Processing & Managing Instructor Sign Ups

To manage your school's instructor sign ups, you can select the ‘Sign Ups’ item from the menu:

This will take you through to the sign ups page list which provides you with access to all of your school's sign ups. You can then select the 'Instructor Sign Ups' tab.

The red number in the corner of the menu item indicates the combined total of open pupil & instructor sign ups.

Managing

The sign ups feature has been designed to ensure that administrators take responsibility for individual sign ups, ensuring consistent customer service, efficient use of administrative resources and less conflict.

To this end sign ups have the concept of ownership at their core. 

Sign Up Processing Statuses & Ownership

Generally sign ups proceed through the four available statuses in order as they progress from initial contact to instructor enrolment:

Open (Invited)

Sign Ups begin in this state. When your or another administrator invites a prospective instructor to sign up with your school the newly created sign up item will have this status. For details of the process a prospective instructor goes through to respond to an invite see How Instructors Sign Up.

Process Sign Up - Status - Open

Process Sign Up - Status - Open

Open (Responded)

Sign Ups move to this state once a prospective instructor has responded to their invite.

Any School Admin or Office Admin can view the sign up item and lock the sign up. Once they do this it's status will change to 'In Progress'.

In Progress

Any item locked by a user will have status of 'In Progress'. The locking user will be shown this status when viewing a sign up item:

Process Sign Up - Status - Locked by Current User

Process Sign Up - Status - Locked by Current User

Process Sign Up - Status - Locked by Other User, Cannot Lock

Process Sign Up - Status - Locked by Other User, Cannot Lock

The locking user can process the sign up and enrol the requester as a new instructor. Only one user can own a sign up at any given time, other users cannot make any changes, only view the item. This ensures that administrators take responsibility for individual sign ups.

Once a sign up has been processed and the new instructor enrolled the sign up's status will automatically change to 'Completed'.

The owner can unlock a sign up at any time. This will return the sign up item to the 'Open' status and allow other users to lock the item.

Additionally a School Admin can forcibly take ownership of an item from an Office Admin:

Process Sign Up - Status - Locked by Other User, Can Lock

Process Sign Up - Status - Locked by Other User, Can Lock

Completed

Any sign up which has been processed, and the new instructor enrolled, will have this status:

Process Sign Up - Status - Complete

Process Sign Up - Status - Complete

Desktop

By default the list shows all sign ups, but you can use the Status filter to filter sign ups by state.

Pupil Sign Ups List - Desktop

Pupil Sign Ups List - Desktop

  1. Search - search for sign ups by prospective instructor's name. The list will change as you type.
  2. Status Filter - filter the sign ups shown in the list based on their processing status. See Sign Up Processing Statuses  for more details.
  3. Invite New - opens a popup allowing you to invite someone to enrol as an instructor with your school. See Inviting an Instructor for details.
  4. Column Headers - some can be clicked to sort the list based on the contents of the column.
  5. Sign Up Item - click to view. For Open & In Progress sign ups, allows you to review & process the sign up. For Completed sign ups allows you to view the sign up. See Processing for more details.
  6. Actions Link - Click to show a menu with various options for a particular sign up. See Sign Up Item Actions for details.
  7. List Page Information - the list only shows a maximum of 10 items at a time. To move back and forward between pages you can use the Prev/Next links here.

Sign Up Item Actions

  • View - for Open & In Progress sign ups, allows you to review & process the sign up. For Completed sign ups allows you to view the sign up. See Processing for more details.
  • Delete - for Open & In Progress sign ups, deletes the sign up. You will be prompted to confirm the deletion. Once deleted the sign up will no longer be accessible and cannot be recovered.

Mobile

By default the list shows all sign ups, but you can use the Status filter to filter sign ups by state. Simply tap the 'Filter' action. 

Pupil Sign Ups List - Mobile

Pupil Sign Ups List - Mobile

  1. Search - search for sign ups by prospective instructors's name. Enter your search terms and tap the spyglass button to filter the list.
  2. Sign Up Item - tap to show a menu with various options for a particular sign up. See Sign Up Item Actions for details.
  3. Invite New - opens a popup allowing you to invite someone to enrol as an instructor with your school. See Inviting an Instructor for details.
  4. List Page Information - the list only shows a maximum of 10 items at a time. To move back and forward between pages you can swipe. Swipe left - next page. Swipe right - prev page.
  5. Filter & Sorting Menu - click for filter and sorting options. See Filters & Sorting for more information.

Filters & Sorting

  • Status Filter - filter the sign ups shown in the list based on their processing status. See Sign Up Processing Statuses for more details.
  • Sorting - Select which field you wish to sort by. Select a direction, ascending or descending.

Sign Up Item Actions

  • View - for Open & In Progress sign ups, allows you to review & process the sign up. For Completed sign ups allows you to view the sign up. See Processing for more details.
  • Delete - for Open & In Progress sign ups, deletes the sign up. You will be prompted to confirm the deletion. Once deleted the sign up will no longer be accessible and cannot be recovered.

Processing

You process sign ups to take them from prospects to enrolled instructors.

This process allows you and other admins to efficiently deal with new instructor sign ups. If a prospective instructor requires further communication you can do this as part of the process, leaving the sign up 'In Progress' if you fail to gain contact on your first attempt & optionally adding a follow-up to remind you to attempt again at a later time.

The layout of the popup is different for the Desktop & Mobile interfaces but the functionality remains the same.

View Instructor Signup - Desktop

View Instructor Signup - Desktop

If you wish to change any of the details for this this sign up, you should first take ownership of the record, make any changes as required and hit the save button. This will save the changes you have made, but leave the signup in it's current (In Progress) state.

If you wish to process this sign up and enrol the instructor, you should first take ownership of the record and then click/tap the 'Create Instructor' button. See Sign Up Processing Statuses & Ownership for more details on ownership concepts.

Edit Instructor Signup - Desktop

Edit Instructor Signup - Desktop

  1. Email Address - the instructor's email address - will be used to create their account and allow them to log in one their sign up has been processed.
  2. First Names & Surname - the instructor's name.
  3. DSA ADI Number (optional) - reassures your pupils that your instructor is professional. This will be accessible to pupils once they are signed up.
  4. Address (optional)  - the instructor's home address.
  5. Mobile Telephone (optional)  - the instructor's mobile telephone number. Ideal for making contact if necessary.
  6. Landline Telephone (optional)  - a landline telephone number.
  7. Alternative Email Address - an alternative, backup email address.
  8. Profile (optional) - your instructor's bio. We suggest a short, friendly description of their experience and offering. This will be accessible to pupils once they are signed up.
  9. Car Details (optional) - give new pupils an idea of what they will be driving. This will be accessible to pupils once they are signed up.
  10. Working Hours - see the Instructor Documentation - Working Hours section for more details.
  11. Save - This will save the changes you have made, but leave the signup in it's current (In Progress) state.
  12. Create Instructor- hitting this button will enrol the instructor and create their account.  The instructor will be sent welcome email containing an automatically generated password and log in details.

Follow Ups & Reminders

This feature can be accessed from an instructor sign up record by selecting the 'Follow-ups' tab.

You can add simple follow-up reminders to a sign up, these will send a reminder notification at the chosen time. Notifications are sent as follows:

  • 'In Progress' instructor sign up - reminder notification sent to the owner at the chosen time.
  • 'Open' instructor sign up - reminder notification sent to all School Admins & Office Admins at the chosen time.
  • 'Completed' instructor sign up - no notification sent.
Process Instructor Signup - Follow Ups - Desktop

Process Instructor Signup - Follow Ups - Desktop

  1. Add - adds a new follow up reminder - a simple popup will be shown allowing you select a date and enter actions text.
  2. Follow-up Reminder Item - a summary of a scheduled follow-up reminder.
  3. Delete - deletes the follow-up reminder. You will be asked to confirm this.
  4. Save - This will save the changes you have made, but leave the signup in it's current (In Progress) state.

Notes & File Attachments

You can add notes, including file attachments, to the sign up. Notes will be automatically copied to the new instructor when the sign up is processed.

Process Instructor Signup - Notes - Desktop

Process Instructor Signup - Notes - Desktop

For full information on use of the notes feature please see Notes & File Attachments.