Learn about configuring your Student Profiles
Students: Profile, Emails and Documents
Storing your client data is one of the most time consuming, yet necessary, tasks your team will do. Here is an overview of the most important items that will help you stay organized, efficient and productive.
When first entering the ‘Students’ section, you will be taken to the dashboard. Here, you can find an Overview of some key sales info for your students and clients.
Students & Leads – Hover over each section to view a tool tip explaining the stat. Expand the data view for each section by clicking ‘Show Details’. You can slo filter the data by Office.
Pending & Lost Outcome – Related to visa expiry date, any expirations coming up in the next 2 weeks, will appear automatically here as ‘pending tasks’
Students recently assigned to you – As is explains, it is just that – with some filtering options of pipelines, status, and dates.
The other tabs – Arrivals, Visa Expiring, and Course Ending – each display default data that fall under the respective category.
*The data categories appearing here are defaults and cannot be modified. For an expanded function of reviewing specific data, use the Reports feature to pull spreadsheets about various data points.
When viewing your Students in active pipelines, you can switch between kanban (pipeline) and list view.
Visually, the kanban view is ideal for understanding your pipeline as a whole, and quickly picking out students by stages. You can click and drag cards into other pipeline stages for quick updates.
The list view is more versatile for data analysis. You can do things like filter and change the columns in this view. The listed filter and column options are pre-optimized and fixed.
Pro Tip: If you do not see the students that you expect to see in a specific pipeline, check the filtering options to make adjustments. Some key points that vastly change what you see are: student assignment, office, and visa expiry date:
From the list view, you can also select several student records to batch edit pipeline, status, or counsellor assignment:
In either view, click on the Student name or ID to be taken to the specific profile view.
As a quick overview of related items and activities for each profile, the ‘Summary’ page of each student will display information on some key areas (fixed display):
Pipeline – Where the client is in the sales process (pipeline) they are assigned to.
Bookings – Current bookings for the client and the status of them.
Quick Stats – Depending on the information that is stored, this section displays key data for a quick overview that may be related to immediate action items; things like visa expiry date, heat level, open tasks and course dates.
About (Info) – This section displays some quick info to identify the Student and make some quick updates when needed. Available for quick update are fields like: pipeline and stage, birthdate, status, email and phone. All of these fields are also available in the ‘Information’ section to edit.
Extra Information – If the student you are viewing meets the criteria for any custom fields (pipeline, and status), they will be displayed here and can be edited. Fields custom created for your forms that do not match any default fields, also appear in this section.
Form Responses – When this student has completed any of your forms, the information they submitted will display here. Any corresponding default fields will be updated (or not) according to your form rules. Read more about Forms.
Notes – Track the history of the profile, and store a record of actions taken. Email, Call, and Text Message records, will qualify as a ‘Last Updated’ action. Completing tasks and adding general notes, will simply just be recorded here, with a date and time stamp.
CRM – Fields relating to client data and where they are in your sales process. These are typical ‘CRM’ type fields.
Personal and Education – Specific to education travel, here you have fields relating to study bookings. Aside from the basic personal data (email phone, etc), you can enter on/offshore info and education history.
Passport, Visa, Insurance, Flight, Immigration – Store data relating to the client travels, as each respective section states.
Bank Accounts – Store the bank account data to use when recording payments for this student. These options appear to be selected for payments. The data is stored here only, and used for internal purposes (students and providers will not see this).
Family – Enter family contact information for insurance and/or emergency purposes.
GDPR Settings – Indicate the standard legal basis for storing the student/client data.
Quotes, Sales and Accounting
From the student profile, you can add a new Quotes, Invoices, and record Payments.
Covered in much more detail in respective articles, the Quotes, Sales, and Accounting areas all relate to student records for these actions. To learn more goto:
> Course Search and Student Quotes
> Sales, Payments and Invoices
On Recruit you can store unlimited documents, relating to your students. You can either:
- Upload your own documents to store (available to attach on emails)
- Request specific documents from your Student via the portal (including sample documents)
All email correspondence is stored here. Optimized for quick
For a full explanation of Email and how they are synchronized and stored in the Student Profile, check out these articles:
Create and manage tasks for any of your students and clients. Simple and functional – tasks on Recruit follow a fairly standard setup – due date, assignment, and type. All of your created tasks can also be viewed in a calendar style.
You can create tasks from both the Tasks page or the Student Profile page.
Task creation is also available as an action event for Automations, and can be auto-created and assigned based on other triggers in Recruit. Read more about how to setup Automations in the Marketing articles.
NEXT: Student Communications