Processing & Managing Pupil Sign Ups

To manage your school's pupil 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 'Pupil 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 instructors & 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 Status & Ownership

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

Open

Sign Ups begin in this state. When a prospective pupil requests sign up with your school the newly created sign up item will have this status.

Process Sign Up - Status - Open

Process Sign Up - Status - Open

Any School Admin or Office Admin can view the sign up item and take ownership. 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 owning 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 owning user can process the sign up and enrol the requester as a new pupil. Only one user can lock 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 pupil enrolled the sign up's status will automatically change to 'Completed'.

The owner can surrender ownership at any time. This will return the sign up item to the 'Open' status and allow other users to take ownership.

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

Process Sign Up - Status - Owned by Other User, Can Take Ownership

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

Completed

Any sign up which has been processed and the new pupil 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 pupil's name or preferred instructor name. The list will change as you type.
  2. Open/In Progress/Completed Filter - filter the sign ups shown in the list based on their processing status. See Sign Up Processing Statuses  for more details.
  3. Column Headers - some can be clicked to sort the list based on the contents of the column.
  4. Sign Up Item, Wants Call Back - 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.
  5. Sign Up Item, No Call Back, Preferred Instructor - 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.
  8. School Sign Up Link - a link you can provide to your prospective pupils to allow them to sign up. See Sign Up Links - Generic School Link for more details.

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. School Sign Up Link - a link you can provide to your prospective pupils to allow them to sign up. See Sign Up Links - Generic School Link for more details.
  2. Search - search for sign ups by prospective pupil's name or preferred instructor name. Enter your search terms and tap the spyglass button to filter the list.
  3. Sign Up Item - tap to show a menu with various options for a particular sign up. See Sign Up Item Actions 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

  • Open/In Progress/Completed 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 pupils, with an assigned instructor and optionally an initial lesson booked.

This process allows you and other admins to allocate blocks of time each day/week to dealing with new pupil sign ups. If a prospective pupil has requested a call back to discuss their needs further 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 different for the Desktop & Mobile interfaces but the functionality remains the same.

Overview

The first step is simply concerned with providing an overview of the details entered by the prospective pupil. See How Pupils Sign Up for details of how sign up is initiated by a prospective pupil.

Process Pupil Signup - Step 1 - Desktop

Process Pupil Signup - Step 1 - Desktop

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

This will take you to the next step:

Amend Details

This step allows you to amend and add to the details entered by the prospective pupil.

If you make further contact with the pupil, such as for a call back, you can use this step to record any amendments and additional information discussed. If the prospective pupil did not provide sufficient information when they initially filled in the form, we recommend you use this as an opportunity to obtain as much information as required.

Process Pupil Signup - Step 2 - Desktop

Process Pupil Signup - Step 2 - Desktop

  1. Email Address - the pupil's email address - will be used to create their account and allow them to log in one their sign up has been processed. See Processing & Managing Pupil Sign Ups for more details.
  2. First Names & Surname - the pupil's first name.
  3. Date of Birth - the pupil's date of birth. Will show a date chooser popup.
  4. Address (optional)  - the pupil's home address.
  5. Mobile Telephone (optional)  - the pupil's mobile telephone number. Ideal for making a call back if required or necessary.
  6. Driving Licence Number (optional) - if the entered this can help to save you administrative time.
  7. Theory Test Pass Date (optional) - if the entered this can help to save you administrative time.
  8. Previous Experience - the initial content of this area is automatically generated based on the information entered by the pupil during sign up. You can add to this based on further communication with the pupil, for example when performing a call back. This information will be automatically added to the pupil's profile when they are signed up.
  9. Notes - the initial content of this area is automatically generated based on the information entered by the pupil during sign up. You can add to this based on further communication with the pupil, for example when performing a call back. This information will be automatically added to the pupil's profile when they are signed up.
  10. Availability - the pupil may have indicated when they are normally available for lessons. This is used in the next step to advise on allocation of a suitable instructor. These times are also automatically added to the pupil's profile when they are signed up. See Pupil Availability for more details.
  11. Default Booking Type - the default lesson booking type. This will be used when a pupil requests a lesson and when booking a lesson for this pupil using the diary to set the initial lesson type. This information will be automatically added to the pupil's profile when they are signed up.
  12. Default Hourly Rate - the default hourly rate used when paying for lessons. This is the rate at which pupil direct payments for lessons will be made. This information will be automatically added to the pupil's profile when they are signed up.
  13. Send Message To Sign Up - allows you to send an email to the prospective pupil.
  14. Save & Close - this will save any changes you have made and close the popup.This will not create and assign the pupil.

Create Pupil & Assign to Instructor

This final step allows you assign the pupil to an instructor and enrol them as an active pupil.

Desktop

Process Pupil Signup - Step 3 - Desktop

Process Pupil Signup - Step 3 - Desktop

  1. Search - search for active instructors by name. The list will change as you type.
  2. Referring Instructor/Preferred Instructor - the name of the referring instructor if the sign up was made using an instructor specific link or the name of the pupils's preferred instructor (if any) if the sign up was made using the generic school link. Click to search for the instructor in the list. See Sign Up Links for more details on the use of sign up links.
  3. Instructor Item.
  4. Active Pupils for Instructor - the number of active pupils currently assigned to this instructor. Allows you to make an informed decision when allocating this pupil. You can sort the results list by this column by clicking the column header.
  5. Availability - shows the match between an instructor's working hours and the pupil's availability. The higher the percentage the greater the overlap of working hours and availability. See Pupil Availability for more details. You can sort the results list by this column by clicking the column header.
  6. Assign - toggle this to assign the pupil to this instructor once sign up is complete.
  7. Instructor Actions - enabling you to view various instructor details.
  8. Save & Close - this will save any changes you have made and close the popup. This will not create and assign the pupil.
  9. Create & Assign Pupil - click this to create the pupil and assign them to the chosen instructor. You may be presented with some additional choices when you do this, see Completion for more details. The pupil will be sent welcome email containing an automatically generated password and log in details.

Mobile

Process Pupil Signup - Step 3 - Mobile

Process Pupil Signup - Step 3 - Mobile

  1. Search - search for active instructors by name. Enter your search terms and tap the spyglass button to filter the list.
  2. Referring Instructor/Preferred Instructor - the name of the referring instructor if the sign up was made using an instructor specific link or the name of the pupils's preferred instructor (if any) if the sign up was made using the generic school link. Tapto search for the instructor in the list. See Sign Up Links for more details on the use of sign up links.
  3. Instructor Item.
  4. Active Pupils for Instructor - the number of active pupils currently assigned to this instructor. Allows you to make an informed decision when allocating this pupil.
  5. Availability - shows the match between an instructor's working hours and the pupil's availability. The higher the percentage the greater the overlap of working hours and availability. See Pupil Availability for more details.
  6. Assign - toggle this to assign the pupil to this instructor once sign up is complete.
  7. Create & Assign Pupil - click this to create the pupil and assign them to the chosen instructor. You may be presented with some additional choices when you do this, see Completion for more details.

Completion

Once you have successfully created & assigned the pupil you will be presented with one or more choices, which can vary depending on various school level settings.

Pupil Referral Fee

If the instructor you assigned the pupil to is set up with a franchise and has a pupil referral fee defined you will be presented with the following:

Process Pupil Signup - Confirm Referral Fee Popup

Process Pupil Signup - Confirm Referral Fee Popup

You can choose to charge a referral fee, in which case a new referral item will be added to their franchise invoice or you can choose to waive the fee. Generally if you have found the pupil thorough your school's marketing and administrative efforts you will want to charge a referral fee.

See Managing Franchisees for more details about setting up franchises for your instructors and using pupil referral fees.

First Lesson

You will be presented with the following:

Process Pupil Signup - Confirm First Booking Popup

Process Pupil Signup - Confirm First Booking Popup

You can choose to close the popup and return to the pupil sign ups list or proceed to the instructor's diary to book the pupil's first lesson.

If you choose to proceed to the instructors diary you will be taken to the diary page:

Process Pupil Signup - First Booking - Diary

Process Pupil Signup - First Booking - Diary

The diary view will be loaded for the instructor to which you have assigned the pupil. When booking a lesson the instructor and new pupil will be selected by default in the booking popup.

Follow Ups & Reminders

This feature can be accessed from a pupil 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' pupil sign up - reminder notification sent to the owner at the chosen time.
  • 'Open' pupil sign up - reminder notification sent to all School Admins & Office Admins at the chosen time.
  • 'Completed' pupil sign up - no notification sent.
Process Pupil Signup - Follow Ups - Desktop

Process Pupil 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.

If the 'Automatically Schedule a Callback Reminder' option is set within the school's sign up settings and the prospective pupil requested a callback then a follow-up will automatically be scheduled for the requested callback time. See Settings for more detail.

You can also view open follow-ups for all sign ups from the 'Open Follow Ups' tab on the main Sign Ups page. Menu > Sign Ups > Open Follow-Ups.

Notes & File Attachments

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

Process Pupil Signup - Notes - Desktop

Process Pupil Signup - Notes - Desktop

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

Note: You must use the save button below the list otherwise any changes you make here will be lost.