Category: What’s New

Prospect Marketing changes

You can watch the video below and read the step by step guide.

https://vimeo.com/364284248/b84e6a83ee

As part of us continuing to improve TEAMS for our clients and based on the feedback we have received, we have made changes to the Pend. Proposal tab and how the system will display information for our users. The changes listed below in the Pend. Proposal tab also relate to the new fields that we introduced in this update for the Package Proposal > Course tab and how we will display that information.

Pend. Proposal tab

The below screenshot shows how the Pend. Proposal tab looks like before the update:-

And the screenshot below is how the Pend. Proposal tab will look after the update:

As you can see, we have removed some columns and added a new column called Additional Information and this is where the new icons will be. Also, where we have removed columns, the data for them will now be represented by icons in the Additional Information column as well. We also removed some of the shortcut icons that were in the last column, as they were redundant and will not be used in TEAMS anymore. 

The Additional Information icons are as follows:

Icon Details

This icon will appear If the student is ticked as Overseas.

 

This is for the Agent and has a tooltip displaying the Agent information

 

This is for the Employer and has a tooltip displaying the Employer information

 

This is for the Last Contact entry that was made in the Contact Log. When you select this it will show you the notes for the entry.

If you have selected the student’s proposal package type as Internal Package then it will show this blue box icon. When you move your cursor onto it, it will give you the information that you have selected in the dropdown

If you have selected the student’s proposal package type as External Package then it will show this orange box icon. When you move your cursor onto it, it will give you the information that you have selected in the dropdown and start date.

 

If you have selected the tick box for a student’s proposal of Does this Enrolment require Orientation then this star icon will be displayed.

When you have selected the student’s proposal with Student Type of New Student, then you will see this green graduation cap icon.

When you have selected the student’s proposal with Student Type of Returning Student, then you will see this red graduation cap icon.

You can also see the above icons in the below screens as well.

  • Proposal Centre > Proposal summary section,

Enrolment Centre > Enrolment Summary section and

Student Centre > Enrolments tab.

Intervention Status Report

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

You can find this report by opening Enrolment Centre > Reports > Intervention Status Report. We have added a few new fields into the intervention screen and those fields have been now introduced as columns in the Intervention Status Report. It will print the data which you have added to the intervention screen. Below are the newly added columns:

  • Warning As At Date
  • Warning Start Date
  • Warning End Date
  • Next Appointment Date
  • Last Appeal Date

See below the screenshot of the generated version of the report:

Merges & Template related changes

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

https://vimeo.com/367695304/1ad43de94f

We have made the following changes in the Email Merge and SMS Merge as well as the Email Templates and SMS templates. 

Email and SMS template changes

 

You can find these screen under TEAMS button > Marketing > General > Email Templates/SMS Templates. We have sorted Available Fields dropdown alphabetically on Email and SMS template screen for all the objects like Student, Enrolment, Proposal etc.

  1. We have added a new merge field for External Package Start Date for the Template Type (object) ofEnrolment. This is a new field from the Package Proposal newly added field for the external package students.

External Package Start Date has also been added as a merge field in the Enrolments Mail Merge report template.

Email and SMS Merge changes

You can find both the screens under TEAMS button > Marketing > Merges > Email Merge/SMS Merge. 

Standard Search

For the Enrolment Merge, on the Standard Search tab, we have added a new field which is Induction/Orientation Date (From). You can make your search more specific by updating the Induction/Orientation dates so that only those enrolments appear in your search which lie in that date range if you have updated the Orientation Date while creating the proposal or on the Edit Enrolment screen. 

Orientation Date while creating the proposal:

Orientation Date on the Edit Enrolment screen:

Here is the new field which is Induction/Orientation Date (From):

Advanced Search

For the Enrolment Merge, on the Advanced Search tab, all the fields which are newly added under Package Proposal’s course tab and under Edit Enrolment screen, those fields have been added at the bottom of the Advanced Search for both Email and SMS merges.

Unsubscribe from future emails from TEAMS

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

https://vimeo.com/367736488/b79632800e

We have introduced a new feature that allows students to unsubscribe from emails that you send from TEAMS. This is specifically when you use Email Templates and have flagged an email template as a Marketing Email, as shown below:

As you send emails using Marketing Email templates the system will automatically insert an unsubscribe link at the bottom of the email as shown below: then he/she can click on the Unsubscribe link.

Once a student clicks on the link, a confirmation message will appear.

Important: When a student unsubscribes from your emails, an automated log entry will be added under the Student Centre > Log > Contact Log.

We have also added an Exclude Unsubscribe tick box in the Email Merge for objects of Enrolments and Students. If you select this as part of your parameters when using the email merge wizard, the system will exclude any student flagged as Unsubscribe in the student entry screen from the email you are going to send.

Email Merge can be found under TEAMS button > Marketing > Merges > Email Merge. 

IMPORTANT: if you forget to select the Exclude Unsubscribe in the Email merge wizard don’t worry. When you have selected the student or enrolments to send an email to and have selected an email template to use; where it is set as a Marketing Email, and you go Finish on Step 3 the system will do a check and find any selected students or enrolments who are meant to receive the email and if the student has the Unsubscribe setting turned on it will NOT send the selected email message to them. 

How it works?

There are two ways to send emails from TEAMS, using Email Templates or manually composing an Email message. 

If you are using email templates to send emails to the students then it will not send emails to the unsubscribed students if the following conditions are true:

  1. Unsubscribe tick box is ticked on TEAMS > General > Student > Student Entry screen.

  2. Marketing Email tick box is ticked on TEAMS > Marketing > General > Email Templates for the same email template which you are using to send emails.

If any of the above tickbox is unticked, then emails will be sent to the students.

Composing Email Manually

If you are manually composing an email in the email merge wizard, we have added a new field and tick box for Add Unsubscribe Link. If you select this when manually entering email messages, the system will then do a check of the students you have selected to send the message too and if any have the unsubscribe setting turned on in the student entry screen, it will not send the email message to them. 

For the system to do this check, for manually entered email messages from the Email Merge wizard the following conditions must be true:

  1. Unsubscribe tick box is ticked on TEAMS > General > Student > Student Entry screen.

  2. Add Unsubscribe Link is ticked on TEAMS > Marketing > Merges > Email merge wizard Step 3.

If any of the above tickbox is unticked, then emails will be sent to the students.

Important: where the system is going to exclude students from receiving the email message you are sending, because they meet the conditions above, it will display the message below. This will be displayed from Step 3 – Message Selection once you have selected the finish button.

Proposal Centre Changes

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

https://vimeo.com/364275276/e5cd42087e

As part of us continuing to improve TEAMS for our clients and based on the feedback we have received, we have made changes to the Proposal Centre’s top section and how the system will display information for our users. 

How the Proposal Centre looks before the update:

We have divided the  Proposal Center’s top section into two sections named as Student Summary and Proposal Summary and designed  it in a similar fashion to how the Enrolment Center looks. This screen can be found under the TEAMS > Marketing > Proposal Centre.

Student Summary – Here you can see student’s personal information like Student Name, Student Number, Gender, Date of Birth, Email Address etc. You will also see a few icons for address, overseas information, employer and special needs. For each icon, a tooltip will be displaying information for that particular icon.

Important: If for a prospect student, any of the student’s proposal is converted into enrolment, then this Student Summary section will pick the information from the student entry level otherwise it will pick the information from the prospect entry level if none of the proposal is converted.

Proposal Summary – Here you can see two fields-

  • General Information – Which will provide you information related to student’s Campus, Course, Proposal Start and End Date, icons related to newly added fields under the Package Proposal’s Course tab.

  • Other Information & Alerts – Here you can see information like Total Invoiced, eCoE information.

Here is the new look of Proposal Centre’s top section-

Important: when you do a proposal for a student, if that student has had the Special Needs flag set against them then the system will show an icon for this in the Student Summary Section as follows:

Student Entry – Special Needs setting


 

Proposal Centre – Student Summary Section

 

There will be a tooltip when you have your mouse over the Special Needs icon here and it will show any Special Needs notes you have entered in the Student Entry screen.

Also, in a similar way if for the proposal in the AVETMISS tab you have set Any Disability is Yes and listed any then the same Special Needs icon will display in the Proposal Summary section as follows:

Proposal Centre – Proposal Summary

There will be a tooltip when you have your mouse over the Special Needs icon here and it will show the list of disabilities you have chosen in the AVETMISS tab of the proposal.

Student Centre changes

As part of us continuing to improve TEAMS for our clients and based on the feedback we have received, we have made changes to the Student Centre’s Enrolments tab and how the system will display information for our users. The changes listed below in the Enrolments tab also relate to the new fields that we introduced in this update for the Package Proposal > Course tab and how we will display that information.

Enrolments tab

 

The below screenshot shows how the Student Centre’s Enrolments tab looks like before:-

  • We have combined Campus and Course Code – Course Name fields. It will show you Campus Code and Course Code but when you will move your cursor onto it, you can see Campus Name and Course Name for that enrolment.

  • Start and End Date fields have also been combined. You will now see field as E- Dates which will show you Start and End Date of the enrolment/s.

  • We have removed Recommence field and added new fields such as:

    • Progress field (which will tell you how many units the student has completed out of total units). When you move your cursor onto it, you can see the student’s progress as SP% and EP%.

    • Comm Qual field (which will tell you student’s commenced qual status), 

    • Result Issued field (which will tell you if the student has successfully completed the course and the result has been issued), by default, it will show you Yes or No. If it shows “Yes” then Parchment No. and Date will appear in tooltip when you move your cursor onto it.

    • Attendance field (will give you information about student’s current and overall attendance % for that enrolment).

  • We have removed the fields for Timetable and Agent instead there are icons now under the Additional Information field for the timetable and Agent. Additional Information field is a new field. You will see more icons under this field which will give you extra information about that student.

See Below the table which explains you each icon which you will see on this tab under Additional Information field.

Icon Details

This icon will appear If the student is ticked as Overseas.

This is for the Agent and has a tooltip displaying the Agent information.

This is for the Employer and has a tooltip displaying the Employer information.

If you have selected the student’s proposal package type  as Internal Package then it will show this blue box icon. When you move your cursor onto it, it will give you the information that you have selected in the dropdown.

If you have selected the student’s proposal package type as External Package then it will show this orange box icon. When you move your cursor onto it, it will give you the information that you have selected in the dropdown and start date.

If you have selected the tick box for a student’s proposal of Does this Enrolment require Orientation then this star icon will be displayed.

When you have selected the student’s proposal with Student Type of New Student, then you will see this green graduation cap icon.

When you have selected the student’s proposal with Student Type of Returning Student, then you will see this red graduation cap icon.

Note

The above icons can be seen under the Pend. Proposal tab. Of Prospect Marketing Centre. There are two icons which you will only see under Enrolments tab of Student Centre. These are as below:-

This is for the timetable

This is for the training plan.

See below the new look of Enrolments tab of Student Centre:-