How to Generate an Enrolment Report in the SMS

How to Generate an Enrolment Report in the SMS

Idea
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 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 you obtain the most relevant and targeted data. Whether you want to track student enrolments or generate detailed reports for administrative purposes, this tutorial will equip you with the knowledge and tools needed to maximise your SMS reporting capabilities.

Notes
Step Tutorial

1. From the sidebar menu, go to Reports > Enrolments > then click New to add a new enrolment report template.

2. Enter a Name for your report. If you prefer to make it your default report template, toggle the Default field. Then click Save.

InfoNOTE: 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 the filters needed. 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.


3. Click Fields. This will open a new modal where you can customise the specific enrolment fields you want to include in your report.

To add a field, select one from the 'Please select fields you want to show' column (left). To select multiple fields, either hold down the Ctrl key on your keyboard while clicking the fields you’d like to add, or highlight them using your mouse pointer. Then click on the right arrow button to add the selected fields.

To exclude fields from the report, select the fields under the 'Fields selected' column (right). Then click on the left arrow button to remove the selected fields.

You can move all fields all at once without selecting them individually using the following buttons:
  1. Move all fields from the 'Please select fields you want to show' column to the 'Fields selected' column.
  2. Move all fields from the 'Fields selected' column back to the 'Please select fields you want to show' column.

After selecting the fields to add or remove, click Save.

4. 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:

  1. Start To From Range - This relates to student enrolment Start Date from and Start Date to
  2. End To From Range - This relates to student enrolment End Date from and End Date to
  3. Start From To End Range - This relates to student enrolment Start Date from and End Date to

You can also use any of the following filters together with the above range filters if applicable. 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.

  1. Min % Attendance and Max % Attendance - RTOs can specify a minimum and a maximum percentage per field.
  2. USI Status - You can also filter based on any of the following USI Status: Valid, Not Attempted, Invalid.
  3. 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.
  4. Enrolment Status - Based on the selected enrolment status type, you can still filter the report based on specific enrolment status.
  5. Qualification Issued - You can also apply a filter to generate an enrollment report based on whether certificates have been issued or not. 

You can also tick the Include Avetmiss Fields and Only Unique Enrolments fields.

  1. Include AVETMISS Fields - Once selected, all AVETMISS-related fields will be automatically included in the generated data table.
  2. Only Unique Enrolments - If you prefer to filter out any duplicate records and ensure that your report only includes unique enrolments.

Once you have set the filters you need, click Search to generate the report.

InfoNOTE: Even after generating your report, you can further refine and narrow down the results by using the inline filters available within the data table. These filters allow you to quickly adjust the displayed data focus on the most relevant criteria.


5. 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.


That's it! You've successfully generated an enrolment report in the SMS.

What can you do with the generated Enrolment Report:

View Student








PRISMS COE (Confirmation of Enrolment)










Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.

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