How to Generate an Enrolment Report in the SMS
OVERVIEW
In this tutorial, we will guide you through the process of creating an enrolment report in the SMS. You will learn how to customise your report by selecting and including only the necessary fields to meet your specific needs. Additionally, we will demonstrate how to effectively use the filter feature to narrow down your report, ensuring that you obtain the most relevant and targeted data. Whether you are looking to track student enrolments or generate detailed reports for administrative purposes, this tutorial will provide you with the knowledge and tools you need to make the most out of your SMS reporting capabilities.
Step Tutorial
Step Tutorial
- Go to Reports and navigate to Enrolments.
- Click New to add a new enrolment report template.
- Enter a Name for your report. If you prefer to make it your default report template, toggle to Default. Once saved, this template will be the first option available in your list, making it easily accessible for future use.
- Click Save to add your new report template.
- Click Fields. This will open the section where you can customize the specific enrollment fields you want to include in your report.
To exclude a field click the "x" icon to remove the item.
To include additional fields, click the dropdown and select the desired field from this list to add it to your report. - Set a date range for your report.
There are two available methods to set a date range. You can choose either of the following options, or use both simultaneously as needed:
Predefined Date Ranges:
Start To From Range – This relates to student enrolment Start Date from and Start Date to
End To From Range – This relates to student enrolment End Date from and End Date to
Start From End To Range – This relates to student enrolment Start Date from and End Date to
Custom Dates:
You can manually set the actual dates for your report by using the inline filters. You can set the dates in the Start Date From and to field or in the End Date From and To. - You can narrow down your report by using the following filters. These are all optional.
Min % Complete and Max % Complete - These filters are for RTOs that are integrated with LMS.
When only Min % Complete is entered, all units with Min % Complete Up will be displayed.
When only Max % Complete is entered, all units with Max % Complete Down will be displayed.
When both are entered, all units within the range will be displayed.
Min % Attendance and Max % Attendance - RTOs can specify a minimum and a maximum percentage per field.
USI Status - You can also filter based on any of the following USI Status: Valid, Not Attempted, Invalid.
Enrolment Status Type - There is also an available filter to narrow down your report based on any of the following enrolment status types: Pre-Enrolment, Ongoing, Completed, Discontinued Enrolment.
Enrolment Status - Based on the selected enrolment status type, you can still filter the report based on specific enrolment status.
Qualification Issued - You can also apply a filter to generate an enrollment report based on whether certificates have been issued or not. - Tick "Include AVETMISS Fields" if you need these specific data points in your report. Once selected, all AVETMISS-related fields will be automatically included in the generated data table.This is also optional.
- Select "Only Unique Enrolments" if you prefer to filter out any duplicate records and ensure that your report only includes unique enrolments.
- Click Search to generate your report. The data will be converted into a comprehensive datatable.
Note that even after generating your report, you can further refine and narrow down the results by using the inline filters available within the datatable. These filters allow you to quickly adjust the displayed data focus on the most relevant criteria. - Click Export to convert your report to an .xlxs file. This allows you to save, share, and further analyze the report using spreadsheet software like Microsoft Excel.
IMPORTANT
- You can always quickly view and check an enrolment report without the need to create an enrolment template. If you prefer not to use a template, leave the Enrolment Template field blank and proceed directly to setting a date range. This flexibility is particularly useful for ad-hoc reporting needs or when you need immediate insights into enrolment data without setting up a formal template.
That's it! Congratulations on completing this tutorial!
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