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: