Category: Setup

Campus Entry Screen

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

Settings tab

Domain name – if you issue your students with a College email address such as student#@yourdomain.com.au etc then TEAMS can auto generate this email address for you and update the student with the address. It will use the student’s TEAMS Student number then your domain address that you setup in this field. Once you have set this up, the system will issue the email address when the student number is generated for the student. 

Each client will have their settings differently for when the system issues the student number but generally it is one of the following:

  • When you convert your prospect student and it’s proposal/s to a student and enrolment OR

  • When you enter your prospect student and do their first proposal

The Domain name field was first introduced at the Organisation leveI and now has been added on the Settings tab of the Campus entry screen. You can find Campus Entry screen from TEAMS > Setup > Organisation > Campus Entry.

You can see this new field in the bottom of the settings tab.


Before you set this you need to make two decisions that are:

  1. At what level do you want the system to look for the domain name to issue an email address?

    Organisation Level –
    if you have just one domain address but multiple campuses and all students at all campuses should have the same domain address for their email address, then you would set it at this level

    OR

    Campus Level – if you have multiple campuses as locations; let’s say you have a campus in Australia and one in Canada and each campus has a different domain address then you would need to set it up at this level.

    Important: where you set this up at the campus level and later add a domain name at the Organisation level or vice versa, the system will always use the campus level only, which means you can only have the domain name/s setup in one of the locations not both. Also, where you have set this up at the campus level, the system will only generate the email address once, for the first proposal or enrolment that is linked to the prospect student/student in  TEAMS. It will not issue a new email address each time you enrol it in a different campus.


    Important: If you decide to set your domain name/s at the Campus level, then you can do this if you have access to the Campus screen. If you decide to do this at the Organisation level you will need to contact our support staff via email requesting that they setup your domain name at the organisation level and remember to give them the domain address you want setup and also if you wish to set the email address as the default one.

How to configure Internet Explorer settings for TEAMS​

WARNING: for every computer or laptop that a user will use TEAMS on, you must set these Internet Explorer settings correctly for TEAMS to work. You must be logged on to the computer/laptop that you configuring IE settings on, as an administrator.

There are number of Internet settings which need to be done for the proper functionality of TEAMS. Follow the below steps for the Internet Explorer settings but make sure you are logged in as an Administrator on your system.

1. Go to Control Panel> Network and Internet>Internet Options:-

2. Select Every time I visit the webpage option, make sure that Disk space to use is not more than 8MB and Click on OK:-

3. In the next step, go to Security tab of the Internet Properties window and select Trusted sites as highlighted below :-

Now click on Sites button which will open the below dialogue window.

There is a text box underneath Add this website to the zone: label, you need to add just *.rtosoftware.com.au and then click on Close button.

4. Furthermore on the very same window, click on Custom Level button as highlighted below:

5. In the Security settings window all the settings need to be enabled except Use Pop-up Blocker option:-

Note: Click Ok after enabling all the settings except Use Pop-up Blocker.

6. In the next step, go to Privacy tab, untick Turn on Pop-up Blocker tick box, if it ticked and click on OK.

7. The last step is to configure the Compatibility View settings, press Alt key from your keyboard, it will display the Menu bar. Select Tools Menu > Compatibility View settings options.

Once the dialog box opens, add TEAMS domain url i.e. rtosoftware.com.au in the Add this website: text box and press Add and close the dialogue window.

System Settings – Survey Contact Status

This article describes what this setting is for, how to use it and outlines any business rules or important things to note.

The Survey Contact Status was added in TEAMS as a part of 2018 NCVER AVETMISS changes both for National as well as State AVETMISS submissions.

This field is a mandatory field in AVETMISS. The value selected in this field appears in NAT00080 file.If this field is not selected for a student in TEAMS and its data is being submitted in AVETMISS, then it will be reported as a validation error. In TEAMS, this field is present in the Student Entry Screen (TEAMS > Student > General > AVETMISS Tab).

A number of clients have reported that it is very cumbersome to select this field for all the students one by one on manual basis because there are hundreds on students which started last year and their data will be reported in this years’ AVETMISS submission and some of them might even be present in the AVETMISS files next year. However, this field was not present at the time of when they were entered into the system. So, it has to be done now in bulk.

Hence, this new setting has been introduced in the Bulk Student AVETMISS + Other Settings screen in order to help the clients, so that they can select this option for students in bulk.

A new drop down for Survey Contact Status has been added in the Bulk Student AVETMISS + Other Settings screen. This screen is present in TEAMs > Setup > Financials.

This screen is used for setting up AVETMISS settings for students in bulk. The AVETMISS settings which a user selects in this screen will appear in the Student Entry Screen > AVETMISS tab. For more information on how to use this screen, please click on the below video.

How to use the setting

Step 1 – Once the Bulk Student AVETMISS + Other Settings screen is open, select parameters on the first step so that the system can search for students accordingly.

Step 2 – Once the screen refreshes, you can select the Survey Contact Status for students from the drop down on one to one basis OR if the same  option has to be selected for a number of students, then you can select it at the top and press the arrow icon pointing downwards. This will populate the selected survey contact status for all the students present on that page.

Important – This setting has to be selected on per page basis i.e. select on one page, save and then move to the next page.

Please Note

This setting has to be set only for Fee For Service, CRICOS and /or Funded students. It is not required to select this setting for ELICOS students.

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!

Automated Reminder Functionality in TEAMS

This article describes how to use the Automated Reminder Functionality in TEAMS , what the business rules are for it.

Problem Identified

Over the years, clients have raised a concern that TEAMS cannot send automated reminders to students for their overdue fees. The current bulk email or email merge functionality does send out overdue fee emails to students from TEAMS but that is a manual process and a user must select appropriate parameters for the system to find specific students to whom the reminder emails can be sent. However, the new change which has been introduced does not required manual intervention and the system automatically sends out automated reminder emails once it has been setup properly.

Change Introduced

A new functionality for sending automated reminders has been added in TEAMS by using which users can setup automated financial reminders to be sent out to students based on Invoice Date or Due Date.

This new setting has been added in the Organisation Details screen under TEAMS > Setup > Organisation.

The automated reminders can be setup as follows:-

Use Automated Invoice Reminder – This tick box needs to be ticked for enabling the automated invoice reminder functionality in TEAMS.

On which basis – This is a drop down option where a user can select that how the automated reminders should be sent i.e. either based on Invoice date or Invoice due date.

Use Email for Reminder – If you wish to send automated invoice reminders as emails to students, tick this tick box.

Select the users that you wish to send a warning email to when SMS auto reminders cannot be sent – You can select multiple users to whom a warning email will be sent if TEAMS cannot send SMS auto reminders due to insufficient SMS quota.

Preferred Time for Sending Reminder – This is a drop down option where a user can select that when should TEAMS send out automated reminders to students i.e. Morning, Afternoon or Evening.

After how many days First Reminder to be sent (0 – 30) – This is a numeric field where a user can enter the number of days after which first reminder will be sent based on the Invoice Date or Invoice Due Date whichever the user has selected.

After how many days Second Reminder to be sent – This is a numeric field where a user can enter the number of days after which second reminder will be sent based on the Invoice Date or Invoice Due Date whichever the user has selected.

After how many days Third Reminder to be sent – This is a numeric field where a user can enter the number of days after which third reminder will be sent based on the Invoice Date or Invoice Due Date whichever the user has selected.

Email Templates – This drop down option is present for all the three reminder options where a user can select the appropriate email templates so that the system uses those templates to send out emails from TEAMS.

For more information on How to create Email templates in TEAMS, please watch this video.

Sending User – This is the ‘FROM’ user which will be used for sending emails and SMS from TEAMS.

Sender Email – This is the ‘FROM’ email address which will be used for sending emails and SMS from TEAMS.

Following 2 filters are present on this screen by using which specific student enrolments can be searched and search results can be reduced:-

Enrolment Started After – If a user enters a date in this field, then the system will only send automated reminders to those enrolments which have an Enrolment Start date after the date entered by the user.

Campus – If a user selects a campus, then the system will only send automated reminders to those enrolments which are linked to the selected campus.

Things To Note

The system will automatically select students to whom the reminders emails are being sent. A list of such students cannot be generated from TEAMS at the moment.

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 Bulk Student AVETMISS & other Settings Screen

How to use Bulk Student AVETMISS & other Settings Screen

 

To apply AVETMISS settings in BULK follow the steps below:

Step1- You need to go to BUlk Student AVETMISS + Other Settings 

TEAMS>> Setup>> Financials>> Bulk Student AVETMISS + Other Settings

This screen lets you set the criteria for your search.

Step 2- But in case you want to display all the students in the database then you only need to click the AVETMISS Settings radio button.

and Search.

Step 3-The list of the students is displayed. There can be multiple pages and you will need to apply and save the settings on one page and then move on to the next one and repeat until all the students are done.

Step 4-All the AVETMISS settings will be displayed on the screen, To activate the AVETMISS settings parameters you will have to tick the Is AVETMISS tick box.

Step 5-You can do this one by one for each student or just by ticking the tick box on the top once for all the students. The settings will start appearing for the students whose Is AVETMISS tick box have been ticked.

Step 6- If you are not familiar with the values such as ’08’ ’01’ ’07’ then you can place the cursor on the ‘red colored I’ against every setting and it will give you the description for every setting. This lets you know which value is to be selected.

Step 7 After you have read the description, select the appropriate value and then Save the screen to save all the AVETMISS Settings.

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 Bulk Enrolment AVETMISS & Other Settings Screen

To check/update the AVETMISS settings for the enrolments in bulk, you can use the Bulk Enroloment Avetmiss and Other Settings screen. To open this screen follow the steps below:

Step 1 – Go to TEAMS > Setup > Financials > Bulk Enrolment(s) Avetmiss + Other Settings

Step 2 – You can generate the list of the enrolments as per the following cases:-

If you want to search for the specific set of enrolments then you can select the parameters accordingly. For example if you want to search for the enrolments linked with a specific course or with specific enrolment type, you can select the Course or Enrolment Type parameters from this screen.

If you want to see all the enrolment list then you can simply select the AVETMISS Settings radio button and click on the List button.

 

In case you want to see the current enrolments only then you can select Current Enrolments Between radio button, put the dates as per your requirement and click on the List icon. System will now search for all the enroments present in this date range.


Step 3 –  For all these enrolments, you can check and update the AVETMISS settings as follow:-

Include in National Export – Tick the checkbox and click on the arrow button on the right side of the checkbox to update this setting.

Note: This setting shouldn’t be ticked on for Funded students.


State – Select the state code from the drop down menu and click on the arrow button to update the State for all the listed enrolments. To check the description of the drop down options, click on the red icon.

Delivery Type & Funding Source –  Same as State, select the value from the drop down and click on the arrow button to update the Delivery Type & Funding Source for all the enrolments.

Funding Source State – Enter the Funding Source State on the text box and click on the arrow button.

Note: This setting is applicable to Funded students only.


Step 4 – Click on the Save icon to save all the AVETMISS settings.

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!