EnrolHQ comes built-in with an Interview system to enable you to assign future students to interviewers and let the parents book the interviews based on the interviewers’ availabilities. Once you have set up all the interviewers’ availabilities and assigned students profiles to them, you can bulk email parents to tell them to log in to their parent dashboards and they will have an ‘Outstanding Task’ to ‘Book An Interview’.
On the day of the interview, you can download a 1 page PDF with all the key details about the student and write notes on it (rather than typing notes at a computer during the interview). You can upload the notes back to the Student Profile OR have an admin staff type the notes in if you want them stored in searchable/exportable format.
Interviews can be scheduled when student profiles are in the ‘Principal Review’ stage of enrolment.
Next you will be setting up the locations where interviews are held. Depending on who the interviewer is, whether it’s held in Junior School or Senior School, there will be different locations for interviews. Go to Settings → Locations. You can create a by giving it a Name, ‘Hint Text’ which would include instructions on how to get there (e.g “sign-in as visitors at reception first”) and you can upload a PDF map here which will be attached in any Interview Booking confirmation emails sent to the parent.
Finally, to create an availability for a particular interviewer, they (or their personal assistant) will need to log-in to EnrolHQ and go to Interview → Availability. Here you can add ‘Interview Availabilities by following these steps:
If you are available on multiple days, you will need to create each days’ availability separately for example 9am to 2pm on Monday is a separate availability to 10am to 4pm on Tuesday.
Once interview availabilities with interviewers, locations and priorities have been set-up, you can now assign student profiles to the interviewer. This will enable the parents of the future student profile to book an interview through their Parent Dashboard.
To assign students, go to the Reports → Principal’s Review screen. Remember, that to be considered for an interview, the student profile must be in the Enrolment status (submitted an enrolment form and paid the application for enrolment fee) and passed ‘Enrolment Review’ which is the review step where the admissions team and finance team checks the application and accompanying documentation is correct from a clerical standpoint and that a payment has been reconciled.
You will need to apply the appropriate filters and the bulk select the student profiles. Then in the corner click on ‘Bulk Actions’ and click on ‘Assign Interviewer’. A modal window will pop-up allowing you to choose who the interviewer is (they must be added as a user of EnrolHQ so they can receive email notifications and iCal calendar files) and also the priority that the students belong to.
The interview booking system is a ‘smart scheduler’, it will try to keep all interview bookings adjacent to each other so that interviewers don’t end up with gaps. It does this by offering a limited number of choices to each parent on any particular day and starts by offering the adjacent spots to previous bookings first.