New to EnrolHQ Workflows

EnrolHQ Dashboard

When you sign in for the first time this is the default screen. This dashboard will show you an overview of all the recent enquiries, event bookings, applications and offers. Additionally, it presents some stats on where your students are coming from. The format can be moved using the drag-and-drop method to suit each user’s requirements. It is recommended that all users have two (2) monitors when working on EnrolHQ.

It is important to note that the Live Feed shows all recent activity and can be selected according to type.

Contacts

All information about student enquiries and applications is displayed under contacts within the enrolment journey stage they are currently based.

Depending on your Schools’ Enrolment Journey Stages you are able to view as a list and use the filters to drill down. Note that a list you might use regularly can be saved as a bookmark. (there are some standard ones saved there).

Leads

To utilise your reception staff and to reduce interruptions for the Enrolments Team you can provide a Lead form to administration/reception staff to record enquiries for Enrolments to follow up.

Read this article about Lead Forms

Events

Events can be used for Marketing Community or Enrolment stages such as Orientation, Open Day or School Tours.

Read this to see how to create an event

Review

This is a quick overview of the records that have completed an enrolment application and shows what has been completed, what documents are submitted or outstanding and allows you to do a bulk review of applications for multiple records at the time.

Every yes in Medical Conditions or Learning Abilities / Extension Support section will come up with a colour flag.

Interviews

You must add the Interviewers first. Next, set up availabilities (these are the times that the interviewer is available) once you have created one that you are happy with the system allows them to be duplicated and the various criteria changed.

Read this article to see how to setup Interviews

Custom Forms

These are used to replicate previously manual forms that are required at different stages of the Enrolment Journey, for example, photo and video permission form, Medical Details, Asthma Plan, Boarding Form or any other that you currently have in place. They are generally used in conjunction with automations.

Read this article to see how to create Custom Forms

Reports

*Currently being updated*

Transactions – finance – can be exported as per your configuration choice

Intelligence – monthly comparison by year – selection and export available

Conversion – can be selected by all the criteria as well as event (no export)

Student Status Conversion – select by the top – cumulative or not (no export)

Predictor – needs to be configured as required (generates a XLS/CSV)

Comments – lists comments against students (useful tool for follow up)

Tasks – shows tasks that need to be completed and to whom they are allocated

Register Interest Duplicates – this should be used to merge duplicate family enquiries

Custom Form Submits – need to spend a bit more time understanding this

Email tracking – should be reviewed regularly to chase invalid emails

Email Settings

Templates – these are the automated email templates that are used as part of the Enrolment Journey.

Most are not changed by EnrolHQ users after the initial standard setup has been approved – when conditions change or new  terms and conditions are needed some of these templates may need to be updated.

Any email template can be directed to an alternative email address.

Read this article to see how to create Email Templates

Custom templates are created for information requests or updates required to be sent by the department. They can include but are not limited to reminders, updated information in the enrolment journey and requests for additional information. These email’s cannot be unsubscribed.

Marketing emails can be unsubscribed as is a legal requirement. Note that emails from Marketing are usually invitation style emails.

To create templates more effecitvely you can use Tags, here is a link to the Common Tags

SMS

This is an option for schools who wish to communicate with parents via SMS.

Automations

This is a tool to send automatic follow-up emails or reminders to parents at various times, they can be configured as required and used for such things as sending an eBirthday card for future students, reminders for an upcoming event or follow-up after an incomplete application.

Custom Form submissions can be directed to a specific recipient using automations. These must be linked to an email template with the recipient’s email address.

Read this article about using Automations

Parent Dashboard

The setup for the Enrolment Dashboard can be customised under the main menu > Parent Dashboard

There are 3 different formats, Video’s Downloads and Announcements.

Settings

All information that needs to be configured for your school is done within settings. Generally, this would only be reviewed on an annual basis. If fees and conditions have changed they have to be updated here.

User Management

All authorised users for the system are maintained here.

API Docs

This is documentation required for your IT department for systems integration.

Parent Links

These are used for your website and within your email templates.

Support

All customers will create a login for support tickets for assistance, however we encourage you to use the Training videos and Knowledgebase to familiarise yourself with the various different parts of the EnrolHQ experience.