Category: TEAMS Lite

Payments Due Tile

This article describes how to use the Payments Due tile, what the business rules are for it and how to access the Payments Due Listing screen.

Before You Start

This tile is only accessible from the Dashboard in TEAMS Lite; it is not available in TEAMS itself. Also, if you are logged into TEAMS Lite as a ‘trainer/teacher’ you will not have access to the Dashboard and this tile.

To understand how this tile works and what the business rules the system uses to show counts for payments due, you must first read the Business Rules.

Business Rules

This tile works in a similar to generating the Invoices Report in TEAMS with Invoice Due Date parameter . However, instead of generating the report it gives you the information automatically in the tile to save you time. Unlike the report, the system uses a reduced set of parameters to list invoices due and it follows the business rules below:

  • The system looks at the campus or campuses (where you left the campus section of the login screen at All) that you logged into TEAMS Lite as.

  • When you log into TEAMS Lite the system first looks at today’s date, let’s say it is 15th Sep 2018, and it chooses the month and year from the date, so that is September 2018, and it uses this to consider as ‘This Month’ which shows in the Tile header.

  • The system then uses today’s date as an ‘as at’ date to find any enrolment that has an invoice with an invoice date within the current month.

  • The system then takes all the enrolments that meet the above business rules and groups them based on course code and displays each course code in the Tile with the total count of enrolments linked to that course code that have invoices/payments due in the month and calendar year, such as September 2018, as shown below:

Things To Note

  • The system does not consider if the enrolment is flagged as started and/or finished, it will show any enrolment where it meets the above business rules only.

  • The system will not consider any cancelled enrolments if they have invoice/payment due. If you wanted to consider them you would need to log into TEAMS and generate the Invoices Report found under TEAMS > Setup > Financial Reports I menu option.

  • Each Course Code listed has a number to the right hand side of it, which is the total enrolments for the month, with invoices/payment due. The number is a hyperlink that opens the Payments Due Listing screen, where you will be able to send bulk Emails or SMS to the students or enter contact logs against the enrolments.

  • Where there are no invoices/payments due for the month for any courses, there would be nothing listed. To access the Payments Due Listing screen you can select the word ‘This Month’ and it will still take you to the listing screen.

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!

Getting Started (TEAMS Lite)

This article introduces TEAMS Lite, what the business rules are for it and steps need to happen before logging.

Before You Start

TEAMS Lite is a new version of TEAMS, where we are stripping back all the old and unwanted screens, reports and functionality providing a fresh approach to a users experience.

TEAMS Lite can be used on any mobile device such as a tablet or mobile phone. It is also browser independent, which means you can use it on your laptop or desktop in any browser such as Firefox, Chrome, Safari and you can use it in a Mac environment.

TEAMS Lite is linked with your normal TEAMS site. We have created a new domain address that you use to log into TEAMS Lite. As shown in red, all you need to do is type in the domain address that you type to access TEAMS but put a forward slash and and you will see the TEAMS Lite Login screen. ({your TEAMS code/name}.rtosoftware.com.au/

How To Use

Before logging into TEAMS Lite there are steps that need to happen.

Step 1 (For normal user)

Identify which users will use TEAMS Lite and setup their individual permissions in the User Entry Screen (TEAMS > Setup > Organisation). In User Entry screen, a new tab ‘Teams Lite’ has been added where the following permissions are present:-

Dashboard Tiles

  • Compliance Alerts – If you wish to display this tile for the user, tick the Yes tick box and save the screen

  • Payment Due – If you wish to display this tile for the user, tick the Yes tick box and save the screen

  • Overdue Fees – If you wish to display this tile for the user, tick the Yes tick box and save the screen

  • Payment Received – If you wish to display this tile tile for the user, tick the Yes tick box and save the screen

Student Enrolment Profile

  • Hide Financial – If you wish to hide students financial information, tick the Yes tick box and save the screen

  • Create Invoice – If you wish to give permissions to the user for invoice creation, tick the Yes tick box and save the screen

  • Create Receipt – If you wish to give permissions to the user for receipt creation, tick the Yes tick box and save the screen

General Screens

  • Bulk Result – If you wish to give permissions to the user for accessing the bulk result screen, tick the Yes tick box and save the screen

  • Attendance – If you wish to give permissions to the user for accessing the attendance marking screen, tick the Yes tick box and save the screen

Step 2 (For teacher/trainer)

Identify which teachers and will use TEAMS Lite and setup their user accounts in the Resource Entry Screen (TEAMS > Setup > Resources). In Resource Entry screen, load the teacher which is already setup or create a new teacher in TEAMS.

In the Resource Entry screen, tick the tick box for Trainer/Assessor to flag a teacher as a trainer/assessor.

Once you flag a teacher as a trainer/assessor, new options for creating user account will appear on the screen such as

  • Trainer Portal Access – If you wish to give permission to the teacher to access TEAMS Lite, tick the tick box. The following fields will appear upon ticking this option.

  • User To flag a TEAMS user as a teacher, you must link the user to the teacher account in the resource screen from User drop down. Once linked, then the user can login into TEAMS Lite as a teacher.

Things To Note

Trainer view is different from Normal user view. A trainer will see the trainer’s portal view once logged in whereas a user will see a different interface as per the user permissions.

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!

Getting Started

TEAMS Lite is a new version of TEAMS, where we are stripping back all the old and unwanted screens, reports and functionality providing a fresh approach to a users experience.

TEAMS Lite can be used on any mobile device such as a tablet or mobile phone. It is also browser independent, which means you can use it on your laptop or desktop in any browser such as Firefox, Chrome, Safari and you can use it in a Mac environment.

TEAMS Lite is linked with your normal TEAMS site. We have created a new domain address that you use to log into TEAMS Lite. As shown in red, all you need to do is type in the domain address that you type to access TEAMS but put a forward slash and tl and you will see the TEAMS Lite Login screen. ({your TEAMS code/name}.rtosoftware.com.au/tl

Before logging into TEAMS Lite there are steps that need to happen.

Step 1 (For normal user)

Identify which users will use TEAMS Lite and setup their individual permissions in the User Entry Screen (TEAMS > Setup > Organisation). In User Entry screen, a new tab ‘Teams Lite’ has been added where the following permissions are present:-

Dashboard Tiles

  • Compliance Alerts – If you wish to display this tile for the user, tick the Yes tick box and save the screen

  • Payment Due – If you wish to display this tile for the user, tick the Yes tick box and save the screen

  • Overdue Fees – If you wish to display this tile for the user, tick the Yes tick box and save the screen

  • Payment Received – If you wish to display this tile tile for the user, tick the Yes tick box and save the screen

Student Enrolment Profile

  • Hide Financial – If you wish to hide students financial information, tick the Yes tick box and save the screen

  • Create Invoice – If you wish to give permissions to the user for invoice creation, tick the Yes tick box and save the screen

  • Create Receipt – If you wish to give permissions to the user for receipt creation, tick the Yes tick box and save the screen

General Screens

  • Bulk Result – If you wish to give permissions to the user for accessing the bulk result screen, tick the Yes tick box and save the screen

  • Attendance – If you wish to give permissions to the user for accessing the attendance marking screen, tick the Yes tick box and save the screen

Step 2 (For teacher/trainer)

Identify which teachers and will use TEAMS Lite and setup their user accounts in the Resource Entry Screen (TEAMS > Setup > Resources). In Resource Entry screen, load the teacher which is already setup or create a new teacher in TEAMS.

In the Resource Entry screen, tick the tick box for Trainer/Assessor to flag a teacher as an trainer/assessor.

Once you flag a teacher as a trainer/assessor, new options for creating user account will appear on the screen such as

  • Trainer Portal Access – If you wish to give permission to the teacher to access TEAMS Lite, tick the tick box. The following fields will appear upon ticking this option.

  • Teachers Login – Enter the login username for accessing TEAMS Lite

  • Teachers Password – Enter the password for accessing TEAMS Lite

Save the screen, upon entering the above information and a new user account for a teacher would be created in TEAMS.

Please Note

Trainer view is different from Normal user view. A trainer will see the trainer’s portal once logged in whereas a user will see a different interface as per the user permissions.

Payments Received Listing Screen

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

Before You Start

This screen is only accessible from the Dashboard in TEAMS Lite; it is not available in TEAMS itself. Also, if you are logged into TEAMS Lite as a ‘trainer/teacher’ you will not have access to the Dashboard and this tile.

To understand how this tile works and what business rules the system uses to show enrolments in this screen, you must first read the article for Payments Received Tile and the Business Rules in this article.

When you select the link for the number against a course code listed in the Payments Received Tile the system will load the screen and follows the business rules below:

  • In the top header section the system will display the date range for ‘This Month’ that the enrolments in the grid have receipts for.

  • The enrolments for the count will be displayed in the grid section of the screen.

If you select to navigate to this screen by selecting the link for the word ‘This Month’ in the tile, in this scenario Payments Received, as there was no enrolments with receipts/payments received for the month, then the system will open the screen.

  • In the above scenario the grid will be empty and you will need to enter a different date range for the system to search on.

How to use the Screen

This screen is a simple screen that lists all the enrolments with receipts/payments received within the date range displayed on the screen. From here you can use specific functions to send Email or SMS messages to the students informing them of their payments received or create contact logs of notes for the enrolment.

This screen is broken into two separate sections that are:

Search Parameter section

Grid displaying Enrolment information

Each section has very simple fields of information or functionality available as follows:

Search Parameter section

Payments Received for: this is a date range that the system will load by default based on when you log into TEAMS Lite. It shows the start and end date of the current month. The system then uses today’s date as an ‘as at’ date to find any enrolment that has a receipt with a receipt date  within the current month.

Remember, every time you log into TEAMS Lite, the system is recalculating Payments Received for the Tile and this screen, so counts and even amounts receipted will change from one day to the next based if a receipt has been entered against the invoice.

For Course: this will display in a read only fashion the Course Code that you selected the number count from the Tile. If you accessed this screen from the Tile by selecting the link for the name of the tile, then you will be given the option to select courses to search on.

Total Payments Received: this will display in a read only fashion the total amount of receipts/payments received for the enrolments listed in the grid below.

Show All Payments Received: this is a tick box and where it is only displaying for one course code and you have accessed the screen from the link for a number count for a course code, you can then select this tick box and it would load all the enrolments for all the course codes listed in the tile. If you accessed this screen from the Tile by selecting the word ‘This Month’ of the tile, then this tick box will not be available for you to use.

Grid displaying Enrolment information

This grid will display information relevant to the enrolment. Most of the information is self explanatory, such as Student #, Student Name, DOB, Gender etc. The two columns that need some explanation are:

Receipt No: this does a count for the enrolment of how many receipts are created within the current month for a student enrolment. If you mouse over the number it will display a tool tip and list each receipt # that has been created.

Received Amount: the system will do a calculation of the total amount for the receipts/payments received listed in the Receipt No tool tip.

Functionality available

  1. Above the screen in the TEAMS Lite menu bar you will see an Ellipses menu as shown below:

From this menu you can chose to send Emails or SMS messages or Create a Contact Log for one or many enrolments listed in the grid section of this screen. For more information on how to do this please see the following articles:

  • Send Emails from TEAMS Lite
  • Send SMS from TEAMS Lite
  • Create Contact Logs in TEAMS Lite

2. Select the student or enrolment number link and you can navigate to the Student/Enrolment profile screen.

Things To Note

  • The system does not consider if the enrolment is flagged as started and/or finished, it will show any enrolment where it meets the above business rules for the Payments Received Tile and this screen.

  • The system will not consider any cancelled enrolments if they have Receipts/Payments Received. If you wanted to consider them you would need to log into TEAMS and generate the Receipts Report found under TEAMS > Setup > Financial Reports II menu option.

  • Where there are no receipts/payments received for the month for any courses, there would be nothing listed. To access the Payments Received Listing screen you can select the word ‘This Month’ and it will still take you to the listing screen.

  • If you cannot see this screen or the Payments Received Tile in the Dashboard it means you DO NOT have permission to them. You need to speak to your direct manager or your TEAMS Manager regarding this.

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!

Payments Received Tile

This article describes how to use the Payments Received tile, what the business rules are for it and how to access the Overdue Fees Listing screen.

Before You Start

This tile is only accessible from the Dashboard in TEAMS Lite; it is not available in TEAMS itself. Also, if you are logged into TEAMS Lite as a ‘trainer/teacher’ you will not have access to the Dashboard and this tile.

To understand how this tile works and what the business rules the system uses to show counts for overdue fees, you must first read the Business Rules.

Business Rules

This tile works in a similar to generating the Receipts Report in TEAMS. However, instead of generating the report it gives you the information automatically in the tile to save you time. Unlike the report, the system uses a reduced set of parameters to list receipts/payments received and it follows the business rules below:

  • The system looks at the campus or campuses (where you left the campus section of the login screen at All) that you logged into TEAMS Lite as.

  • When you log into TEAMS Lite the system first looks at today’s date, let’s say it is 15th Sep 2018, and it chooses the month and year from the date, so that is September 2018, and it uses this to consider as ‘This Month’ which shows in the Tile header.

  • The system then uses today’s date as an ‘as at’ date to find any enrolment that has a receipt with a receipt date within the current month.

  • The system then takes all the enrolments that meet the above business rules and groups them based on course code and displays each course code in the Tile with the total count of enrolments linked to that course code that have receipts/payments received in the month and calendar year, such as September 2018, as shown below:

Things To Note

  • The system does not consider if the enrolment is flagged as started and/or finished, it will show any enrolment where it meets the above business rules only.

  • The system will not consider any cancelled enrolments if they have receipts/payments received. If you wanted to consider them you would need to log into TEAMS and generate the Receipts Report found under TEAMS > Setup > Financial Reports II menu option.

  • Each Course Code listed has a number to the right hand side of it, which is the total enrolments for the month, with receipts. The number is a hyperlink that opens the Payments Received Listing screen, where you will be able to send bulk Emails or SMS to the students or enter contact logs against the enrolments.

  • Where there are no receipts/payments received for the month for any courses, there would be nothing listed. To access the Payments Received Listing screen you can select the word ‘This Month’ and it will still take you to the listing screen.

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!

Finishers Listing Screen

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

Before You Start

This screen is only accessible from the Dashboard in TEAMS Lite; it is not available in TEAMS itself. Also, if you are logged into TEAMS Lite as a ‘trainer/teacher’ you will not have access to the Dashboard and this tile.

To understand how this tile works and what business rules the system uses to show enrolments in this screen, you must first read the article for Finishers Tile and the Business Rules in this article.

When you select the link for the number against a course code listed in the Finishers Tile the system will load the screen and follows the business rules below:

  • In the top header section the system will display the date range for ‘This Month’ that the enrolments in the grid have end date for.
  • The enrolments for the count will be displayed in the grid section of the screen.

If you select to navigate to this screen by selecting the link for the word ‘This Month’, in this scenario Finishers, as there were no enrolments with end date for the month, then the system will open the screen.

  • In the above scenario the grid will be empty and you will need to enter a different date range for the system to search on.

How to use the Screen

This screen is a simple screen that lists all the enrolments with end date within the date range displayed on the screen. From here you can use specific functions to send Email or SMS messages to the students reminding them of their course completion or create contact logs of notes for the enrolment.

This screen is broken into two separate sections that are:

Search Parameter section

Grid displaying Enrolment information

Each section has very simple fields of information or functionality available as follows:

Search Parameter section

Finishers for: this is a date range that the system will load by default when you log into TEAMS Lite. Current month start and end date will load automatically but a user can change the dates to search more records.

For Course: this will display in a read only fashion the Course Code that you selected the number count from the Tile. If you accessed this screen from the Tile by selecting the link for the word ‘This Month’, then you will be given the option to select courses to search on.

Total Finished/to Finished: this will display in a read only fashion the total number of enrolments flagged as finished out of total number of enrolments for which the end date is in the current month.

Show All Finishers: this is a tick box and where it is only displaying for one course code and you have accessed the screen from the link for a number count for a course code, you can then select this tick box and it would load all the enrolments for all the course codes listed in the tile. If you accessed this screen from the Tile by selecting the link for the word ‘This Month’, then this tick box will not be available for you to use.

Grid displaying Enrolment information

This grid will display information relevant to the enrolment. Most of the information is self explanatory, such as Student #, Enrolment #, USI Number, Student Name, DOB, Gender etc. The two columns that need some explanation are:

Compliance Warnings: This column will display Yes or No based on the fact that whether this student’s data does have a compliance related issue or not i.e. any data issue related to AVETMISS, course progress, etc. If Yes is displayed in this column, then it will be a hyperlink which can be used to access the ‘Compliance Warning’ screen. For more information, please check the ‘Compliance Warning’ document for explanation.

Finished: This is a tick box which can used to finish or un-finish a student enrolment in TEAMS Functionality available

  1. Above the screen in the TEAMS Lite menu bar you will see an Ellipses menu as shown below:

From this menu you can chose to send Emails or SMS messages or Create a Contact Log for one or many enrolments listed in the grid section of this screen. For more information on how to do this please see the following articles:

  • Send Emails from TEAMS Lite
  • Send SMS from TEAMS Lite
  • Create Contact Logs in TEAMS Lite

2. Select the student or enrolment number link and you can navigate to the Student/Enrolment profile screen.

Things To Note

  • The system does not consider if the enrolment is flagged as started and/or finished, it will show any enrolment where it meets the above business rules for the Finishers Tile and this screen.

  • The system will not consider any cancelled enrolments. If you wanted to consider them you would need to log into TEAMS and generate the Finishers Report found under TEAMS > Student > General Reports I menu option.

  • Where there are no finishers for the month for any courses, there would be nothing listed. To access the Finishers Listing screen you can select the word ‘This Month’ and it will still take you to the listing screen.

  • If you cannot see this screen or the Finishers Tile in the Dashboard it means you DO NOT have permission to them. You need to speak to your direct manager or your TEAMS Manager regarding this.

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!