We have made some changes to the Communication log screen and added the ability to download the attachments when any email was sent to a student/enrolment.
You can select the view icon for the email and then select the attachment to download the attached files.
Note: The system will allow you to download the attachments for future emails in this update.
Dashboard > Alerts – CRICOS > CoE Expired
This screen will show you the count of those enrolments that have CoE dates linked to them where the CoE end date is in the past. The system counts this by looking at today’s date and finding any CoE end date less than today’s date to do the count and list the enrolments.
The screen is divided into two sections
To open this screen, you would have selected the count hyperlink for the CoE Expired alert. Based on what you have selected, the system will open the screen and populate the information in this section. It will show the start date and end date of the CoE and you will also see Total CoEs expiring/expired and Warning overall CoEs Expired.
The system will show you a summary of information for each enrolment whose CoE is expired. The information that displays in the columns for this grid is generally standard information. However, please keep an eye out for any What’s New posts for this screen as this is where we would let you know of any new columns or changes to existing ones that we do.
From the Action column, you will be able to do different actions for each agent listed. Please see the TEAMS Icons post for more information on each action and what you can do.
Select the Burger icon to learn more about how it works 
| Merge Fields | Objects | Explanation |
|---|---|---|
| {School Code} | ||
| {School Name} | ||
| {School ACN} | ||
| {School Legal Name} |
| Merge Fields | Objects | Explanations |
|---|---|---|
| {Employer Code} | ||
| {Employer Name} | ||
| {Employer Legal Name} | ||
| {Employer ABN} |
| Merge Fields | Objects | Explanation |
|---|---|---|
| {Agent Code} | ||
| {Agent Name} | ||
| {Agent Phone Number} | ||
| {Agent Mobile Number} | ||
| {Agent Fax Number} | ||
| {Agent Email Address} | ||
| {Agent Legal Name} | ||
| {Agent ABN} | ||
| {Agent Default Commission} | ||
| {Agent Vendor Code} | ||
| {Purchase Order Number} | ||
| {Purchase Order Amount} |
| Merge Fields | Objects | Explanation |
|---|---|---|
| {Orientation Date} | ||
| {Enrolment Start Date} | Enrolment’s Start Date | |
| {Enrolment End Date} | Enrolment’s End Date | |
| {Enrolment Finished} | Enrolment’s Finish Date | |
| {Enrolment Started} | This field will show you Started | |
| {Enrolment Outcome} | ||
| {Enrolment Duration} | The system will show you the total number of the Enrolment week i.e. the sum of study and academic holiday weeks | |
| {Enrolment Study Weeks} | ||
| {Program Name} | ||
| {Enrolment Number} | ||
| {Program Code} | This field will show you the Program Code updated on the program entry screen | |
| {Program Descriptive Code} | This field will show you Program Descriptive code updated on the profram entry screen | |
| {Enrolment Type} | ||
| {Program Descriptive Name} | This field will show you the Program code updated on the Program entry screen | |
| {Program CRICOS Name} | ||
| {Intake} | ||
| {Campus Name} | ||
| {External Package Name} | ||
| {External Package Start Date} | ||
| {Internal Package Name} | ||
| {CoE No} | ||
| {CoE Start Date} | ||
| {CoE End Date} |
Dashboard > Marketing > New Application > New applicant icon
In the system you will see dropdowns for fields and filters for reports, such as the one below:
Most of the dropdowns and what you see in the list will be automatically generated by the system. however, there are some that you can customise what you see in the list. For example, using the screenshot above below outlines the different types of dropdowns:
Gender – the options in the dropdown are standardised (hard coded) and you can’t add to them.
Marketing Source – the options in this dropdown you can customise using the User Codes screen.
Account Manager – when you setup Account Managers in the system then that is the list that will show in this dropdown.
If you want something added to a dropdown that you cannot customise in the User Codes screen, you are welcome to send an email to support@rtosoftware.com.au and we will see if it is possible to add the option for you. It will all depend on what dropdown it is and if it is a standardised option that the majority of our clients would/could use or unique to your college.
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
Report merge fields are special fields that are used in different MS Word reports, Email and SMS templates in TEAMS.
When you customise any of the templates you would add merge fields into the custom templates you create. Then when you select the custom template for the system to use to send an email or sms or generate a specific report it shows you a list of your custom templates to choose from. Once you have selected the specific custom template and selected Generate (reports) or Send (Email and SMS) the system looks for the merge fields you have added to know what information to copy into the report or message you are generating and replace the merge field with the relevant information into the report/message instead. Where there is no data in the database to replace the merge field, in the generated report or message there will be no information and the merge field would not show.
For each object in the system such as Applicant/Student, Applications/Enrolments, Agents, Employers, Schools etc there will be different merge fields available. This post will show you for each object, what merge fields are available and give you an explanation of what data/information the system will replace the merge field with. Please note, that there will be a large number of very common sense merge fields such as Student First Name, Student Middle Name etc, where the explanation will be very simple. The system will replace the merge field with the student’s first name or middle name etc, however, there will be some fields where it is not evident what the system will replace, so please make note of them.
For some merge fields, such as Addresses and Contact information we will not list them for each object as they are the same across. Below you can select the icon for Addresses or Contact Information to learn more about these merge fields and any important information for them.
Applicant/Student Merge Fields
The user screen will allow you to filter inactive users and once you select the Include inactive users tick box and search, you will see the Active and Inactive users in the grid under the Active column.
IMPORTANT: A new TEAMS update is scheduled.
Your TEAMS site will be updated on
Thursday, 4th of August, 2022
This is an important preview email
of what’s coming on your site soon
As you 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.
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.
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 makersor team members. Each of the changes outlined also have hyperlinks that you can click for further detailed explanation.
With all that in mind, please review some of the key points outlining the list of changes below –
Please review the changes and if something doesn’t make sense of you would like further clarification after reviewing it, please feel free to contact our Support team.
There are a number of new initiatives and changes in the pipeline for the next update (due 11th August).
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.
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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, 4th August 2022.
Have a great day!
