Category: Marketing

New Data Entry Fields and New Merge Fields

New Data Entry Fields and New Merge Fields

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

We have added new data entry and merge fields where a student identifies someone other than just themselves who can receive any refunded money if any. This is a simple way to enter the name of the person who is entitled to receive the refund that you then wish to show in your Offer Letters, when you are using the ESOS Schedule of Fee by course-study period – PMC report.

Data Entry fields:

On the right hand side of the prospect entry screen, there are 2 buttons: One for New Package Proposal and another one for New Proposal.

Data entry fields for the refund have been added on the settings tab of the Package Proposal and Proposal wizard screens, as follows:

1. Who can receive the refund?

2. Name (to receive refund)

Who can receive the refund? 

Here the user can define who will be the receiver. There are 4 static/hard coded drop-down options are available to choose: 

  • 1) Agent
  • 2) Guardian
  • 3) Other
  • 4) Parent

Select the option as per applicant/student choice. 

If Agent is selected / nominated as a refund receiver, then the prospect level agent will appear if any linked to that prospect otherwise you can select one from the agent look up.

Name (to receive refund)

If the applicant / student has opted the option other than Agent like Guardian, Parent or Other, then this field will become mandatory and have to enter the name of the receiver in this field.

In this way, you can identify who is entitled to receive the refund. However if you don’t want to update anything into these fields then you can skip these fields.

Report Merge Fields:

We have also introduced merge fields for these data entry fields in two versions of ESOS Schedule of Fees by Course/Study Periods report. 

On the report templates screen, search for report name of ESOS Schedule of Fees by Course/Study Periods you will see three entries as below:

  • 1) ESOS Schedule of Fees by Course/Study Periods – PMC
  • 2) ESOS Schedule of Fees by Course/Study Periods – Proposal
  • 3) ESOS Schedule of Fees by Course/Study Periods – Student

The new merge fields have been added to the PMC & Proposal versions only. 

The new merge fields are:

          1) {IssueRefundType}

          2) {IssueRefundName}

You can use these merge fields into your customised report templates and have them printed in your offer letter.

Here is the screenshot of the generated version:

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers 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!

Conditions for Offer Letters

Conditions for Offer Letters

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

Our CRICOS clients have requirements to provide conditional offer letters to their clients, based upon each individual prospect student. The colleges/schools have a set of conditions and then based on the prospect student they have to add one or many of them into their final Letter of Offer.

In the past, our clients have tried to manage this by having multiple custom report templates for Offer letters but now there is further new compliance requirements that will make it even more difficult for them.

What’s New

We have introduced a new notes template section for Offer Letter Conditions. A user will set them up in TEAMS and then will apply one or many to a prospect student and have them printed in the Offer Letter as bullet points (ESOS Schedule of fees by Course/Study Period).
 

Few examples for offer letter conditions:

 
  • 1. This is a conditional offer letter. An IELTS score of 5.5 or equivalent is required for entry into this program. The document(s) must       be provided within 30 days from the date of the offer letter to make this offer valid.
  • 2. This is a conditional offer letter. A Release Letter from XYZ Institute is required for entry into this program and it must be provided       to make this offer valid.
  • 3. Please be advised that this offer is conditional and submit the Statement of Purpose form properly filled to make this offer valid.

Here is the detailed explanation for the new addition:

New Addition

Open the Prospect Entry screen which you can find from TEAMS > Marketing > General > Prospect Entry, you’ll find a new tab named as Prospect Conditions just after the Overseas information tab as follows:

Here you can add offer letter conditions for a prospect student. From the Condition dropdown, you can select the condition/s and add them to the grid as per the prospect student.

These conditions will be static and you can set them up through the Notes Paragraph screen which you can access from TEAMS > Setup > Academic > Notes Paragraph. To setup a static condition, select Proposal Conditions from Applies To dropdown.

Once you have selected Proposal Conditions, let the screen to refresh. After the screen is refreshed, give a title to your conditions which will appear in the Conditions dropdown. As we can see the Title field is a mandatory field so, we cannot leave it blank.

To this title, next is Notes box which you will be using to type in the conditions in detail. Click on the Notes icon, a text box will appear for you to type the conditions there. After you have typed in, click on the Done button.

Now add an entry to the grid by clicking on the Add button.

You can add each and every condition on this screen which you have for your RTO’s offer letter to issue. The conditions updated here will be appearing under the Conditions dropdown of Prospect Condition tab as follows:

These are static conditions but sometimes there are conditions which are flexible like when you need a completion letter or release letter from a specific institute, then for such conditions, we have new fields on the Prospect Conditions tab. These flexible condition fields are as follows:

 

  • 1) Certificate of Completion
  • 2) Certificate of Completion College Name
  • 3) Release Letter College Name
  1.  
  2. 1. Certificate of Completion: This option is used for the course for which you want the completion certificate. 
  3. 2. Certificate of Completion College Name: This option is used for the college name from which you require the certificate of completion for a student..
  4. 3. Release Letter College Name: This option is used for the college name from which you require the release letter for a student.

For all of these three fields, you will see a dropdown and a blank field. First of all, you need to search in the dropdown for the available options and the one which you are looking for if it’s not in the list then type in the blank field next to the dropdown. The system will then automatically add that written text as a Usercode, which will then become drop down option for future use.

For example: For a prospect student, I updated the Certificate of Completion as General English and Certificate of Completion College Name as Delhi University.

Here we can see the newly added fields are appearing in the dropdowns:

We have made it easier for you so that you don’t have to go the usercode screen and add the dropdown options there. You simply need to type in the text box and then hit save, the system will add them in the background. 

But just in case you have to delete or edit a dropdown option, then you need to go to user code screen, search for the correct code type and then edit or delete as per your requirement from there.

On the Usercode screen, the code type for these options are:

1. Completion/Release Letter College Name: For the name of the college from where you want a completion certificate or release letter.

2. Completion Letter Course Name: For which course, you want the completion letter.

In this way, you can specify the conditions for each student for the offer letter. You can get this data printed in your offer letter if you are using ESOS Schedule of Fees by Course/Study Periods – Proposal. 

This report is used to generate an Offer Letter with one or many proposal/s data in it. Although it is accessible from the PMC (Prospect Marketing Centre) it can also be generated from the PC (Proposal Centre) as well.

When you are in the report template screen, search for the report name as ESOS Schedule of Fees by Course/Study Periods you will see three entries of:

  • ESOS Schedule of Fees by Course/Study Periods – PMC
  • ESOS Schedule of Fees by Course/Study Periods – Proposal
  • ESOS Schedule of Fees by Course/Study Periods – Student

The Proposal_Conditions bookmark table has been added to PMC & Proposal version ‘ESOS Schedule of Fees by Course/Study Periods’ reports only.

You can add newly introduced bookmark table into your custom offer letter template. The system will print the list of conditions and/or condition rules linked to the prospect student as numbered bullet points.

See below an example of the generated report:

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers 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 the package proposal/bulk proposal wizard in TEAMS

This article describes how to use the package proposal/ bulk proposal wizard in TEAMS from the Prospect Entry Screen and from tha main Marketing Menu.

Why To Use

Because it allows you to do multiple proposals for a prospect student at once. It will allow you to add up to 10 courses into the one process, trust us we have seen clients and potential clients with 6 or 7 included in their Offer Letters. You can link the same Agent to all of the proposals and raise all the relevant invoices against each course.

How to use

There are two ways to access the package proposal process in TEAMS that include:

From the Prospect Entry screen

When you enter your prospect student in TEAMS and save the entry there will be a new button display to the right of the prospect student name, for New Package Proposal as shown below:

From the main Marketing menu

  • Select the main menu path of
  • TEAMS > Marketing > General > Package Proposal Entry.

  • Search for the prospect for which you wish to create bulk proposals i.e. proposals in more than 1 course.

  • The ‘Bulk Proposal Wizard Step 2’ will open where the following information can be selected:-

How many Courses would you like to enrol the Student in?

 Enter the number of courses in which you wish to enrol the prospect.

Account Manager – Select the ‘Account Manager’ which you wish to apply to new proposals.

Agents – Select this tick box if you wish to link an agent to new proposals otherwise this tick box can be un-ticked. Upon selecting this tick box, the agent section will appear where the Agent Information can be selected.

  • On the ‘Course’ tab, the same number of expands sections will appear as the number which you have entered in ‘How many Courses would you like to enrol the Student in?‘ field on the ‘Settings’ tab.
  • A user needs to expand each section one by one to enter course information separately as shown below:-

  • Proposal 1

  • Proposal 2

  • Proposal 3

  • Once a user has entered the required information for all the 3 courses, click on the AVETMISS tab to enter the common AVETMISS information for all the 3 pending proposals.
  • Once the AVETMISS information has been entered, click on the ‘OSHC (Course 1)’ tab to enter the OSHC information.

  • Please note – If you link an OSHC fee here, then this fee will be linked to the first proposal/course only.

  • Enter the common ‘Fee Help’ information if required or you can leave this tab empty.

  • Click ‘Next’ and the ‘Bulk Package Proposal Fee Details’ screen will open.
  • Here also 3 different fee sections will appear for 3 different proposals/courses. A user needs to expand each section one by one to link/apply fees to all the 3 proposals as shown below:
  • Proposal 1

  • Proposal 2

  • Proposal 3

  • Once you have added all the fees, click NEXT and the Bulk Package Proposal Invoice Preview screen is open.

  • Here also 3 different sections will appear for 3 different proposals/courses. A user needs to expand each section one by one to change invoice information for all the 3 proposals as shown below:-

  • Proposal 1

  • Proposal 2

  • Proposal 3

  • Click NEXT and all the 3 proposals would be created at once.

Things To Note

  • If you wish to edit a proposal after creating it from bulk package proposal process then you will have to open that proposal in the Proposal Centre and edit it by using the ‘Edit Proposal’ screen under Action menu.
  • Bulk Package Proposal Screen can only create proposals in bulk, it cannot be used to edit proposals in bulk.
Still having trouble?

If you are 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 are happy to help!

How to generate Letter of Offer

Step 1 – Go to TEAMS > Marketing > Prospect Marketing Centre.

You can see all the pending proposals under the Pend. Proposal tab and approved proposals which are converted into enrolments under the Converted tab.

Step 2 – Under Pend. Proposal tab, you can simply select the radio button of the proposal for which you want to generate the offer letter .

You can also search the proposal by typing the name of the student in search text box and click Search button. System will show you all the proposals related to the name you searched under the Pend. Proposal tab.

Select the radio button of the correct proposal for which you want to generate the offer letter.

Step 3 – After selecting the proposal from Pen. Proposal tab,  go to Reports > ESOS Schedule of Fees by Course/Study Periods – PMC.

Step 4 – A dialogue box will appear on your screen where you first have to select the Template from the drop down menu :-

After choosing the template, a tick box will appear in front of the proposal # (count of the  proposal # depends upon the number of enrolments of that particular student). Select the relevant tick box and Click on the Generate button.

Step 5 – After clicking on the Generate button, report will be submitted to the server for generation. Click on the hyperlink and it will redirect you to the Report Centre (TEAMS Workplace > Quick Links > Report Centre).

Step 6 – Once report gets Generated in Report Centre, you can view/download the report (both Pdf & word format) by clicking on Report Name.

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 enter (create) a new Prospect in TEAMS

This article describes how to Create a new prospect in TEAMS and what are the business rules for it.

Before You Start

Before creating a new Prospect in TEAMS, a user needs to check if the prospect has already been created in the system or not, to avoid the double records. Click here to know how to search a prospect in TEAMS.

Create Prospect

For creating a new Prospect in TEAMS, follow the steps given below..

Step 1- Go to TEAMS > Marketing > General > Prospects Entry screen.

Step 2 – On the Details tab,  you can enter the primary information of the Student. Below is the explanation of all the important fields.

  • Campus – There is no need to select the campus as by default All is selected.

  • Prospect Type – It should always be Student.

  • Unique Student Identifier – You can enter the USI number of the student in this field. If you don’t have the information then leave it blank.

  • Title – Select the title from the drop-down menu.

  • First Name – Enter the First Name of the Student.

  • Middle Name – Enter the Middle Name of the Student.

  • Surname – Enter the last Name/Surname of the Student. Its a mandatory field.

  • English Name – This is not a mandatory field. This is used by ELICOS colleges for overseas students as the names of some students are quite tough to pronounce by their staff so they create English Name for those students.

  • Sex – Select the gender of the student from the drop down menu. This field is mandatory for AVETMISS submission.

  • Date of Birth – Update the DOB of the student in this field. This field is also important for AVETMISS submission.

  • Has Agent – If a student has any agent, then tick this checkbox and select the agent by clicking on the lookup icon.

  • Avetmiss – This is very important field for AVETMISSS submission. Always tick this check box because if you don’t select this check box then that student won’t appear in the AVETMISS export.

  • School – This field is for the Funded RTOs.

  • Phone #, Mobile #, Fax # & Work # – These are self explanatory fields. You can enter these details from the application form of the student.

  • Unsubscribe – If you want to remove the student from the emailing list then you can tick this tick box otherwise leave it blank.

  • Email Address  – Enter the email address of the student.

  • Website Address, MSN, Skype & Marketing Source – These are non mandatory fields. If you have the information then you can update it otherwise leave them blank.

  • Nationality – This is a mandatory field so you need to select the nationality of the student from this drop down.

  • Level of Student & Score – These fields are for ELICOS students.

  • Country – Select the country of the student from the drop down list.

  • Overseas – If the student is overseas then tick this checkbox as its a very important field. When you tick this check box , two options will appear; Onshore Student & Offshore Student. Select the relevant option.

Step 3 – After updating all the basic information on the Details tab, move to the Addresses tab to enter student’s local and mailing address.

There is no need to enter the address in the fields Current Local Address & Mailing Address. Just enter the address in the Avetmiss Address field which is on the top. Its is mandatory field. System will copy that address in the other two fields by ticking the check boxes of Copy Avetmiss Address & Copy Address. Following are the steps to enter the address in AVETMISS Address field:

  • Flat/Unit Detail – Enter the Flat/Unit number if there is any.

  • Street # – Enter the Street #.

  • Street Name – Enter the street name.

  • AVETMISS Suburb – You can type the suburb name or postcode and system will show you the list of relevant suburbs with their postcode, state and country. Select the appropriate one and system will automatically update the information in all the fields such as Suburb, State, Post Code & Country.

Step 4 – Move to the next tab which is Next Of Kin tab. There is no field mandatory on this tab. If you have student’s emergency contact information then you can update that detail under this tab.

Step 5 –Next tab is the Preferences tab. Again, fields under this tab are not mandatory. You can update the course preferences of the student in this tab.

For example if a student wants to enrol for more than one course and has mentioned his/her preferences in the courses i.e. student wants to do course B first and then course A and after that course C then you can update this information on this tab by selecting the campus from the Campus Name drop down menu, course from the Course Name drop down list and update the preference number of that particular course in the Preference text box.

Click Add button to add the information in to the grid. If you don’t hit the Add button, information won’t be saved in the system.

You can also add the information of preference in the start date of the course in the Preferred Start Date field. Same for the length of the course and accommodation requirement.

Step 6 –Next is the Overseas tab which is very important as in this tab passport & visa information needs to be updated.

Update the following details on this tab :-

  • Passport # Enter the passport number of the student from the application form or from the scanned passport copy given by the student.
  • Visa Type – Select the visa type of the student from the drop down list.

  • International Address, Suburb/City, Post Code & Country – If the international address of the student is given in the application form then update it in the address fields.

  • International Phone # & International Fax # – Update the international contact details of the student if given in the application form.

Step 7 – Contact tab is only for Traineeship and Apprenticeship students. As traineeship students do their some part of training at a workplace. So in this tab, those student’s employer details needs to be updated. You can skip this tab if you don’t have traineeship/apprenticeship students.

Step 8 – Contact Log tab is for keeping track of all the communication with students. To do this, enter the Contact Date then select the appropriate Log Type from the drop down menu. Click the Details icon and enter the communication notes in the text box then hit Add button.

Step 9 – You can upload all the documents related to the student on the Documents tab. To upload documents, select the Document Type from the drop down list then click on the Upload button to upload document. You can also add notes related to the document by clicking on Details icon. Click the Add button to add the entry into grid. You can add as many documents you like as there is no limit in uploading the documents.

Note –  Public Document tick box is for Student Resource Centre.

Step 10 – On the AVETMISS tab,  you can see the address which you have updated on the  Address tab has automatically been populated by the system. Other fields are also very important although they are not mandatory but it is recommended to update as much information you can.

  • Include In National Export – Except ELICOS student, tick this check box for every other student.

  • States – Select the state.
  • Indigenous, Last school level completed, School completed in year, Country of birth & Language spoken at home –  Update the information in these fields from the application form of the student.
  • Client Identifier, Learning Unique Identifier, TRS Number & School Year – These fields are for funded students.
  • Survey Contact Status – This field is mandatory for AVETMISS from Jan 2018. This field shows if the student is available to attend the survey from the RTO or not.

Step 11 – To know about the Fee Help tab, click here.

Things To Note

  • All the fields in TEAMS with blue background are the mandatory fields. You cannot save the screen without updating information in these mandatory fields..

  •  Do not use any entry with red color in drop down list in TEAMS as these are redundant.

  •  The Audit Log tab gives you the system generated list of audit logs i.e. the system will keep a track on any of the changes made by any user into TEAMS.

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!