The below pre-built queries combine criteria and query fields providing real-time answers to many FAQs within an RTO.
These query files can be imported into your VETtrak database by following the steps here.
Absentees (today)
Description: Identifies absentees for the current day. Used with the Trainer Portal to record attendance, this query can be used to SMS/Email absent students efficiently.
Note: Change the "Start date" criteria to retrieve older absences as required.
Download: Absentees (Today).vtdq (4 KB)Classes this week
Description: Identifies all classes in the current week. Could be used to send email/SMS reminders to all participants across all occurrences at once.
Note: Can be used with Email/SMS merge templates to communicate individual class details.
Download: Classes this week.vtdq (4 KB)Commencing enrolments this month
Description: Query identifies enrolments with a start date within the current month.
Note: Can be used to send confirmation email / reports in bulk.
Download: Commencing enrolments this month.vtdq (5 KB)CPR Refresher Candidates
Description: This query identifies students who have successfully completed CPR (Or some first aid units that comprise CPR) and would be due, or nearly due for a refresher course (typically 12 month expiry).
Note: Useful as a marketing tool.
Download: CPR Refresher Candidates.vtdq (6 KB)Invoices to send (new and recently paid)
Description: Query identifies all invoices created today (new invoices). Also identifies all invoices that have had their final payment made today.
Note: Useful to send tax invoices to both new accounts and closed accounts simultaneously.
Download: Invoices to send (new and recently paid).vtdq (4 KB)Overdue Invoices
Description: Identifies All Outstanding Invoices based on the payment status and invoice due date, Where no due date exists query displays invoices where the invoice date is earlier than the beginning of the previous month (more than 30 days old).
Download: Overdue Invoices.vtdq (4 KB)Qualification Pathway (ECEC) Candidates
Description: This query identifies students who have successfully completed the Certificate III in Early Childhood Education and Care.
Note: Useful as a marketing tool.
Download: Qualification Pathway (ECEC) Candidates.vtdq (6 KB)Students Missing Expected Result Dates
Description: Query identifies students missing expected result dates by identifying 'Continuing results' with a finish date in the past / Unit start date have passed with no result (NSW) or "Not yet started" result.
Note: Useful to ensure students do not fall behind in their studies.
Download: Students Missing Expected Result Dates.vtdq (6 KB)Tasks overdue
Description: Looks for task due dates in the past. Will identify tasks that have commenced and have a due date set, as well as those with no status but a due date.
Download: Tasks overdue.vtdq (5 KB)Unit only Statement of Attainments to Issue
Description: Identifies awards of type "Statement" that have not been issued and do not have a qualification (for short courses such as First Aid).
Download: Unit only Statement of Attainments to Issue.vtdq (4 KB)All Active Enrolments (by date - spans today)
Description: Identifies all enrolments that are active based on enrolment dates. Included status to identify enrolments with incorrect status.
Download: All Active Enrolments (by date - spans today).vtdq (5 KB)All Active Enrolments (by status)
Description: Identifies all enrolments with an active status set.
Download: All Active Enrolments (by status).vtdq (5 KB)All Future Occurrences Summary
Description: Identifies all future occurrences by start date. Useful to keep an eye student numbers for scheduled occurrences.
Download: All Future Occurrences Summary.vtdq (3 KB)Employer Summary (active enrolments count)
Description: Identifies all employers with students and counts the number of active enrolments.
Download: Employer Summary (active enrolments count).vtdq (7 KB)Qualification Enrolments With All Units Complete and Not Awarded
Description: Identifies all enrolments in a qualification that have no outstanding units and have yet to be awarded a certificate.
Download: Qualification Enrolments With All Units Complete and Not Awarded.vtdq (6 KB)Qualification Statements of Attainment (partial completions)
Description: Identifies all SoAs with a qualification (or partial completions). Includes the status of the linked enrolment/s.
Download: Qualification Statements of Attainment (partial completions).vtdq (4 KB)Short Course Statements of Attainment
Description: Identifies all SoAs missing a qualification. Useful for RTOs delivering unit only short courses where a qualification is not selected in the Statement issued.
Download: Short Course Statements of Attainment.vtdq (4 KB)Trainees Missing Monthly Visit Schedule
Description: Identifies all (active) contract enrolments missing an event called "Workplace Visit (Monthly)" - used in managing a monthly contact schedule for workplace enrolments.
Download: Trainees Missing Monthly Visit Schedule.vtdq (4 KB)Weekly Payment Summary
Description: Lists all payments made this week.
Download: Weekly Payment Summary.vtdq (5 KB)Active Enrolments with Training Plan Dates Missed
Description: Identifies clients who have unit training planned dates that have passed and no corresponding unit result.
Download: Active enrolments with Training Plan Dates Missed.vtdq (9 KB)
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