MyBECAS Manual
myBECAS provides a College or College group with centralised offer generation and follow ups, integrated email processing, task tracking and appointment scheduling. myBECAS also includes the day to day running of the College with course enrolments, classing, results, homestay allocation, insurance, and accounts for: student, transfer provider, agent and homestay provider accounts. myBECAS can generate and print certificates and store and email transcripts.
myBECAS Opening Screen
The application must be installed and run from a local machine disk drive (not a shared network drive). The application opens and requires you to enter your username and password.
Student Search
You can search by any combination of student details, and this search list can be customised by the user.
Student Details
As well as the fields displayed in the Student Detail, a separate screen can display Notes, Activities, Contacts, Documents, Visa, Insurance, Offers, Leave and Services. The communications with the student can be displayed under Email, Appointment, Task and Journal Entry.
Offer Search
Offer Details
Offer Items
Offer Item Detail
Printing an offer
Beside the offer item menu is the Print offer button.
You are asked to select the template to use and the output format: doc, docx, html, pdf or text. The output immediately goes to the report queue, where it can be viewed or saved locally. Press the Refresh button to see the lasted output files.
Enrolment Details
Workflow
From the main Menu, there is a grouping under Workflow where appointments, tasks, journal (diary) entries and emails are accessable for all students, agents, fellow staff members and accommodation providers.
Document Repository
The Document Repository is online central document store for all communications with clients. Attachments from incoming and outgoing emails, Tasks, Appointments and Journals entries are stored in the Document Repository. The documents can be searched in a central location so a document is never lost or misfiled.
The Document Repository also tracks revisions of a document over time by users. Keeping a track of each revision enabling the user to view prior revisions of the same document enabling the tracking of changes.
myBECAS allows the complete tracking of all emails sent to/received from Colleges, Students, Agents, and general contacts, at the same time handling internal and external parties seamlessly. myBECAS can also associate any incoming email to a College, Student, Agent, or Contact within myBECAS.
myBECAS integrated email allows a consolidated view of emails meaning that, for example, all emails associated with a student can be viewed in one central location.
Task
Task tracking provides the ability to track individual tasks or Todo’s for every user of myBECAS. A Task can be flag with a reminder notifying the user when the task is required to be completed. A Task can also be Associated with a College, Student or any other Contact.
Tasks can be re-assigned to another User of myBECAS for them to complete
Tasks are used for reminders for user that a Phone call, Sending an Information Pack, Notify a followup for an awaiting a response
eCASM integrated task tracking allows a consolidated view of tasks meaning that all tasks associated with a student can be viewed in one central location.
Appointment
myBECAS allows the scheduling of appointments for Students, Users, and Contacts. Appointment notifications can be sent to Attendee’s of the appointment either via email or an internal appointment (other myBECAS users).
Attendees -
myBECAS integrated appointment scheduling allows the consolidated view of appointments meaning that all appointments for a Student, User or Contact can be viewed in one central location.
Setup
Setup enables you to enter and define your organisation, Security, Student ancillary fields, Agent ancillary fields, Suppliers, Courses, Units, Word template registration, Document Repository Categories, Configuaration items, Pricing, Product Categories and Workflow categories.
