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Welcome to the GTO onboarding video. Once you logged in, you’ll see that your account has different sections denoted by the 6 menus at the top and the 2 tabs under the Welcome greetings. If you ever need help with a topic, you can check this section here. We have posted a detailed tutorial that you can search through. Most of the time, you will be on the home screen. This is split in 2 sections: the 2 tabs on the top, List view on the left and Search and Filter on the right. A search for a particular applicant can be done, by clicking in the search field on the top right and typing the name of the applicant. You may also filter the list according to user preference, by clicking on the arrows to the right on the header titles. • To view the different list views, click on the down arrow next to the All list. • You can then select a view from the dropdown list. You can change your default list view to one of your choosing. To do this, select the list you want to pin from the drop-down list. Once you’ve selected the list you want to use as your default view, click the pin icon next to the list. The next time you log in, this will be the default view. In both the BBA Applications tab and Employment Placements tab you can create your own list view. • Select a list view that you want to use as a starting point. We recommend using the ‘All applicants’ or ‘My applicants’ list view • On the right side of the page click the list view controls icon • In the dropdown list click ‘Clone’ • Give your list view a name And click the ‘Save’ button To add data to your list, on the right, click the ‘Add filter’ link A pop-up will appear where you can add your filter details In the field select a field that you would like to filter on. In this case we are looking for applicants who have uploaded a CV. Select the value ‘True’ to show all applicants with a CV uploaded and click done. Now any of applicants that have been assigned to me with a CV will be displayed in this list. Deleting a list view you created Navigate to the list view you have created that you want to delete. On the right, click the list views control icon. In the dropdown list, click ‘Delete’. In the pop-up screen click the blue ‘Delete’ button. Assigning applicants to a GTO A Group Training Organisation employee can assign an applicant to themselves, based on the applicant’s interest and details in the Goals & motivations tab. If they don’t think they can employ them, based on the applicant’s interest, they can select Back to applicant list and a different Group Training Organisation will pick it up. From the BBA applicant list tab, in the top left, click the arrow next to ‘All’ and select the ‘Ready for listing’ list view. Once you find an applicant that you think you might be able to employ, click on their name to open their profile. In the application, At the top left, you can see the name of the applicant and their status. On the right, click the teal ‘Assign to me’ button to assign the applicant to yourself. To return to the applicant list, at the top on the right, click the teal ‘Back to applicant list’ button. This will take you back to the list views Goals and motivations View the applicants information by scrolling down and clicking the ‘Goals & motivations’ tab. Here you will find information that has been populated by the applicant in the white sections and the information added by the SJC in the green sections. Applicant assessment tab Create an Applicant assessment record Once you have assigned the applicant to yourself you can create an ‘Applicant assessment’ To do this, click on the ‘Applicant assessment tab’ Then click the ‘Create new record’ button. Once you’ve clicked the ‘Create new record’ button, the ‘Applicant assessment’ form will appear. If the BBA applicant has accepted an interview, you will need to complete the following questions: If the BBA applicant has not accepted an interview, you will need to complete the following questions: Once an applicant has been ‘Selected for employment’ a GTO can complete an Employment placement. The Employment placement creates a record of where the applicant is going to be or is currently employed. To create an Employment placement • Navigate to the Application you want to add an Employment placement for • Click on the ‘Employment placement’ tab • Click the ‘Create new record’ button In the Final outcome tab you can update the applicant record to show whether the applicant finished their BBA or not. What was the final outcome for this apprentice/trainee? • Suspended • Withdrawn (during the probationary period) • Cancelled (after the probationary period) • BBA completed The Applicant record tab shows the assessment status of an applicant. Clicking the arrow to the right of the record, allows you to view the history of the applicant’s progress. No changes/amendments can be made in this tab. However, if the Assessment Status is not at Completed, changes to the record can be made in the previous tabs. Any assessment with a green tick has been completed and any assessment with a grey tick is incomplete. Add an A& T As a GTO, you can add an applicant who is currently employed, that did not come through the BBA portal. To add an A&T, click the ‘Add an A&T’ link in the top menu Check to see if the applicant is already in the portal. To do this enter the applicant’s; • First name • Last name • Email address (this is the field that will be checked for a duplicate) • Confirm email address • Click the ‘Next’ button at the bottom of the form If there is a duplicate email in the system, it will display a duplicate found message. At the bottom right of the screen, click the teal ‘Finish’ button. This will take you back to the ‘Add an A&T’ form page. If the ‘Manually added A&T‘ is not currently registered in the system, you will be able to complete the application. Add the applicant’s; • Mobile • Date of birth • Suburb • What gender they identify as • Background • Click the ‘Save and next’ button Adding Employment details Add the following fields: • Related government initiative • What occupation/trade? • Select a type of project • Which project? • GTO Note: this will automatically be populated with your account • Name of host employer organisation You have now added your A&T. Click the ‘Return to home’ button to be taken back to the Home screen Adding a new Host employer Host employers are only associated with your account so no other GTO can view your host employer organisations. If you are unable to locate the ‘Name of the host employer organisation using the search field, below the search field, click the ‘Couldn’t find Host employer organisation?’ link. The ‘Add a host employer organisation’ pop-up will appear • Add the name of the Host employer • Add the Host employer ABN number A duplicate check of the host employer will be done on this number • Click the ‘Add host employer’ button If the Host employer has already been added to the portal using the ABN number, then the following message will display and you will be unable to add this host employer. If you need to add a different Host employer organisation, change the details of the Host Employer organisation and click the ‘Add host employer’ button. To book a trailer rental, book for a trailer in your area and look through the trailer near you. Once you find an adequate trailer you want to rent, look through the listing and locate booking range on the right side of the page. Manually added list views You can view a list of manually added applicants. • To do this, navigate to the home page • At the top left of the page, click the down arrow next to ‘All’ to show all the list views. • Select the ‘Manually added A&T’ list view to view all manually added applicants. How do I know if an A&T was added manually to the BBA portal? Navigate to the homepage, list view or search for the application you want to check. Click into the application Navigate to the ‘Profile’ tab Scroll down to the ‘Details’ section If the ‘Manually Added’ tick box is ticked then the applicant has been manually added to the BBA portal