Processing & Managing Pupil Sign Ups

To manage your pupil sign ups, you can select the ‘Pupil Sign Ups’ item from the menu:

This will take you through to the sign ups list which provides you with access to all of your pupil sign ups.

Managing

The sign ups feature has been designed to ensure that you can 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 three available statuses in order as they progress from initial contact to becoming an active pupil:

Initial

New sign ups made using your unique instructor link will be automatically assigned to you and marked as in progress.

Any School Admin or Office Admin can view the sign up item and take ownership. Once they do this you will be unable to take ownership of or process the sign up. You will need to contact your school admin if you wish them to surrender ownership.

In Progress

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

Process Sign Up - Status - Owned by You

Process Sign Up - Status - Owned by You

Process Sign Up - Status - Owned by Other User, Cannot Take Ownership

Process Sign Up - Status - Owned by Other User, Cannot Take Ownership

The owning user can process the sign up and enrol the requester as a new pupil. Only one user can own a sign up at any given time, other users cannot make any changes, only view the item. 

If the sign up is owned by an administrator you will be unable to take ownership of or process the sign up. You will need to contact your school admin if you wish them to surrender ownership.

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

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 Open/In Progress/Completed filter to show sign ups in other states too.

Pupil Sign Ups List - Desktop

Pupil Sign Ups List - Desktop

  1. Search - search for sign ups by prospective pupil's 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 - 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. Unique-to-you Sign Up Link - a link you can provide to your prospective pupils to allow them to sign up. See Sign Up Links 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 not longer be accessible and cannot be recovered.
  • Send Message to Sign Up - a quick way to send a message to a prospective pupil.

Mobile

By default the list only shows your open (unprocessed) sign ups, but you can use the Open/In Progress/Completed filter to show sign ups in other states too. Simply tap the 'Filter' action.

Pupil Sign Ups List - Mobile

Pupil Sign Ups List - Mobile

  1. Unique-to-you Sign Up Link - a link you can provide to your prospective pupils to allow them to sign up. See Sign Up Links for more details.
  2. Search - search for sign ups by prospective pupil's 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.
  • Send Message to Sign Up - a quick way to send a message to a prospective pupil.

Processing

You process sign ups to take them from prospects to enrolled pupils and optionally an initial lesson booked.

This process allows you 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.

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. These times are 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.
  15. Create & Assign Pupil - click this to create the pupil and assign them to yourself. 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.

Completion

Once you have successfully created & assigned your pupil 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 your diary to book the pupil's first lesson.

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

Process Pupil Signup - First Booking - Diary

Process Pupil Signup - First Booking - Diary

When booking a lesson the 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:

  • 'Open' & 'In Progress' pupil sign ups - no notification sent.
  • '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 your 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.

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

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