Category: What’s New

TEAMS Client Update 30th October 2019

This TEAMS client update

was released on

Wednesday, 30th October 2019

What is in this Update?

Whats new

In this update, we have introduced a new logic in the system which won’t allow a user to edit an agent if there is commission payment.

We strongly recommend that you introduce a TEAMS update process where someone at your RTO regularly reads the Newsletters that we send prior to a TEAMS update, to identify the following:

Any critical changes for compliance or the system that may require you to do something in TEAMS or notify other users of TEAMS about

  • What has been changed in the system

  • What new features are being added to the system, that you and other staff may wish to use

By following this update process your business will always be up to date with what TEAMS can offer and take those new features to the relevant decision makers for review and consideration.

We will also warn you of new items (screens and processes) or changes that we have made for compliance reasons and when necessary we will mark them as urgent, where you are required to change or add something to your processes in TEAMS to meet the compliance requirements.

Major Change

Edit Agent

On the enrolment centre’s edit agent screen, we have added a new logic.


If you have any further questions or encounter an issue, please contact our support staff on 1300 85 05 85 or support@rtosoftware.com.au

Have a great day!

Edit Agent

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

We always try to make TEAMS smart and our client’s processes more efficient with time.

Agents are an integral part of RTO’s and Universities business. TEAMS keeps track of each and every agent commission payment entry you made for an enrolment but we came across a problem with one of the processes related to agents.

When the agent commission entry has already been made for an enrolment either prededucted or post deducted, the TEAMS was letting users to edit the agent through Edit Agent screen under the Action menu of enrolment centre, which is wrong because it was unlinking the commission entry already made against the invoice.

Now we have introduced a new logic in the system which won’t allow a user to edit an agent if there is commission payment.

For example: there is an enrolment with XYZ agent and we can see there is/are commission payment entries:


 Now for some reasons, a user has to change the agent, has to go to the Edit Agent screen to change the agent

The system will open a new screen with an alert message as follows:


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!

TEAMS Client Update October 2019

This TEAMS client update

was released on

Wednesday, 2nd October 2019

What was in this Update?

Whats new

In this update, we have introduced some new columns that may assist your administration teams in regards to student’s results. You can find these new columns in Finishers Confirmation List under the TEAMS > Student > Academic > Finishers Confirmation list. Also giving priority to our client’s convenience, we have made some changes in Student Centre.

We strongly recommend that you introduce a TEAMS update process where someone at your RTO regularly reads the Newsletters that we send prior to a TEAMS update, to identify the following:

Any critical changes for compliance or the system that may require you to do something in TEAMS or notify other users of TEAMS about

  • What has been changed in the system

  • What new features are being added to the system, that you and other staff may wish to use

By following this update process your business will always be up to date with what TEAMS can offer and take those new features to the relevant decision makers for review and consideration.

We will also warn you of new items (screens and processes) or changes that we have made for compliance reasons and when necessary we will mark them as urgent, where you are required to change or add something to your processes in TEAMS to meet the compliance requirements.

Major Process & Centre Changes

Student Centre Changes

On the enrolment tab of the Student Centre screen, we have rolled back Course Name and Agent Name which were released in the September update.

Qualification Issued Register Screen

In this screen we have renamed few columns, added new columns to make this screen more user friendly for our clients. In addition to the above, we have done some major changes in the SOA tab.

General screen changes

Finishers Confirmation List

In this list we have introduced a new column Results Ex. CT, RPLG, RCCG, so that our clients can see the results as per their requirement.

Report Changes

The following report have had changes/new additions to either their report parameter screen or new columns and/or merge fields added.

Fee Transaction Listing Report


If you have any further questions or encounter an issue, please contact our support staff on 1300 85 05 85 or support@rtosoftware.com.au

Have a great day!

Qualification Issued Register Screen

Qualification Issued Register Screen

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

You can find this screen from TEAMS > Student > Academic > Qualification Issued Register.

This screen shows you the enrolments as per Completed Qual Status of the enrolment i.e.

Qual Issued tab: If Comm. Qual status is Full.

SOA Issued tab: If Comm. Qual status is SOA.

N/A tab: If Comm. Qual status is N/A

How the screen looks before:

 What’s New

We have made some changes on the screen. Below are the generic changes for each tab.

  1. We have renamed the column of Date Issued to Date of Entry.
  2. Certificate # column has been removed.
  3. Currently, there is one column for Campus/course but that has been separated into two different columns.
  4. In addition to the above, we have also added another new column for Total Units after the Course column. This column will print Total Successful / Total Required unit count i.e. 25/25 or 4/25.


Important: These counts are inclusive of CT, RPLG & RCCG result types.

Important: Also, there is a hyperlink on the count ie: 25/25 which will then open the student result screen for the specific enrolment.

5) Employer Name column has been renamed as Employer and now it will show you the Employer Code and the system will show you the Employer Name as a tooltip on the mouse hover.

6) Another new column for USI has been introduced after the VSN # column as follows:

 

7) Timetable column will now show the timetable code and on the mouse hover, the system will display you timetable name.

All of the above changes generic in nature i.e we can see them on Qual Issued, SOA Issued and N/A tabs.

There are some SOA tab specific changes:

  1. Course column has been removed reason being when an SOA is issued then the RTO never show a course/qual code on it as the student does NOT get issued the statement for the course/qual, it is only the successful results for the competencies/modules that are being issued a statement and the auditor needs to see this not the course/qual information.
  2. Just to bring more transparency we have introduced Competencies column. This column will populate comma-separated competency codes who have successful results linked to the enrolment.

 

Important Change:

If a user generates a report more than once on the same day, that normally would write a record to the Qualifications Issued Register, right now it is happening and which is wrong.

We only need to have one entry on the same day because if there was a mistake in the generated report the first time and you had to fix it and regenerate the report, which will write another entry in the Qualification Issued Register and which is wrong.

So just to resolve these situations we have stopped writing multiple entries for the same date (that is the Date of Entry which was Date Issued) for the same enrolment.

TEAMS Client Update September 2019

This TEAMS client update

was released on
Wednesday, 11th September 2019

What was in this Update?

We ask that you notify staff who use TEAMS of these changes, especially the major Process and Centre changes as the information displayed will be visually different. We have also introduced some new fields that may assist your marketing and management teams in regards to identifying types of students at your college. You can find these new fields explanation under the Package Proposal changes > Course tab.

We strongly recommend that you introduce a TEAMS update process where someone at your RTO regularly reads the Newsletters that we send prior to a TEAMS update, to identify the following:

Any critical changes for compliance or the system that may require you to do something in TEAMS or notify other users of TEAMS about

  • What has been changed in the system

  • What new features are being added to the system, that you and other staff may wish to use

By following this update process your business will always be up to date with what TEAMS can offer and take those new features to the relevant decision makers for review and consideration.

We will also warn you of new items (screens and processes) or changes that we have made for compliance reasons and when necessary we will mark them as urgent, where you are required to change or add something to your processes in TEAMS to meet the compliance requirements.

Major Process & Centre Changes

  1. Student Number Searches

    From the TEAMS workplace search, Student Centre, Enrolment Centre and the Student Entry screen you will now be able to search using a student’s USI, VSN, CHESSN, LUI, TRS numbers as well as the TEAMS student number.

  2. Package Proposal Changes

    In the Package Proposal wizard we have introduced new fields for your marketing and management staff to better track the types of students that are at your college. We have also streamlined the OSHC (Course1) tab to make it more efficient in selecting a OSHC provider and a cover level so that the system will then auto-populate the required fee.

  3. Proposal Centre Changes

  4. ESOS Schedule of Fees by Course/Study periods – PMC

    New merge fields have been added to the PMC & Proposal versions.

  5. Student Centre Changes

  6. Student Result Screen – counting student progress

    In the Student Results screen as well as in the Enrolment Centre and the Student Performance report we have excluded counting CT, RPL Granted & RCC Granted as ‘to study’ modules.

  7. Merges & Template related changes

    Changes made to Email and SMS template

    Changes made to SMS Merge changes

General screen changes

 

  1. Prospects Entry Screen

    Changes made in the Details and Preferences tab.

  2. Prospect Marketing Changes

    Changes made in the Pending Proposal tab.

  3. Campus Entry Screen

    Changes made to the Settings tab

  4. Document/s Uploading Limit

    Increased the maximum document size to 20MB. Please take note of the upload processing issue in this post though.

  5. Intervention Screen

    Introduced a number of new fields to this screen along with new merge fields for them.

  6. Unsubscribe from future emails from TEAMS

    Please read this post carefully to understand how this works and where it worksfrom.

  7. New system setting for – Allow Enrolments to be started # days before enrolment start date

  8. New Action Button

    Daily Attendance screen

    Bulk Results

    Starters Confirmation list

  9. Agent Commission Payment Screen

    Introduced a new column for Student Invoice #

  10. Edit AVETMISS screen – Date Program Completed population

    New system setting to auto-populate or manually enter this date

Report Changes


The following list of reports have had changes/new additions to either their report parameter screen or new columns and/or merge fields added.

  1. Acceptance Advice Report

  2. Starters Report

  3. Rolling Periodic Attendance Report > General Tab

  4. Current Students Report

  5. Fee Transaction Listing Report

  6. Invoices Report

  7. Enrolment Mail merge Report

  8. Intervention Status Report

  9. Student Performance Report


If you have any further questions or encounter an issue, please contact our support staff on 1300 85 05 85 or support@rtosoftware.com.au

Have a great day!

Agent Payments Report

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

You can find this report from the TEAMS > Agent > Reports menu option. This report is used to identify all the commission payments you have made within a specific date range.

New columns

We have added two new columns in the report that are:

  1. Agent Payment ref. #

  2. Bank Account

These columns have been added at the end of the report. The information that merges into these columns comes from the Agent Commission Payment entry screen as shown below:

Important: in the report parameter screen for this report, there is a dropdown for Payment Type and it has two options for:

Pre-deducted – This is where you add commission pre-deducted in a student’s receipt

Non Prededucted – This is where you have paid the agent from the agent commission payment screen above.

The only time information will be merged into these new columns is if the following conditions are met:

  • For any payment created in the Agent commission payment screen, you have entered information into those fields and

  • In the report parameter screen for this report, for the Payment Type option you have either left it as the option of All or you have selected the Non Pre-deducted option.