Author: Rashmi Mehra

TEAMS Client Update September 2019

This TEAMS client update

was released on
Wednesday, 11th September 2019

What was in this Update?

We ask that you notify staff who use TEAMS of these changes, especially the major Process and Centre changes as the information displayed will be visually different. We have also introduced some new fields that may assist your marketing and management teams in regards to identifying types of students at your college. You can find these new fields explanation under the Package Proposal changes > Course tab.

We strongly recommend that you introduce a TEAMS update process where someone at your RTO regularly reads the Newsletters that we send prior to a TEAMS update, to identify the following:

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 & Centre Changes

  1. Student Number Searches

    From the TEAMS workplace search, Student Centre, Enrolment Centre and the Student Entry screen you will now be able to search using a student’s USI, VSN, CHESSN, LUI, TRS numbers as well as the TEAMS student number.

  2. Package Proposal Changes

    In the Package Proposal wizard we have introduced new fields for your marketing and management staff to better track the types of students that are at your college. We have also streamlined the OSHC (Course1) tab to make it more efficient in selecting a OSHC provider and a cover level so that the system will then auto-populate the required fee.

  3. Proposal Centre Changes

  4. ESOS Schedule of Fees by Course/Study periods – PMC

    New merge fields have been added to the PMC & Proposal versions.

  5. Student Centre Changes

  6. Student Result Screen – counting student progress

    In the Student Results screen as well as in the Enrolment Centre and the Student Performance report we have excluded counting CT, RPL Granted & RCC Granted as ‘to study’ modules.

  7. Merges & Template related changes

    Changes made to Email and SMS template

    Changes made to SMS Merge changes

General screen changes

 

  1. Prospects Entry Screen

    Changes made in the Details and Preferences tab.

  2. Prospect Marketing Changes

    Changes made in the Pending Proposal tab.

  3. Campus Entry Screen

    Changes made to the Settings tab

  4. Document/s Uploading Limit

    Increased the maximum document size to 20MB. Please take note of the upload processing issue in this post though.

  5. Intervention Screen

    Introduced a number of new fields to this screen along with new merge fields for them.

  6. Unsubscribe from future emails from TEAMS

    Please read this post carefully to understand how this works and where it worksfrom.

  7. New system setting for – Allow Enrolments to be started # days before enrolment start date

  8. New Action Button

    Daily Attendance screen

    Bulk Results

    Starters Confirmation list

  9. Agent Commission Payment Screen

    Introduced a new column for Student Invoice #

  10. Edit AVETMISS screen – Date Program Completed population

    New system setting to auto-populate or manually enter this date

Report Changes


The following list of reports have had changes/new additions to either their report parameter screen or new columns and/or merge fields added.

  1. Acceptance Advice Report

  2. Starters Report

  3. Rolling Periodic Attendance Report > General Tab

  4. Current Students Report

  5. Fee Transaction Listing Report

  6. Invoices Report

  7. Enrolment Mail merge Report

  8. Intervention Status Report

  9. Student Performance Report


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!

Agent Payments Report

You can either watch the below video or read the step by step guide.

You can find this report from the TEAMS > Agent > Reports menu option. This report is used to identify all the commission payments you have made within a specific date range.

New columns

We have added two new columns in the report that are:

  1. Agent Payment ref. #

  2. Bank Account

These columns have been added at the end of the report. The information that merges into these columns comes from the Agent Commission Payment entry screen as shown below:

Important: in the report parameter screen for this report, there is a dropdown for Payment Type and it has two options for:

Pre-deducted – This is where you add commission pre-deducted in a student’s receipt

Non Prededucted – This is where you have paid the agent from the agent commission payment screen above.

The only time information will be merged into these new columns is if the following conditions are met:

  • For any payment created in the Agent commission payment screen, you have entered information into those fields and

  • In the report parameter screen for this report, for the Payment Type option you have either left it as the option of All or you have selected the Non Pre-deducted option.

Prospect Marketing changes

You can watch the video below and read the step by step guide.

As part of us continuing to improve TEAMS for our clients and based on the feedback we have received, we have made changes to the Pend. Proposal tab and how the system will display information for our users. The changes listed below in the Pend. Proposal tab also relate to the new fields that we introduced in this update for the Package Proposal > Course tab and how we will display that information.

Pend. Proposal tab

The below screenshot shows how the Pend. Proposal tab looks like before the update:-

And the screenshot below is how the Pend. Proposal tab will look after the update:

As you can see, we have removed some columns and added a new column called Additional Information and this is where the new icons will be. Also, where we have removed columns, the data for them will now be represented by icons in the Additional Information column as well. We also removed some of the shortcut icons that were in the last column, as they were redundant and will not be used in TEAMS anymore. 

The Additional Information icons are as follows:

IconDetails

This icon will appear If the student is ticked as Overseas.

 

This is for the Agent and has a tooltip displaying the Agent information

 

This is for the Employer and has a tooltip displaying the Employer information

 

This is for the Last Contact entry that was made in the Contact Log. When you select this it will show you the notes for the entry.

If you have selected the student’s proposal package type as Internal Package then it will show this blue box icon. When you move your cursor onto it, it will give you the information that you have selected in the dropdown

If you have selected the student’s proposal package type as External Package then it will show this orange box icon. When you move your cursor onto it, it will give you the information that you have selected in the dropdown and start date.

 

If you have selected the tick box for a student’s proposal of Does this Enrolment require Orientation then this star icon will be displayed.

When you have selected the student’s proposal with Student Type of New Student, then you will see this green graduation cap icon.

When you have selected the student’s proposal with Student Type of Returning Student, then you will see this red graduation cap icon.

You can also see the above icons in the below screens as well.

  • Proposal Centre > Proposal summary section,

Enrolment Centre > Enrolment Summary section and

Student Centre > Enrolments tab.

Intervention Status Report

You can either watch the below video or read the step by step guide.

You can find this report by opening Enrolment Centre > Reports > Intervention Status Report. We have added a few new fields into the intervention screen and those fields have been now introduced as columns in the Intervention Status Report. It will print the data which you have added to the intervention screen. Below are the newly added columns:

  • Warning As At Date

  • Warning Start Date

  • Warning End Date

  • Next Appointment Date

  • Last Appeal Date

See below the screenshot of the generated version of the report:

Merges & Template related changes

You can either watch the below video or read the step by step guide.

We have made the following changes in the Email Merge and SMS Merge as well as the Email Templates and SMS templates. 

Email and SMS template changes

 

You can find these screen under TEAMS button > Marketing > General > Email Templates/SMS Templates. We have sorted Available Fields dropdown alphabetically on Email and SMS template screen for all the objects like Student, Enrolment, Proposal etc.

  1. We have added a new merge field for External Package Start Date for the Template Type (object) ofEnrolment. This is a new field from the Package Proposal newly added field for the external package students.

External Package Start Date has also been added as a merge field in the Enrolments Mail Merge report template.

Email and SMS Merge changes

You can find both the screens under TEAMS button > Marketing > Merges > Email Merge/SMS Merge. 

Standard Search

For the Enrolment Merge, on the Standard Search tab, we have added a new field which is Induction/Orientation Date (From). You can make your search more specific by updating the Induction/Orientation dates so that only those enrolments appear in your search which lie in that date range if you have updated the Orientation Date while creating the proposal or on the Edit Enrolment screen. 

Orientation Date while creating the proposal:

Orientation Date on the Edit Enrolment screen:

Here is the new field which is Induction/Orientation Date (From):

Advanced Search

For the Enrolment Merge, on the Advanced Search tab, all the fields which are newly added under Package Proposal’s course tab and under Edit Enrolment screen, those fields have been added at the bottom of the Advanced Search for both Email and SMS merges.

Unsubscribe from future emails from TEAMS

You can either watch the below video or read the step by step guide.

We have introduced a new feature that allows students to unsubscribe from emails that you send from TEAMS. This is specifically when you use Email Templates and have flagged an email template as a Marketing Email, as shown below:

As you send emails using Marketing Email templates the system will automatically insert an unsubscribe link at the bottom of the email as shown below: then he/she can click on the Unsubscribe link.

Once a student clicks on the link, a confirmation message will appear.

Important: When a student unsubscribes from your emails, an automated log entry will be added under the Student Centre > Log > Contact Log.

We have also added an Exclude Unsubscribe tick box in the Email Merge for objects of Enrolments and Students. If you select this as part of your parameters when using the email merge wizard, the system will exclude any student flagged as Unsubscribe in the student entry screen from the email you are going to send.

Email Merge can be found under TEAMS button > Marketing > Merges > Email Merge. 

IMPORTANT: if you forget to select the Exclude Unsubscribe in the Email merge wizard don’t worry. When you have selected the student or enrolments to send an email to and have selected an email template to use; where it is set as a Marketing Email, and you go Finish on Step 3 the system will do a check and find any selected students or enrolments who are meant to receive the email and if the student has the Unsubscribe setting turned on it will NOT send the selected email message to them. 

How it works?

There are two ways to send emails from TEAMS, using Email Templates or manually composing an Email message. 

If you are using email templates to send emails to the students then it will not send emails to the unsubscribed students if the following conditions are true:

  1. Unsubscribe tick box is ticked on TEAMS > General > Student > Student Entry screen.


  2. Marketing Email tick box is ticked on TEAMS > Marketing > General > Email Templates for the same email template which you are using to send emails.

If any of the above tickbox is unticked, then emails will be sent to the students.

Composing Email Manually

If you are manually composing an email in the email merge wizard, we have added a new field and tick box for Add Unsubscribe Link. If you select this when manually entering email messages, the system will then do a check of the students you have selected to send the message too and if any have the unsubscribe setting turned on in the student entry screen, it will not send the email message to them. 

For the system to do this check, for manually entered email messages from the Email Merge wizard the following conditions must be true:

  1. Unsubscribe tick box is ticked on TEAMS > General > Student > Student Entry screen.



  2. Add Unsubscribe Link is ticked on TEAMS > Marketing > Merges > Email merge wizard Step 3.

If any of the above tickbox is unticked, then emails will be sent to the students.

Important: where the system is going to exclude students from receiving the email message you are sending, because they meet the conditions above, it will display the message below. This will be displayed from Step 3 – Message Selection once you have selected the finish button.