Category: Admin

How to use Contact Log tab

In this article

Before You Start
Using Contact Log

This article is about how to use Contact Log Tab and what are the business rules for it.

Before You Start

Contact Log’s are used to log conversations and other communication with entities such as Leads, Prospects, Proposals, Students or Enrolments and the Organisation.

Using Contact Log

To enter a contact log follow the steps below:

1. Enter the Contact Date the contact occurred – this is a mandatory field and MUST be entered to be able to add the entry to the grid.


2. The Username defaults with the user currently logged in.


3. Select the log type from the drop down box for the type of contact you want to log. This is a User code and needs to be setup from the User Codes screen prior to the information being entered.

This is not mandatory so does not need to be added to add the entry to the grid but will make reporting on the data easier.

 


4. Select the Details icon to enter the details about the contact. As long as the Contact Date has already been entered you will be able to select the Add icon within the Details screen. This will add the information to grid as long as all the mandatory fields are entered.

 


5. Once you see the entry in the grid you know it has been successfully added to the grid.


6. You then need to select the Save Entry icon to save the changes you have made.

 


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!

What is the Address Tab

In all the Address tabs you will find an AVETMISS address, Local Address and Mailing Address. If the student is ticked as AVETMISS then enter the information first in AVETMISS Address fields and then you can select the Copy Address tick box next to the Current Local Address. 

This will copy the information from the AVETMISS Address fields to the Current Local Address fields. If the Local Address and Mailing Address are the same you can select the Copy Address tick box next to the Mailing Address. This will copy the information from the Local Address fields to the Mailing Address fields.

address

If the student is not ticked as AVETMISS then you can leave the AVETMISS Address fields blank and enter the information directly in Current Local Address fields.

To use Suburb/City field in TEAMS, user can simply start typing in the suburb name in the Suburb field and the system will automatically pick up all the matching suburbs and display them in a list, out of which a user can select the appropriate one. This will automatically enter the information in the State, Post Code, Country fields.

suburb

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!

General

  1. Student Website Changes – Approval
  2. Student Entry
  3. Holidays Entry
  4. Student Pickup Entry
  5. Student Area Request – Approval
  6. Student Inactive Forecast
  7. Training Plan Entry
  8. Trainers Portal Approval
  9. Bulk Enrolment Contact Log

USI Generation Functionality for Students with Single Name

Many of our CRICOS clients have reported that sometimes there are some overseas students who only have Single Name i.e. First Name. So, in that case there has been a problem with the USI generation functionality because TEAMS generate the USI number based on Students First and Last Name.

To overcome this problem, we have added a new tickbox on the Student Entry Screen > USI Form of ID tab by using which student’s single name can be mentioned and thus the USI can be generated without any problem.

The tickbox for ‘Does this student have one name?’ appears only if the ‘Document Verification Service Document’ is selected as ‘Visa (With Non- Australian Passport)’. Upon enabling this tickbox, a ‘Student Name’ field will appear where the user can enter the single name of the student and generate the USI number.

usi-generation-functionality-for-students-with-single-name-3

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 Surveys from TEAMS

For information on how to send Surveys from TEAMS, please either watch the below video OR read the step by step instructions:-

Step 1 – Go to Survey Creator screen from TEAMS > Setup > Organization.

Step 2 – Once the screen opens, you can click on the SEND icon and a screen similar to Email Merge Parameter selection screen will be open from where you can select different parameters to search a group of students.


Step 3 – Once the system loads a list of students, you can select the students to which you wish to send the surveys.

Step 4 – Upon clicking on NEXT button, the Compose Email screen will open from where you can select an Email Template which you have created for sending out surveys and press FINISH. For more information on how to create an email template in TEAMS, kindly refer the post – How to create Email Templates in TEAMS.


Step 5 – You can also click on the ANALYSE icon > View Request tab to check the status of your requests. This page will show you that which students have Completed the survey and which students have yet to be completed i.e. pending.


Step 6 – Once all the surveys are filled out by the students, you can go to the Survey Data Export screen (TEAMS > Setup > Financials) to generate a survey export which you can upload to the SMART system later on.

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!