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Locations

At least one delivery location at which your training takes place must be set up in VETtrak. State governments have different requirements regarding the level of detail you need to provide for these locations. 

Rooms can also be set up for a location and are later associated with classes or attendance sessions within an occurrence.

Open the Configuration Manager by choosing Manage > Configuration from the menu. The Configuration Manager displays an alphabetically ordered explorer tree.

 

Adding a new Location

  • Expand Locations, right-click the relevant state branch and choose Add location.

This will open the Location Wizard:

  • Enter a Code for the location. This must be unique. You can tick the Auto checkbox to automatically assign a code.
  • Enter a Name for the location.
  • The Queensland government pays different amounts depending on where training is delivered. These amounts are set up under Location loadings.
  • Optionally, enter the Address details. Keep in mind the state government requirements when completing this section. The Suburb/City/Town is a requirement for all states. Only the the suburbs of the state where the location is being added will be listed, if you need to select from other states (e.g. to add a border town), click the Load all button.
  • Select a Region to group the location, or click the  icon to create a new region.
  • Do not make this location available for use indicates if the location should be archived. If ticked, the Location will be added/moved to the Archived locations branch under the applicable state.
  • Optionally, enter a Web portal link title and Web portal link URL for the location for use in the web portal products.  An external clickable link will display on web pages that show locations information. 
  • Optionally, provide a Description for the location.
  • Click Next and then Finish.

NOTE: Victorian location addresses are mandatory. You cannot change the address of a location once you have reported it. To change the address, you would need to create a new location identifier. VETtrak cannot validate this.

 

Editing an existing Location

  • Expand Locations and the state branch.
  • Right-click the location and choose Edit Location.

This will open the Location Wizard, where you can make changes.

 

Deleting a Location

  • Expand Locations and the state branch.
  • Right-click the location and choose Delete Location.
  • Click Yes when asked to confirm the delete.

If an error occurs, the Location has likely been used previously and is included in historical data. In this case, you will need to archive the Location to remove it from active use.

 

Viewing the Location report

  • Right-click Locations and choose Show location report.

The report will be displayed in a new tab/window.

 

Adding a new room

  • Expand Locations and the relevant state branch.
  • Right-click the relevant location and choose Add new room.

This will open the Room Wizard:

  • The Location will be pre-set to the location used to start the wizard. It is still possible to select an alternative location within the same state.
  • Optionally, enter a Code for the Room.
  • Enter a Name for the room.
  • Do not make this room available for use indicates if the room should be archived. If ticked, the Room will be added/moved to the Archived rooms branch under the applicable location.
  • Optionally, provide a Description for the room.
  • Click Next and then Finish.

 

Editing an existing room

  • Expand Locations, the state branch, and the relevant location.
  • Right-click the room and choose Edit room.

This will open the Room Wizard, where you can make changes.

 

Deleting a room

  • Expand Locations, the state branch and the relevant location.
  • Right-click the room and choose Delete room.
  • Click Yes when asked to confirm the delete.

If an error occurs, the Room has likely been used previously and is included in historical data. In this case, you will need to archive the room to remove it from active use.

 

Viewing the Room report

  • Expand Locations.
  • Right-click the relevant state branch and choose Show location report.

The report will be displayed in a new tab/window.

 

Viewing the complete room report

  • Right-click Locations and choose Show complete room report.

The report will be displayed in a new tab/window.

 

Viewing the class report

  • Expand Locations, the state branch, and the relevant location.
  • Right-click the room and choose Show class report.

The report will be displayed in a new tab/window.

 

 

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    Tags:
  • config
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