Category: Getting Started

How to add Contact Log and generate Contact Log Report in TEAMS

In this article

Before You Start
Add Contact Log
Generate Contact Log Report

This article describes how to add contact log and to generate contact log reports.

Before You Start

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

Add Contact Log

To enter a contact log follow the steps below:

Step 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.


Step 2 – The User Name defaults with the user currently logged in but if the contact was between another user and the entity you can use the drop down to select the correct user name.

Step 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 and hence it is not required to add the entry to the grid but will make reporting on the data easier.

Step 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 the grid as long as all the mandatory fields are entered. If the mandatory fields are not yet entered the details icon will close and you will need to enter the contact date and then select the Add icon next to the details icon.


Step 5 – Once you see the entry in the grid you know it has been successfully added to the grid.
Step 6 – You then need to select the Save Entry icon to save the changes you have made.

Generate Contact Log Report For an Enrolment

 

Step 1- If you want to generate the Contact Log Report for a particular enrolment then open that Enrolment , go to Enrolment Centre > Log > Contact Log.

Step 2 – On the Enrolment Contact Log screen, click the Print Entry icon to generate the report.

Generate Contact Log Report In Bulk

 

Step 1- Go to TEAMS > Student > General Reports -II > Student Contact Log.

Step 2 – Select the parameters as per your requirement.

For example: Enter the Report Start Date and Report End Date. If you want to include the Email Log, Mail-Merge Log or SMS Log then you can simply tick the Show Email Log, Show Mail-Merge Log and Show SMS Log tick boxes. If you don’t want to then leave them blank.

Step 3 – After selecting all the parameters, click Generate button to generate the report.

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 Login into TEAMS

To login into TEAMS, please follow the steps below:

Step 1 – Open Internet Explorer and type your TEAMS site address. i.e. (your college name).rtosoftware.com.au

Step 2 – After typing the TEAMS site address, press ENTER and a prompt message will be displayed on the screen where you’ll have to click YES, so that a new full screen pop up can open and older pop up screen can close where TEAMS site address was entered.

IMPORTANT: If you do not get the above prompt and you just get the login screen and can still see the teams address in the top of the browser your Pop-up Blocker settings need to be changed. To do this please see the How to Configure Internet Explorer settings for TEAMS and go to the Pop-up Blockers section of it.

Step 3 – TEAMS login screen will load where you can enter your Username and Password to login into TEAMS.

Please Note – If you DO NOT have a login account for TEAMS, please contact your Manager or send us an email at support@rtosoftware.com.au. We cannot just create an account for you, we will need authorization from your Manager to create an account for you.

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 use Grid Entry Tabs and Screens in TEAMS

In this article

Before You Start
Rules To Remember

This article is about how to use Grid Entry Tabs and Screens in TEAMS and the various rules for entering information into a Grid Entry tab or screen.

There are number of tabs and screens in TEAMS that will be explained as a Grid Entry tab or screen. Grid Entry tabs and screens are easily identifiable by the ability to enter information on a line at the top of the tab or screen and the information gets added to a list using an Add button.

Grid entries are used to add a large amount of data against something such as documents or notes (Contact Logs) against a student or agent.

Rules To Remember

The process for entering information into a Grid Entry tab or screen is easy! There are some important rules you MUST remember that are:

Rule 1: You must always enter information into the top line of the Grid Entry tab or screen as highlighted in the image below. Make sure any blue fields (Mandatory fields) have information in them, otherwise you will NOT be able to save the entry.

grid-entry-top-line-image

Important: If you do NOT see a top line for entry then the Grid Entry Screen or tab you are looking at is only a read only screen. This means you can only view data in the screen, not add it. It may be that you were not given permission to Add entries or it could just be a read only grid screen or tab.

When entering data take note of fields such as Log Type, or in the Documents tab it will be Document Type. You can setup what you see in these lists from the User Codes screen. We will have provided some sample options in them and you can also remove the samples if you wish. It is just a way to group entries in the grid together so you can search and see relevant information.

Also, another field is the Details icon. It is where you enter notes for the entry. At any point you do not need to use both of these fields, the Log or Document Type and the Details, but generally you will use at least one of them.

Both of these fields are highlighted in the image below.

grid-entry-log-type-and-details-image

Once you have entered all the relevant information in the top line; to add the information to the grid you MUST have a Date (by default the system will always load today’s date but you can change it), a User Name (by default the system will always load the Users Name that is logged into TEAMS doing the entry, but you can also change it if needed) and then either  Log/Document Type and Details (notes) where necessary.

If you are NOT entering Details (notes), only entering the other information then you MUST then select the ADD button on the far right hand side of the line, to add the entry to the grid below before saving. Below is an image highlighting the Add button.

grid-entry-tab-screen-add-button-image

However, if you have entered Details (Notes) then you need to use the Add button in the Details window as shown below, to add the entry to the grid.

grid-entry-tab-screen-details-window-add-button

Rule 2: Once you have added the top line information to the grid as below:

grid-entry-tab-screen-grid-ntry-saople

You MUST select the SAVE entry icon in the top right hand corner of the screen as shown below:

grid-entry-tab-screen-grid-entry-sample-save-icon

Important: when you select the SAVE entry the system will show you this message:

grid-entry-tab-screen-save-mesaage-for-search

This is NOT an error! The system is warning you that your entry in the grid has been saved, however based on the date you entered for the entry it may or may not show in the grid when it is saved. The reason for this is that users can add 100’s and 100’s of entries into a grid and if we were to automatically display 100’s of entries every time you loaded the screen, it would take a very long time to load the screen. So we restrict the number of entries we display in the grid when you load data in it. Based on how your TEAMS settings have been setup the system will display a date range in the top of the Grid Entry tab or screen to identify the date range that it is displaying entries for as show below:

grid-entry-tab-screen-displayentries-date-range-and-search

The system is identifying above that it is only showing grid entries that have a date between the 01 and 31st August 2016. So using this example, if your date was before the 1st August 2016 it wouldn’t show in the grid. You would have to change the date range and then select the SEARCH button on the far right hand side of the date fields and it would re-load showing extra entries based on the new date range. Please make sure you have saved any changes or new data in your screen before doing this though, if you enter dates and select SEARCH and you haven’t saved changes or new data you have entered you will lose it.

Rule 3: When you want to edit an entry in the Grid you must find the entry and then select the Edit icon to the right hand side of the screen as shown below:

grid-entry-tab-screen-edit-entry-icon

When you select the Edit Icon above they system will then show the selected entry in the top line of the Grid as discussed in Rule 1 of this post. Make the changes you require, select the ADD button to add the entry back to the grid and then select the SAVE icon in the top left hand corner of the screen.

Where you want to delete an entry, select the Delete tick box (next to the Edit icon) for the entry you wish to delete, as shown below.

grid-entry-tab-screen-delete-entry-tick-box

Once you have selected the Delete Tick Box for the entry you wish to delete you then must select the SAVE icon in the top left hand corner of the screen.

Important: if you do not see the Edit Icon and/or the Delete Icon/Tick Box this means you have limited permissions and cannot use this functionality.

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 setup Resources in TEAMS

Step 1: Open the Resource Entry screen by going to TEAMS > Resources > Resources Entry.

resources-entry-screen

Step 2: Select the Resource type you would like to setup by clicking on the Resource Type drop down.

resources-entry-screen-resource-type

Please Note: Please be aware that once you select the Resource Type based on your internet speed the screen may take a few moments to reload with the correct fields.

Based on the type of resource you select, you can setup the Resources as follows:-

Resource Type: Assets

Step 3: On Details tab, select the following options:-

  • Enter the Resource Code and Resource Name.

    resources-entry-screen-details-tab

  • Select the Campus/s for the Asset. This is the campus to which this Asset will be linked.resources-entry-screen-campus

  • If the Asset can be allocated to the multiple places at one time then select the Multiple Allocations tick box.

    resources-entry-screen-multiple-allocations

    After selecting this tick box, you will see a Maximum Allocation text field appear where you can enter the maximum number of allocations this asset can have.resources-entry-screen-multiple-allocations-tick-boxYou can enter the notes if you have any against the Asset into the Notes text box.

resources-entry-screen-notes

Step 4: If there are any times throughout the year where the Asset will not be able to be used/available, for example, if the Asset is going for repairs, you should enter these dates into the Unavailable tab. To do this:

  • Enter the Start Date of the period the projector will not be available.

  • Enter the End Date of the period the projector will not be available.

  • Select the Reason icon to enter the reason why the projector will not be available.

  • Select the Add button to add the entry to the grid.

resources-entry-screen-unavailable-tab

Resource Type: Teacher

Step 3: On Details tab, select the following options:-

  • Select the position of the teacher from the Position drop down.

    Please note: The Position field is a User Code and need to be setup prior in TEAMS so that you can select that option.

  • Enter the Resource Code and Resource Name.

  • Select the Campus/s for which the Teacher is available.

  • If the teacher will also be an Assessor and you want to link them to Qualifications or Training Plans or allow them to have Assessor Visits you should select the Assessor tick box.

  • If the teacher is also an user in the system then you should select that user from the User drop down menu.

  • If the teacher can be allocated to more then one class at one time then you should select the Multiple Allocations tick box and specify the maximum number of classes in the Maximum Allocations text field to which this teacher can be allocated at one time.

  • You can enter the notes if you have any against the Teacher into the Notes text box.

resources-entry-screen-details-tab-teacher

Step 4: If you have any contact details of the teacher you can update it on Contact tab.

resources-entry-screen-contact-tab-teacher

Step 5: If there are any times throughout the year when the Teacher will not be available then you can update that time period information on Unavailable tab.

For example: If the Teacher is going for holidays, you can enter those holiday period dates into the Unavailable tab. To do this:

  • Enter the Start Date of the period the teacher will not be available.

  • Enter the End Date of the period the teacher will not be available.

  • Select the Reason icon to enter the reason why the teacher will not be available.

  • Select the Add button to add the entry to the grid.

resources-entry-screen-unavailable-tab-teacher

Resource Type: Class Room

Step 3: On Details tab, select the following options:-

  • Enter the Resource Code and Resource Name.

  • Select the Campus/s for which this class room would be applicable.

  • If you wish to allocate this class room to more than one session on the same day then you can tick the Multiple Allocations tick box and specify the number of maximum sessions which can be deliver on this class room in one day in the Maximum Allocations text box.

  • You can specify the maximum number of the students in the Total Capacity text box who can study in this class room.

  • You can enter the notes if you have any against the Class Room into the Notes text box.

resources-entry-screen-details-tab-class-room

Step 4: If there are any times throughout the year when the Class Room will not be able to be used, you can enter those dates into the Unavailable tab. To do this:

  • Enter the Start Date of the period the room will not be available.

  • Enter the End Date of the period the room will not be available.

  • Select the Reason icon to enter the reason why the room will not be available.

  • Select the Add button to add the entry to the grid.

resources-entry-screen-unavailable-tab-teacher

Resource Type: Account Manager

 Step 3: On Details tab, select the following options.

  • Enter the Resource Code and Resource Name.

  • Select the Campus/s for which Account Manager is applicable.

  • If the Account Manager is also a user in the TEAMS then select the user from the User drop down menu.

  • You can enter the notes if you have any against the Account Manager into the Notes text box.

resources-entry-screen-details-tab-account-manager

 Step 4: On Contact tab, you can update the personal & contact details of the Account Manager.

resources-entry-screen-contact-tab-account-manager

 Step 5: If there are any times throughout the year when the Account Manager will not be available, you can enter those dates into the Unavailable tab.

resources-entry-screen-unavailable-tab-teacher

Resource Type: Overseas Student Health Care Provider

Step 3: On Details tab, select the following options.

  • Enter the Resource Code and Resource Name.

  • Select the Campus/s for which Overseas Health Care Provider is applicable.

  • If you are charging for the Overseas Health Care Provider then tick the Is Billable tick box and select the Fee Chargeable Template and Fee Payable Template from the two lookup icons.

  • If you are exporting the data from TEAMS to MYOB then you can enter the GL Code from MYOB into the GL Code field.

  • You can enter the notes about the Health Care Provider in the Notes field.

  • If you want to make this Health Care Provider as default healthcare provider then select the Default OSHC Provider tick box.

resources-entry-screen-details-tab-oshc-provider

Step 4: If you have contact details for the OSHC Provider then you can enter these details on the Contact Tab.

resources-entry-screen-contact-tab-oshc-provider

WARNING: Our support staff will import for you your OSHC provider and the relevant fees so that it is correctly setup. All you need to do is email support@rtosoftware.com.au telling them your site address and what OSHC provider/s you use and they will notify you as soon as they are imported.

Please Note: For all the Resource Types, there is an Active tick box at the bottom on the Details tab. This tick box is  set selected as default. If you stop using any resource then you should un select this Active tick box.

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!