JobReady's Monthly Guide to a Smarter RTO

Get the most out of JobReady RTO by reading our monthly Tips and Tricks newsletter. Discover just how easy JobReady RTO is to use so you can become more productive. Tip 1 - Video Killed the Radio Star Have you seen the new JobReady RTO videos series? Several short training videos are available on key functions within JobReady RTO. These videos can be used as a refresher (perhaps dust up on some forgotten skills) or to assist new staff in becoming familiar with the software. Go on, take a look click here Watch this space, we are still in the recording studio and will continue to add videos to the library. Tip 2 - Student Progress Report By popular demand, a new Student Progress report has been made available via the Reports menu. You can use one or more of the available filters (by employer, course scope, course, etc.) to report on a group of students' progress and export to Excel for further analysis or, perhaps, to forward to an employer. The results provide a holistic view of students and the units started, completed and yet to commence. Don't forget this information is available to employers via the Employer Portal as well. Some of your employers may prefer the "self-service" model and to access the information when they need to. If you would like to obtain further details about the Employer Portal, email info@jobready.com.au

JobReady's Monthly Guide to a Smarter RTO

Get the most of JobReady RTO by reading our monthly Tips and Tricks newsletter. Discover just how easy JobReady RTO is to use so you can become more productive. Reporting made easy with JobReady RTO This month’s JobReady RTO Tips and Tricks is a guide to helping you use the flexible and innovative Report Builder tool. Learn how to use the Report Builder and enjoy the freedom to get access to the information you need to better manage your RTO. You can now watch two new videos that show you how the standard Reports and Report Builder work and how they can effectively help you with your day-to-day reporting needs. Reports Video click here Report Builder Video click here After watching these videos, we have included below some examples of how you can use the Report Builder to best effect. JobReady has created some “ready-to-use” Templates for you under the Report Builder section, here are some examples: Reports > Report Builder > Report Templates Course/Enrolment Funding Setup If you deliver funded training, there are two pre-configured “housekeeping” Templates available, effective for you to review your courses and/or students to ensure that they have the correct funding detail linked. Party AVETMISS Details Export This Template is useful to review all party records and ensure you are not missing AVETMISS information. You may utilise this template to complete a spot-check of your data quality, prior to you claiming funding or end of year reporting. Employer Export If you are maintaining information in the Employer section of JobReady RTO, this Template is useful to export all Employer records and for tasks such as external marketing such as email or mail merges outside of JobReady RTO. Like any Report Builder Template, you can view the fields that have been selected: Find the missing ID…… Trainee and Apprentices missing TC ID If you deliver training to Trainees or Apprentices, you can use the Student fields to create a custom report to identify students that are ticked ‘Trainee/Apprentice’ but are missing a TC ID or related details. After selecting the appropriate fields for the Report, you can then use the Filters Tab to customise this Report such as the example below. Go for It….. You may also like to create some important Report Templates of your own. You can start to build a library of your “Go-To” reports that you can run regularly to ensure your RTO is travelling as expected. To do this: Create your own custom Templates by selecting the New Report Tab in the left side-bar. In Summary – “Mining Boom” Invest some time to learn to use Report Builder and you have the freedom to “mine” and control your information. Happy Mining!

JobReady's Monthly Guide to a Smarter RTO

Get the most of JobReady RTO by reading our monthly Tips and Tricks newsletter. Discover just how easy JobReady RTO is to use so you can become more productive. File Notes are the way forward to a better RTO Get rid of Post-its and reduce paper and start using JobReady to the fullest. File Notes can be the lifeblood of your business, supporting you with day-to-day tasks creating fluidity within your business. You can create File Notes against any record within JobReady RTO. File Note categories, Checklists and Templates can assist in improving record keeping, whilst also maintaining a Task List for users reminding them of tasks or actions required. You can communicate and delegate more effectively with your staff, students, trainers, employers and around your courses. You will never forget with File Notes. Checklists You can manage your To-Dos through a checklist that will appear for action in your personal Task List. If there are multiple items needed in a task, Checklists are here to help! File Notes can be highly effective to manage processes such as Student Enrolment, Course Setup, Course Scope Moderation and Validation. Use the Checklist to allocate the next task in line to other staff - allowing one File Note to be created with the full task history. To create a File Note Checklist: Go to Setup > Layouts > Entities Locate the entity to add the Checklist to (i.e. Party) Click on File Notes > Checklists within the left sidebar Click on ADD Give the Checklist a Name, and set up Tasks to be completed in this process. You can add multiple tasks for your process; for instance if you want to enrol a Student and want to list all actions needed to complete this process, you should create them here: Click on 'Create'. Your Checklist will now be available within the 'File Notes' section of that entity (i.e. Party, Trainer, Course). Here you can keep an eye on your process and make sure you have 'ticked all the boxes'. Categories & Stages File Note Categories can also be used to manage and track important items, such as Auditing, Moderation/Validation, Complaints and Continuous Improvement items as required for AQTF. This may remove the requirement to have a separate spreadsheet or system to manage these vital elements - and manage it all in one place within JobReady RTO. Via Reports > File Note Report - you can obtain information using these Categories and Stages to filter on, providing a full list of information in PDF or excel for exporting. To manage your Categories and Stages: Go to Setup > Layouts > Entities Locate the entity to add the Category and Stage to (i.e. Party) Click on File Notes > Categories within the left sidebar Click on ADD. Enter a Name for your Category. You can then add Stages to this Category to help further manage the File Note progress. Suggested File Note Categories Continuous Improvement on Courses Where Students, Trainers and Agents can inform your RTO of any suggestions that they feel are appropriate in making your business more successful. Validation / Moderation on Course Scope This is beneficial for auditing as your RTO can consult and evaluate changes periodically. You can add elements such as a feedback form to a File Note so you are continuously improving. Using Templates Effectively File Note Templates can assist in pre-populating information into the File Note 'Description'- keeping your data entry consistent and saving time typing the same information for each entry! Templates can help replace particular non-audit required forms, such as a Complaints form. The template can be set up to capture the information contained within the original form - think of it as an 'online' version - removing another piece of paper from your organisation. To create a Template: Go to Setup > Layouts > Entities Locate the entity to add the Template to (i.e. Party) Click on File Notes >Templates within the left sidebar Click on ADD. Enter a Name for your Template and link this to a Category. Set the Priority level for the Template - this will automate the File Note 'Priority'. Set the 'Days to follow up' - this will automate the File Note 'Follow Up Date'. Enter the content - format using the tool bar if appropriate. Click on 'Create'. This will display your new Template under 'Templates' when creating a new File Note, and allow for any additional free text information to be added to the Template:

JobReady's Monthly Guide to a Smarter RTO

Get the most of JobReady RTO by reading our monthly Tips and Tricks newsletter. Discover just how easy JobReady RTO is to use so you can become more productive. Tip 1 - Keyboard Shortcuts There are a number of keyboard shortcuts which allow you to access key functions of JobReady instantly without navigating through any menu screens. This is a list of the functions, and the resulting screen that appears below :- F6 - Create new Party F8 - Enrol new Student F9 - Go to Students search F10 - Go to Employers search When you master these simple keyboard shortcuts, you can navigate quicker in JobReady and save time every day. Tip 2 - Searching all records In the Student and Employer search boxes, to search all results, simply add an asterisk (*) in the search bar (as per below image). This will bring up all results rather than viewing one at a time.

JobReady's Monthly Guide to a Smarter RTO

Get the most of JobReady RTO by reading our monthly hints, tips and tricks. Discover just how easy JobReady RTO is to use so you can become more productive. Tip 1 - Enrolling Students into a Course in bulk To enrol a number of students into a Course at once, simply follow these instructions: Go to the Course tab > Locate and open the course to enrol the students into > Go to Bulk Enrolments in the left-hand menu. Type in the name of each student in the search bar and once displayed below > Click the Add button to include them in the enrolment. If the student has not been created already, simply click on Create New Party. This will allow you to add the student and once 'created', this will automatically link them to your Enrolment. Once all students have been added, click next > to go to next screen of the enrolment process. Once all required steps have been completed, click Confirm. Your students are now enrolled into the course, now that was fast! Tip 2 - Searching Inactive/Disabled items Disabled a course and can't find it again in the search bar? Don't worry, you haven't lost it! To search for completed or disabled items in JobReady such as Students and Courses, simply type in this code in the search bar : * enabled:false If there is no space entered immediately after the * no results will be shown. Also, to search for a specific name, e.g. to find Ivana Stardy, type in Ivana Stardy * enabled:False Tip 3 - Searching for Invoices If you need to quickly grab a previous invoice in a hurry, You don't need to remember where you put the key for the filing cabinet! There is a quick way to search for an invoice without having to go into the Party record. Go to the top right-hand search bar > type in the invoice number and change the search from 'parties' to 'invoices' and click Go. The invoice number will be displayed as well as the party whom it is for, the status, amount and outstanding balance: Just click on the name and it will open up the invoice as below.

JobReady's Monthly Guide to a Smarter RTO

Get the most of JobReady RTO by reading our monthly hints, tips and tricks. Discover just how easy JobReady RTO is to use so you can become more productive.

Tip 1 - Updating Student Results in Bulk

Rather than marking each unit individually, e.g. as Competent/Not Competent, you can mark all units for a student in bulk. To do so, select the triangle highlighted below.

Enter the Outcome, dates and then click on the upward pointing triangle to Update All Units in bulk.

Voila!

Tip 2 - Copying Courses

Creating courses, payments options and events can be time consuming but it doesn't need to be - use the copy function to create a new course based on an existing one.  1. Search for and select the course to be copied.  2. Simply select the Copy icon as below and follow the on screen instructions.

Tip 3 - Performing Advanced Searches and Exporting to Excel

Use the advanced search function to (pretty much) search on anything within the system, then export to Excel!

1. Click on Go in the top right of the window.

2. Click on Advanced Search, enter your criteria, then export results by clicking on the Export link shown below.