How to setup Resources in TEAMS

Step 1: Open the Resource Entry screen by going to TEAMS > Resources > Resources Entry.

resources-entry-screen

Step 2: Select the Resource type you would like to setup by clicking on the Resource Type drop down.

resources-entry-screen-resource-type

Please Note: Please be aware that once you select the Resource Type based on your internet speed the screen may take a few moments to reload with the correct fields.

Based on the type of resource you select, you can setup the Resources as follows:-

Resource Type: Assets

Step 3: On Details tab, select the following options:-

  • Enter the Resource Code and Resource Name.

    resources-entry-screen-details-tab

  • Select the Campus/s for the Asset. This is the campus to which this Asset will be linked.resources-entry-screen-campus

  • If the Asset can be allocated to the multiple places at one time then select the Multiple Allocations tick box.

    resources-entry-screen-multiple-allocations

    After selecting this tick box, you will see a Maximum Allocation text field appear where you can enter the maximum number of allocations this asset can have.resources-entry-screen-multiple-allocations-tick-boxYou can enter the notes if you have any against the Asset into the Notes text box.

resources-entry-screen-notes

Step 4: If there are any times throughout the year where the Asset will not be able to be used/available, for example, if the Asset is going for repairs, you should enter these dates into the Unavailable tab. To do this:

  • Enter the Start Date of the period the projector will not be available.

  • Enter the End Date of the period the projector will not be available.

  • Select the Reason icon to enter the reason why the projector will not be available.

  • Select the Add button to add the entry to the grid.

resources-entry-screen-unavailable-tab

Resource Type: Teacher

Step 3: On Details tab, select the following options:-

  • Select the position of the teacher from the Position drop down.

    Please note: The Position field is a User Code and need to be setup prior in TEAMS so that you can select that option.

  • Enter the Resource Code and Resource Name.

  • Select the Campus/s for which the Teacher is available.

  • If the teacher will also be an Assessor and you want to link them to Qualifications or Training Plans or allow them to have Assessor Visits you should select the Assessor tick box.

  • If the teacher is also an user in the system then you should select that user from the User drop down menu.

  • If the teacher can be allocated to more then one class at one time then you should select the Multiple Allocations tick box and specify the maximum number of classes in the Maximum Allocations text field to which this teacher can be allocated at one time.

  • You can enter the notes if you have any against the Teacher into the Notes text box.

resources-entry-screen-details-tab-teacher

Step 4: If you have any contact details of the teacher you can update it on Contact tab.

resources-entry-screen-contact-tab-teacher

Step 5: If there are any times throughout the year when the Teacher will not be available then you can update that time period information on Unavailable tab.

For example: If the Teacher is going for holidays, you can enter those holiday period dates into the Unavailable tab. To do this:

  • Enter the Start Date of the period the teacher will not be available.

  • Enter the End Date of the period the teacher will not be available.

  • Select the Reason icon to enter the reason why the teacher will not be available.

  • Select the Add button to add the entry to the grid.

resources-entry-screen-unavailable-tab-teacher

Resource Type: Class Room

Step 3: On Details tab, select the following options:-

  • Enter the Resource Code and Resource Name.

  • Select the Campus/s for which this class room would be applicable.

  • If you wish to allocate this class room to more than one session on the same day then you can tick the Multiple Allocations tick box and specify the number of maximum sessions which can be deliver on this class room in one day in the Maximum Allocations text box.

  • You can specify the maximum number of the students in the Total Capacity text box who can study in this class room.

  • You can enter the notes if you have any against the Class Room into the Notes text box.

resources-entry-screen-details-tab-class-room

Step 4: If there are any times throughout the year when the Class Room will not be able to be used, you can enter those dates into the Unavailable tab. To do this:

  • Enter the Start Date of the period the room will not be available.

  • Enter the End Date of the period the room will not be available.

  • Select the Reason icon to enter the reason why the room will not be available.

  • Select the Add button to add the entry to the grid.

resources-entry-screen-unavailable-tab-teacher

Resource Type: Account Manager

 Step 3: On Details tab, select the following options.

  • Enter the Resource Code and Resource Name.

  • Select the Campus/s for which Account Manager is applicable.

  • If the Account Manager is also a user in the TEAMS then select the user from the User drop down menu.

  • You can enter the notes if you have any against the Account Manager into the Notes text box.

resources-entry-screen-details-tab-account-manager

 Step 4: On Contact tab, you can update the personal & contact details of the Account Manager.

resources-entry-screen-contact-tab-account-manager

 Step 5: If there are any times throughout the year when the Account Manager will not be available, you can enter those dates into the Unavailable tab.

resources-entry-screen-unavailable-tab-teacher

Resource Type: Overseas Student Health Care Provider

Step 3: On Details tab, select the following options.

  • Enter the Resource Code and Resource Name.

  • Select the Campus/s for which Overseas Health Care Provider is applicable.

  • If you are charging for the Overseas Health Care Provider then tick the Is Billable tick box and select the Fee Chargeable Template and Fee Payable Template from the two lookup icons.

  • If you are exporting the data from TEAMS to MYOB then you can enter the GL Code from MYOB into the GL Code field.

  • You can enter the notes about the Health Care Provider in the Notes field.

  • If you want to make this Health Care Provider as default healthcare provider then select the Default OSHC Provider tick box.

resources-entry-screen-details-tab-oshc-provider

Step 4: If you have contact details for the OSHC Provider then you can enter these details on the Contact Tab.

resources-entry-screen-contact-tab-oshc-provider

WARNING: Our support staff will import for you your OSHC provider and the relevant fees so that it is correctly setup. All you need to do is email support@rtosoftware.com.au telling them your site address and what OSHC provider/s you use and they will notify you as soon as they are imported.

Please Note: For all the Resource Types, there is an Active tick box at the bottom on the Details tab. This tick box is  set selected as default. If you stop using any resource then you should un select this Active tick box.

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!