Leads
Keep enquiries from families who might join and move them from first contact to enrolment.
Leads is for owners and admins. It keeps every enquiry from a family that might join the school, so a call or a visit to the front desk is not lost on a sticky note. Teachers who are members of a school do not see it.
Add an enquiry
Under New enquiry, write the Name of the person who asked and at least an Email or a Phone. You can add the learner's age, what they are Interested in, Notes and the date of the Next action, such as a call back. Tick the consent box only when they agreed to be contacted about classes. Add enquiry files it under New.
Enquiries from your site
Your site has an enquiry form at /enquiry, on your Aula address and on your own domain. A family writes their name, an email or a phone, and can add the learner's age, what they are interested in and a message; they must agree to be contacted before they can send it. Each enquiry arrives under New with Came from set to School site, the consent given and their message in Notes. An enquiry sent from an extra site's own domain says that site's name in Came from instead, for example Music Academy website.
To point families at it, add a call to action block to your home page or to a page with /enquiry as its link.
The form takes up to 20 enquiries an hour and 60 a day for your school, and at most 5 an hour from one internet connection, so a single sender cannot fill your hour. A second enquiry from the same email or phone within a day does not add another lead.
Every owner and admin of the school gets an email when a new enquiry arrives from your site, in your school's language, with the family's name, what they are interested in and their message. It links to Leads, where their contact details are. A repeat that adds no lead sends no email, and neither does an enquiry you add yourself.
Work a lead
Leads are grouped by stage: New, Contacted, Trial booked, Enrolled and Lost. Within a stage, leads with a next action come first, soonest first. Open a lead to see its contact details, where it came from, when it arrived and whether consent was given, and to change it:
- Pick another Stage to move it.
- Lost asks for the reason, such as another school or the timetable. Moving the lead back to another stage clears the reason.
- Change the Next action on date or the Notes, then Save.
When a family enrols
When a student or a child takes a seat in a class, every lead under New, Contacted or Trial booked with the same email as their account moves to Enrolled on its own. A child's email is their guardian's, so a parent's enquiry follows the first of their children to take a seat. The lead then shows the Enrolled learner, with a link to their student page.
A lead under Lost stays where it is, and so does a lead already linked to a learner, even if you moved it back to another stage. A lead with only a phone is not matched; move it by hand.
Class trials
When a learner books a trial meeting of a class, every lead under New or Contacted with the same email as their account moves to Trial booked and is linked to the learner.
Under Class trials, below the stages, you find every learner who booked a trial meeting of a class, the newest meeting first. Each line shows the learner, with a link to their student page, the class, the meeting's date and time, with a link to the seat, and how the seat went: Upcoming, Register not taken, Attended, Did not come or Cancelled. Once the family got the follow-up after the meeting, the line says when it was sent.
A learner who then takes a place in the class shows as Enrolled on their own. For the others, pick Declined or No answer once you hear back, or Open to clear it, and Save. If the learner enrols later, the line shows Enrolled whatever you picked.
Three days after a trial meeting the learner attended or missed, if the learner has not enrolled and nobody marked the trial, every owner and admin of the school gets one email about it, in your school's language, linking to Class trials. A trial that was cancelled gets no email, and neither does one whose meeting ended more than 30 days ago.
How long leads are kept
A lead nobody has changed for 12 months is deleted, with its contact details and notes. Saving a lead on the board counts as a change, so leads you are still working stay.
A lead linked to a learner is kept while the learner is. It is part of the data the family downloads from their account, without your notes, and it is deleted when they delete their account.
Coming later
- A person on the team responsible for each lead.