Tag: Academic

How to create Email Templates in TEAMS

How to create Email Templates in TEAMS

To create email templates in TEAMS goto:

 TEAMS>> Marketing>> General>> Email Templates
 

 

The email template screen opens. Enter the Email Title, this is only visible to TEAMS user for eg, Test Email Template.

The next field is the Email Subject field, this is the subject line of the email which will be visible to the students/enrolments when they receive this email. You must add this field very carefully.

Template Type field lets you decide as to where you want to apply this template, i.e. for students, or enrolments. The student will not have the course information because he may have been enrolled in more than one course, so to create a very course specific enrolment template Enrolment must be selected.

Depending upon the Template Type parameter the Available Fields dropdown will display the values differently. If Student type is selected then the enrolments field won’t be visible here. Once all the parameters are selected, you can start typing the email along with the Merge fields or the Place Holders by adding them. For eg, you want system to pick First Name of every student at the start, after entering Dear search for the First Name place holder, put the pointer where you want to put the Place Holder for First Name and click Add.

You can add as many merged fields/place holders as you want like Student No, CRICOS Course Name etc and type your email content.

You can tick the tick box Display in Trainer Portal if you wish to use this template in Trainer Portal.

Click on the Save icon and email template will be created automatically.

You can use Email Merge screen to send emails.

Changes in Results Achieved Report

Following new changes have been made in the Results Achieved Report. This report is present in TEAMS > Student > Academic Reports III menu option.

  1. New multi-select look up for Module Code – A new multi-select look up icon for Module Code has been added in the report parameter screen from where a user can select one or multiple modules/units and generate the report. The system will look for all the student enrolments linked to the modules/units selected and present within the date range entered.

2. New tick box for Enrolment with Selected Module/s but No results – A new tick box for Enrolment with Selected Module/s but No results has been added on the report parameter screen.

If this tick box is ticked, the system will print a second section in the report which will only display enrolments linked to the modules/units selected above and within the date range entered but do not have any result marked for that unit.

3. New Group By option for Module Code – A new group by option for module code has been added by using which enrolments linked to a specific module/unit will be grouped upon report generation.

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!

New System Setting – Alt Seq # = 0 do not consider in new sequence checks

This article describes New System Setting – Alt Seq # = 0 do not consider in new sequence checks.

Change Introduced

In TEAMS, there is a system setting ‘Auto-populate training plan dates’ by using which training plan dates i.e. module start and end dates can be calculated by the system automatically.

However, some RTOs have reported a problem in this system setting. If this setting is turned on, then TEAMS calculates training plan dates automatically for all the units or modules regardless of the results linked to them.

This process is fine for units which a student must study within the course but for any RPL or Credit Transfer units, these auto generated training plan dates are wrong.

So, we have introduced a new sub-setting by using which the system will not calculate training plan dates for units or modules where alternate sequence # has been entered as 0 (zero). For all the other units (wherever the sequence # is present) the training plan dates will be calculated as per normal.

Things To Note

The new sub-setting will only be visible If –

  • The primary system setting ‘Auto-populate training plan dates’ is turned on.

  • Option for auto-calculation is selected as Enrolment Subject/Module screen (Alternate Sequence #) OR Both.

  • This setting will not appear for Course Sequence # radio button.

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!

Survey Changes in TEAMS (Learner Questionnaire)

In this article

Before You Start
Change

This article describes the changes made in the survey section of TEAMS.

Before You Start

Currently in TEAMS, we have a survey creator feature that has the two surveys (questionnaires) that RTOs are meant to send to their Learners (students) and Employers (where applicable, funded RTOs that do apprenticeships and/or traineeships) as part of their compliance requirements as an RTO.

Traditionally this was always done via paper in most RTOs. We built this section many years ago and many users of TEAMS do not know about this system.

On review of the current functionality available, we have introduced some changes and new functionality to simply the survey process in TEAMS.

For more information on how to use survey functionality in TEAMS, have a look at the below video.

Change in Survey Form Format

Following change has been introduced in the Survey functionality in TEAMS:-

The format of the Learner Questionnaire has changed to match the ASQA requirements. Earlier, the answer options used to be under each question which made the form lengthy. This has been changed to the following view to make the form compact and simple to use.

Earlier, the Learner Questionnaire used to be a multiple page form but it has been changed to a single page form.

Changes on View Request Tab  

In the Survey Creator screen, the View Requests tab displays the information about the status of surveys which have been sent so far from TEAMS. (i.e. Pending or Completed).

Following new columns have been added in this section:-

Resent Count – If a survey has been sent multiple times then the resent count will be displayed here.

Last Sent On – If a survey has been resent then the date on which it was resent will be displayed here.

Resend – If you wish to resend a survey, then this button can be pressed and the system will take the user to the compose email screen from where the survey can be resent.

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!

Finishers Tile

Finishers Tile

This article describes how to use the Finishers tile, what the business rules are for it and how to access the Finishers 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 finishers, you must first read the Business Rules.

Business Rules

This tile works in a similar to generating the Finishers 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 finishers 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 current month dates to find any enrolment that has an end date within the current month. The ‘Starters Tile’ shows the information related to the number of student enrolments who are either flagged as finished in TEAMS or they are meant to finish within the current month.

  • A student enrolment will only appear in the finishers tile count if the ‘Enrolment End Date’ falls within the current month.

  • For a course to appear on the finishers tile, there must be at least one student enrolment linked to the course which has an enrolment end date in the current month regardless whether that student enrolment is flagged as finished or not yet finished.

  • The enrolment end date appears in the Enrolment Centre top section.

  • 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 an end date 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 finished or not, it will show any enrolment where it meets the above business rules only.

  • 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 > Setup > General 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 end date within the current month. The number is a hyperlink that opens the Finishers 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 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.

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!