Overview

Note: The following table includes the list of the icons together with their functionalities. 

Icon	Function
	Allows you to view and edit student's profile.
	Allows you to add SMS to students (if SMS messaging is enabled).
	Allows you to send Email to students.
	Allows you to Generate and send letter to the student using templated letter for selected course for the Student
	Allows you to view/ edit/ check courses the students are enrolled in. This also lets you check if offer and enrolment process has been completed. Lastly, this also provides you the ability to review and verify all documents that has been sent.
	This checklist allows you to check and verify all documents submitted.
	This allows you to view and update Student Subject and/or Unit Enrolment information and lets you set up Study plan.
	This menu allows you to defer (postpone) student's enrolled courses to another semester or study period.
	Allows you to apply intervention strategies to monitor and intervene student during their course of study – e.g. Poor attendance, poor academic performance, counselling to secure better grades, counselling to reduce absences.
	This function allows you to keep track of all the communications and logs made for a student. Example: student complaints, student progress and student attendance.
	This icon allows you to upload student documents such as offer letters, student application, passport copy and other relevant documents.
	This icon allows you to view and add or make changes to Student Payment schedule.
Image RemovedImage Added	This icon allows you upload student a Student photo to be used in on the Student profile page and for the Student Identification card.
	This icon allows you to generate Student Identification card (PDF format)
	This icon allows you to view and update Student attendance.
	This icon allows you to view student's OSHC (Overseas Student Health Care) details.
	This function allows you to record Student Exit interview details. This is helpful in gaining feedback and can be used for further improvement.
	This function you allows you to add 'sanction' for students. A sanction is created in order to restrict the user to log in to the system (student) on or after some stipulated date due to various reasons e.g. payment not made on due date and/or library book not being returned on time. The system will not allow the user to log in to the system until and unless the sanction has been removed or disabled. To do this, follow the instructions below:
	This function allows you to create a Training plan for student.
	(This function is Domestic student only) This function allows you to keep track of payment claim for students undertaking funding for NSW Training Courses and used to record their Initial, mid or completion funding lodgment details.
	This is an optional function. Related to VET Student Loan feature.
	This is an optional function. Related to Higher Education Fee Help Feature.
	This is an optional function. Related to CRM Lead Management and will appear if the optional module is activated
	This icon allows you to search for another student profile while you are in one student's profile page. Enter other student ID number to move to that student profile page without going in and out of page.

Profile

This page allows you to view students' details. The information you can see here was from students' application form.

• Click edit tab to view and add information. This tab is located on the top right hand side of the page.
• Fill in the required information/ values and click Save to record changes.

Note: All fields which has * (asterisks) requires mandatory entry.

SMS

This icon allows you to send an SMS (Short Messaging System / Text) directly to the student. RTOManager has the capability to integrated with a third party Messaging provider* which allows you to send SMS from the system.

To send SMS, follow the steps below:

• Select SMS Template from the dropdown menu. To save you time typing messages, you may setup SMS template in the system e.g. Student Timetable Notification, Payment due reminders etc.
• If there's no template available, you can type in your message on the field provided. You can use up to 160 characters.
• Click Send SMS to send. The system will confirm if SMS has been sent

Email

This icon allows you to send email directly to the student using RTOManager.

To send an email, follow the steps below:

• Select the email address you would like the email to be sent from (from the drop down menu). Note that the system has the ability to capture all email addresses as per your college's different department e.g. Academic, payment, student services, marketing, IT etc.)

• Tick the box that correspond to student's email address. You also have an option to send email to the agent (if applicable).
• Select the Student's course (related to the purpose of the email). Note that students can enrol into multiple courses just as long as courses has different intake dates and course duration.
• Select applicable email template (if any). You may setup Email templates on the system for those frequent emails you send to students e.g. Welcome letter, Payment Reminders, Course Timetable information etc. See example below:

• Once email has been written, click the Save button and scroll down to add attachments (if any).
• As a system default, the box to add to student communication is ticked to ensure that this communication is recorded. You may untick the box if you do not want to record. Click Send Email.

Letter

This icon allows you to generate a letter that you can send to your students. These letters can be downloaded as a PDF file.
To generate and send letter, follow the instructions below:

•  Select Student course from the drop down menu. (Related to the purpose of the email). Note that students can enrol into multiple courses just as long as courses has different intake dates and course duration.
• Select Report name ( as applicable). System has the capability to generate a report depending on what data you are after e.g. Student enrolment details by id/firstname/lastname/passport/dob.
• Select Letter template from the drop down menu. Letter templates can be set up in the system following the data report that you have generated.

• Once a template has been selected, the body of the letter will automatically get pre-filled together with the set parameters.
• To send this letter via email, fill in the information needed e.g. email address, Subject attach files to be uploaded and click Send Email.

• To Generate letter, choose template type from the drop down menu e.g. Template with header, plain template etc and click Generate Letter. The letter will be downloaded as a PDF file that you may print and send via post as required.