected object from the dropdown will receive the notification.
Notification TemplateIf you have created any notification template, it will appear here.
ActiveSelecting the Active tick box will make the automated action active.

Automated Action Welcome Screen

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This screen serves you a platform for both adding new automated actions and editing existing ones. Within this interface, you will find a comprehensive grid displaying all the current automated actions, allowing for efficient management and customisation of these automated processes.

Offer Letter – New Program Summary Table

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In the Master Offer Letter template, we have introduced the new Program Summary Table. This table is designed to provide you with a comprehensive summary list of the programs associated with the application for which you’re generating the Offer Letter. This feature offers a clear and concise overview of the included programs, making it easier for you to review information.

Furthermore, within this Program Summary Table, you will see a new column titled Program Notes. This column allows you to access and display program-specific notes for each enrolment directly in the table. Note – The program note will only reflect in this column if you have updated it at the program level. This enhancement enhances the Offer Letter generation process by providing you with a convenient way to access and communicate program-specific details.

Email Template Welcome Screen – New Email’s Subject Column

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We have added a new feature namely the Email’s Subject column in a grid on the Email Template Welcome screen. This column enhances the customisation options for your email templates. This addition allows you to provide a clear and engaging subject line for your emails, ensuring that your communications with students are not only well-crafted but also attention-grabbing.