Agent Portal Module

Owned by Andrew Aylesbury
Last updated: Mar 09, 2023
12 min read

Introduction

Welcome to the RTOmanager Agent Portal Manual online help. Welcome to the RTOmanager Agent Portal Manual online help  Portal is an optional module for registered training organisations (RTO's) who has a need to provide system access to their Agents.

The agent portal is designed to help agents manage their daily activities and provide efficient services to students. The portal provides a centralized platform that streamlines the admission process and provides access to a range of resources and tools to support agents in their work.

This means that Agents may submit Student applications directly to the College, manage the Student application process from application to enrolment and monitors their commission statements etc.

Access to Agent portal can be provided by the marketing team by adding the Agents to the Administration portal and creating a user account. When user account is created, an auto generated email with the Agent login details will be sent as a notification.


User Login

To access the portal, agents will need to use their user name and password to log in to the portal.
1. on your browser, type in college URL: https://college.rtomanager.com.au.
2. Enter your user name and password and click Login (as shown below).




Home

Home page is the initial screen you see after you log in to the system. This page contains the following Main Menu functions, Quick view icons, News reminders and Agent Activity etc.



  • Main Menu tabs located on the top page includes different functionality: Home, Profile, Commission, Student Apply, Your student, Documents, Payment History, Payment Advice, Reports and Requests.


Note: College May Hide some Menu Tabs and Quick View Icons for their Agents, in this you will not be able to see that Menu under your Login. Example :Example: Hide Payment History Tab


From here you can navigate to any page by clicking on any menu as per your role and permissions.

  • Quick View Icons located on the left hand side allows users to access functions quickly without going to each individual page.



Rejected Documents Section shows Agents information about any Documents (for Applicants or Students) that have been rejected by the Provider.




News and Reminders section allows Agents to view any News and reminders set by the college. For example, news about a tuition fee increases, or target country promotions.




Agent Activity section allows the Agent to view a snapshot of all their activities with the College as per the example shown below:


 


View Overdue Payments section shows the Agent information for overdue payments related to their Students




Profile

This tab allows you to change/ edit your profile and change password. To manage this function, follow the instructions below:


Change Password


1. Click Profile > Change Password
2. Enter current password, new password twice (to confirm) and click Change password to save.
Note: keep in mind that new password and confirm new password has to be the same
A confirmation message will appear to confirm changes.



3. To reset your security question and Answer, enter current password and new security question and answer. Click Reset to save.


Note: An email notification containing username, password and security questions and answer will be sent to the provided email address just in case you forget your passwords or security answers.

Edit Profile


1. Click Profile > Edit Profile



2. To make some changes on your profile. Click edit icon to edit Agency information, address information and Bank details.

3. Enter the new information and click Update to save 



Commission

This tab allows you to view your commission percentage for course/s and its validity dates. This commission rates are setup by RTO based on the agreement between you and the college.


1. To view, Click Commission. Please note that this is a read only page. If information is incorrect, contact the marketing team.



New Application

This tab allows you to send Student applications, view and manage your Student offers and pending applications.

New Apply


This tab allows you to submit student applications directly to the college. To manage this function follow the instructions below:

1. Click Student Apply > New Apply.




2. Click Start a new online application to start a new student application. You will need to agree to the Terms and conditions to commence application.



3. Click I agree to the terms and conditions button as shown above. This will take you to the Step 1 of the Student application process.

4. Select the student's origin e.g. Overseas Student (offshore), Overseas students (Onshore) or Resident student (Domestic).

5. Enter student's personal information on the fields provided. Make sure all the fields with asterisks are filled in to progress to the next stage.


Note: The system automatically generates an Application reference number as seen on the page's top right hand corner. This Application Reference ID can be used to continue to start the application where you left off.




There is an option for the Applicant to receive an email notification and by default the email notification is not sent.

The email notification to the Applicant uses a Predefined Email Template (AgentOnlineApplication1stStepNotification) which can be customised by SAdmin Users in the Meshed Platform.



6. Once the necessary fields are completed, click Go Next Step.

7. Step 2 requires you to enter relevant information about Student's Language and diversity. Once completed click Go Next.



8. Student Online Application Step 3 includes selecting course to apply.


From the drop down selection available, Select the Campus available, intake year, course to apply, preferred study period (intake dates), Enrolment fee, Study reason (you can select form the drop down menu), Application request (free type on the field available and if applying for advanced standing credit, tick yes or no. (As shown below).



9. Once relevant information has been entered, tick Add selected Course located on the top right hand side of the page. A pop up message will appear to confirm Course added Click Go Next to continue.



10. Enter all relevant information as per Step 4 (as shown below). Note that the first question is a marketing question. This information will be used to manage college's marketing and advertising activities. Enter information for Additional service request (if any), overseas healthcare cover, and Emergency contact details. Once completed, click Go Next.



11. An application preview page will appear to allow you to preview the application and make some changes as needed. To edit information, click the edit icon . Once application is checked and ready for submission, click Confirm icon located on the top right hand side of the page (as shown below)



12. Step 5 requires you to upload documents needed as part of the application stage. These documents has been set by the college to assist with the application process. Click Choose File and attach the document. Once documents has been attached, Click Submit Application ( as shown below).



Note: A notification message will appear to confirm successful submission (as shown below). The system also will send an auto generated email to notify Agent and Student of the application submission.



Continuing a Saved Application


1. If you have an existing saved online application, click continue a saved online application link. A box will appear allowing you to type in the saved application number and click Next.



Note: If you are to continue a saved online application, the system will automatically guide you to the page where you left off.


2. Complete the Student online application form by following a 5 step process (as per New apply). This includes capturing personal information, Language and diversity, apply courses, leads generating questions e.g. how did they hear about the college and uploading documents needed to process the application.

3. Once all information has been entered, click Confirm to send it to college admissions team. An auto generated email will be sent to agent/ student to notify application submission.

Offer List


This page allows you to view and manage your student offers and pending applications. You can use the search for students using the criteria available on the drop down and click Search. 




You can also use the search for Not Submitted Applications using the criteria available on the drop-down and click Search. 




Note: Status list includes different stages of the student application. Once the college received the application, the admissions team will review and process the application. Once approved, admissions team will send a copy of the offer letter to the agent and/or student and the status of the application will be changed from agent apply to Offered.


Once College Approved the Application, Application Status changed to Offered which means that you can download the offer letter and send it to student.
From this page, agent can manage offer list by clicking the different action icons located on the right hand side.


1. This icon allows you to view selected student profile. This includes student's personal information, educational qualifications, employment history, Student address, English language proficiency, enrolment details etc.



2. This icon allows you to download letter of offer. This document will open up in a PDF file and you may be able to print or save on your desktop. See appendix 1 for a sample copy of letter of offer.


3. This icon allows you to add additional documents e.g. student documents (passport copy, IELTS results) electronic Confirmation of Enrolment (ECoE,), offer.

  1. Log into the Agent Portal
  2. Navigate to New Application > Offer List.
  3. Click Add Docs/ECOE Request.
  4. A pop-up window opens where the Agent can upload ECOE Request Documents and Additional Documents.








4. This icon allows you to view and add communication records during offers stage. It can be in a form of email, message, note or any means of communication that needs to be logged for recording purposes.


To record information, follow the instructions below:

  • Type in the message on the field provided ( free type)
  • Select Communication Category Type (e.g. General, Student related)
  • Select Communication Status (e.g. Informed, Resolved, Pending)


  • Click Add Communication to save.




 

5.   This icon allows you to Upload/view document Checklist. It  allows you  to upload documents on behalf of student which was set by college in order to receive the offer letter and part of Eligibility requirement. 

 
Document Upload from Agent Portal

  1. Log into the Agent portal
  2. Navigate to New Application > Offer List.
  3. Click Upload/View Document Checklist Action Icon.


  1. A pop-up window opens where the Agent can view document names for various Types and Status:


  1. Agent can upload documents.
  2. For documents the Agent Uploads the Status will change to "Document Upload" and the comment will be recorded as "Uploaded by Agent".

Note: Agents are not able to update status but can edit the comment.


  1. Click the Download Files button and the files are downloaded in a zipped format. The zip file contains the files in document type folders, for example "In Application", "Offer" and "Post Application".




Student

This tab allows you to view Students under your management. You may search using the criteria as shown below.





Note: On the Student list, you can also use the action icons located on the right hand side. The icon functions contains the same action on the Offers list. 


Viewing Document Checklist of Student in Agent Portal

  1. Log into the Agent Portal.
  2. Navigate to Student > Student Profile.
  3. Click Upload/View Document Checklist Action Icon.
  4. Agent can view the list of documents and their status and can upload and download documents.




Documents

This page allows agent to download college documents e.g. Academic notices, marketing materials, Policies and Procedures etc. These documents can be printed or save in your desktop.


Note that this is read only page.



Commission History

This tab allows an Agent to view commission details. The details can be generated by using the search criteria as per below.



To generate commission details, follow the instructions below:


1. Select List to view from the drop down menu e.g. Commission ready to process, Commission Paid or deducted.

2. Enter the range of dates between which you want to view the payment history and click View.


Note: total commission details e.g. amount payable and/or paid will appear and transaction list with student information. The list can be exported to MS Excel as needed.


Pay Advice

This tab allows the Agent to generate remittance advice. Note that you can only generate Remittance Advice once College approves the commission payable once Student or Agent have paid the invoice.



Note: you can generate payment advice in a PDF file or you can export it to Microsoft Excel format.


Reports

From this menu you can view and print various reports for e.g. number of offers issued by the college, number of enrolled students, number of current students etc. These data provides you with an understanding on how you are tracking in terms of student enrolments.


To generate and print desired report, follow the instructions below:

  • Click Report as shown below. You will go the View Agent Reports page as shown below.



  • Select the type of Report to generate form the drop down menu.
  • Select Course type e.g. VET, ELICOS
  • Enter the range of dates between which you want to view specified report and click View. Data generated can be exported to MS Excel format by clicking the Excel icon


Note: You may see more report list or less depending on the College which can restrict to provide more reports or less.

Requests

This menu function allows Agents to directly communicate with the College in regards to any requests required. It may be a request for new published College materials, make enquires about College promotions etc.


To use this function, follow the instructions below:

  • Click Requests as shown below.


  


  • Select the Topic of the Request e.g. Academic, Facilities, Administration, marketing, Complaints etc.
  • Type in the letter on the field provided and click Send Request to send email.


Note: Tick the box (just above the Send Request button) if you want to send a copy of this email to yourself.



Preventing email sent from Meshed System being considered as spam or treated as Junk email

To assist with preventing email sent from Meshed Student Management System from being considered as spam and treated as Junk email, our Network Administrator has suggested adding or modifying an SPF record in your DNS server.  Further information see Ensuring Email Delivery




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