Category: Admin

Survey Changes in TEAMS (Learner Questionnaire)

In this article

Before You Start
Change

This article describes the changes made in the survey section of TEAMS.

Before You Start

Currently in TEAMS, we have a survey creator feature that has the two surveys (questionnaires) that RTOs are meant to send to their Learners (students) and Employers (where applicable, funded RTOs that do apprenticeships and/or traineeships) as part of their compliance requirements as an RTO.

Traditionally this was always done via paper in most RTOs. We built this section many years ago and many users of TEAMS do not know about this system.

On review of the current functionality available, we have introduced some changes and new functionality to simply the survey process in TEAMS.

For more information on how to use survey functionality in TEAMS, have a look at the below video.

https://vimeo.com/131716452/ec75bfc313

Change in Survey Form Format

Following change has been introduced in the Survey functionality in TEAMS:-

The format of the Learner Questionnaire has changed to match the ASQA requirements. Earlier, the answer options used to be under each question which made the form lengthy. This has been changed to the following view to make the form compact and simple to use.

Earlier, the Learner Questionnaire used to be a multiple page form but it has been changed to a single page form.

Changes on View Request Tab  

In the Survey Creator screen, the View Requests tab displays the information about the status of surveys which have been sent so far from TEAMS. (i.e. Pending or Completed).

Following new columns have been added in this section:-

Resent Count – If a survey has been sent multiple times then the resent count will be displayed here.

Last Sent On – If a survey has been resent then the date on which it was resent will be displayed here.

Resend – If you wish to resend a survey, then this button can be pressed and the system will take the user to the compose email screen from where the survey can be resent.

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers to here, please feel free to send us an email at support@rtosoftware.com.au or call us on 1300 85 05 85. We’re happy to help!

How to send Emails and SMS using Merges

In this article

How To Use Merges

This article describes how to send Emails and SMS using Merges.

How To Use Merges

Please follow these steps for sending Emails and SMS using Merges:

Step 1: TEAMS>> Marketing>> Merges>> Email Merge

The Mail Merge wizard opens. You can decide the entity to which you want to send the emails.

If you want to send a very Course Specific Information email such as, attendance warnings, course progress or fees overdue information, you need to select Enrolment Radio button and go Next

Step 2:  Criteria Selection Screen has two tabs 1. Standard Search and 2. Advanced Search, from where you can use the parameters to extract the list of required enrolments.

For example click on the Enrolments Between radio button and enter the dates. You can also use other parameters as per your requirement.

On the Advanced Search tab the parameters for Attendance Warning, Course Progress and Fees overdue are present. For sending emails regarding Attendance Warning you can tick the tick box for Attendance Warning, the radio buttons for Current Attendance, Overall Attendance, Periodic Attendance or Rolling Attendance appear. You can select which attendance you want system to calculate. For example if you select Current Attendance radio button, then put Attendance As At date as today’s date and Attendance of 80% and Next.

Now the system will look at all the enrolments and calculate their current attendance as at the given date and it will pick up all the enrolments which have the attendance percentage equals to 80% or below.

You can use it for Overdue Fees Warning as well with the similar logic.

If the enrolment has the valid email address, only then those will appear on successful result tab.

and the enrolments without the valid email address will appear on unsuccessful results tab.

Once the list of enrolments appear then you can select the enrolments to which you want to send the emails and click Next

.

Step 3: For Sending Email, you can either type in the email message body and click on the finish button to send the email or you can select the pre-defined templates to send the emails. Once you have selected the template then you need to click Finish button to send the email.

The final screen appears which tells you that the emails have been sent.

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers to here, please feel free to send us an email at support@rtosoftware.com.au or call us on 1300 85 05 85. We’re happy to help!

How To START an Individual Enrolment & Enrolments in Bulk

In this article

Before You Start
For Individual Enrolment
Enrolment In Bulk

This article describes  how to start an individual enrolment from the Enrolment Centre and how to start enrolments in bulk using the Starters Confirmation List.

Before You Start

It is important for the system to know that the students have commenced their studies so they will be considered as a ‘current student’ in TEAMS. To do this you MUST start the enrolment.

If you do NOT start an enrolment they will not show in the reports for current students, class rolls etc and they will NOT show in your AVETMISS data exports and other process screens like results, attendance etc.

How to START an individual Enrolment

Step 1 – Open the Enrolment (TEAMS > Student > Enrolment Centre) which you want to flag as Started.

Step 2 – Go to Enrolment Centre > Action > Start

Screen will refresh and Enrolment will be flagged as Started.

Please Note:- System won’t allow you to START an enrolment with future start date. Enrolment start date should be today’s date or past date.

How to START Enrolments in Bulk

Step 1 – Go to TEAMS > Student > Academic > Starters Confirmation List

Step 2 – Enter the search parameters to search the preferred student enrolments and click on the SEARCH icon. It is important to note that the dates you enter are in the Starting Between date fields, the system will use this to find any enrolment that has an enrolment start date between these date ranges and only display them if they meet the other parameters you have selected. The enrolment end date is NOT considered in this screen/parameter at all.

Screen will refresh and all the search results will be displayed.

Step 3 – Select the enrolments which you want to be flagged as STARTED and then SAVE the screen.