How to Use Contacts and Waitlists (Maximise)

How to Use Contacts and Waitlists (Maximise)

Overview

We're excited to introduce a new feature called Contacts and Waitlists to our Student Management System. This feature is designed to streamline the process of managing individuals who are not yet enrolled as students but have shown interest in joining specific groups that are not currently open for enrolment.

Note: This exclusive feature is only available for Maximise Package subscribers. Unlock the full potential of your SMS with the Maximise Package. To upgrade your plan and access this feature, please contact support@eskilled.com.au.

Key Features:

  1. Distinct from Company Contacts: It's important to note that Contacts are separate from Company Contacts. Contacts are specifically for individuals who may become future students or are interested in joining groups.
  2. Recording Interest: Contacts allow you to record individuals who have expressed interest in joining groups that are not currently open for enrolment.
  3. Waitlist Management: For groups that are not open for enrolment but allow a "Waitlist," Contacts provide a way to manage those who are waiting to join.

Before you begin:
  1. To maximise the use of this feature, we recommend that you are familiar with the following topics:
    1. Groups (Adding Student Groups/Intakes in the SMS) 
    2. Email Templates (Setting Up Email Templates in the SMS)
    3. Custom Fields (Adding Custom SMS Fields)

How to Add Contacts?

Step Tutorial
  1. Login to your SMS and go to the Contacts Page then click the Add button


  2. This will open a Details tab with fields similar to the Students' fields. Fill these up then click the Save button once done.


Important
  1. Users can add, edit and delete Contacts in the Contacts page similar to Students page.
  2. Details tab has a similar layout to that of the Students page with General Information and Additional Information section. Additionally, Custom fields can be added to the Details tab.
  3. For Enterprise Clients, AVETMISS Fields will be displayed under the AVETMISS section for Contacts. This section appears after the General Information section.

  4. After adding a Contact, a tab called "Waitlist" is shown beside the Details tab for each Contact.


How to Add Contact to Waitlist?

Step Tutorial
  1. Login to your SMS and go to the Contacts Page
  2. Search for your contact in the dropdown list
  3. Go to the Waitlist tab
  4. Click Add
  5. Select your Student Group in the dropdown list
  6. Click Save

Refer to the image below for steps 1 to 5



Important

Conditions for a Group/Intake to Accept Waitlisted Contacts

  1. To enable the Waitlist toggle for a Group, all conditions below must be TRUE in Schedule page > Student Group/Intake (and Programs > Program Instances):
    1. Conditions for Group to be eligible for waitlist:
      1. The Group must be Active.
      2. If the related Program Instance type is 'Intake' instead of 'Dynamic', the Group Start Date must be a future date.
      3. The Group setting for Available on Enrolment Form is toggled ON.
      4. The related Program Instance setting for Accepting Enrolments is toggled ON.
      5. The Group setting Auto-remove must be set to either Max students only or Max Students or date.

        Refer to the image below for conditions 1-5. Note that Condition #5 is found in the Enrolment Form tab of the related Program Instance
  1. When a group cannot be waitlisted, the Waitlist toggle label will be disabled and display “This group is not available for Waitlisting”

Key changes to Groups/Intakes when Waitlist is enabled

  1. A new dropdown labelled Waitlist Email Template will display beside Waitlist toggle. This is the email that will be sent to all Contacts on the Waitlist for this group when the Group becomes available for enrolment.
    1. Email Templates with Type = Waitlist will display as options under the Waitlist Email Template.
      1. If there is no set Email Template but there is a Default Waitlist Template set, an Information box will show explaining this.




    2. Waitlist Form dropdown will also display. Options for this drop down come from the Form Creator page (More details on this later on).
      1. Links will also show beside the Waitlist Form dropdown when there is a selected Waitlist Form. Otherwise, the link buttons will not display. These links are used, similar to External Enrolment, with one being an iframe link and one being a direct link.
    3. Users can also add/delete Contacts in the Group Waitlist section.

      1. Add Contact button can be used to add existing contacts from the Contact page to the Group Waitlist.
      2. Similarly, Add Student button can be used to add existing students to the Group Waitlist and will also add that student to the Contacts page.

How to Add a Waitlist Email Template?

Step Tutorial
  1. Go to the Templates Page under the Administration Section.
  2. Open the Email Templates tab.
  3. Click on Add.

    For steps 1 to 3, refer to the image below


  4. Fill up the usual fields and select Waitlist as the Email Type.
  5. Users can set any Waitlist Template to be the Default Template. Only one Waitlist Email Template can be set as Default.
  6. Use the Dynamic Fields to personalise your email. Do not forget to add the Enrolment Link field to help the student enrol to the correct program and group.
  7. Once complete, click Save.

    For steps 1 to 7, refer to the image below:

Important

Waitlist Email Features

  1. When a Student Group is ready for enrolment, an email will be automatically sent to all waitlisted contacts. A service runs daily at 10 AM AEST to send this email, provided the following conditions are met:
    1. Waitlist email has not yet been sent to that Contact.
    2. The Group is Active, has Waitlist set to Yes and has Available for Enrolment set to Yes.
    3. Related Program Instance > Enrolment has Accepting Enrolment set to Yes.
  2. Contacts who received the Waitlist Email can now enrol to the related Group and Program Instance via the External Enrolment Form.
    1. Sample Email Contacts will receive for Waitlist


    2. If a Group has a set maximum number of students enabled, it will only accept student up to the number of set maximum students. 
      1. Contacts who fail to join the group by enrolling will stay in the waitlist until a slot opens which will still be on a first come, first serve basis.
  3. If a Default waitlist email template exists and a new Waitlist Email Template is saved as the Default, the new template will replace the existing template.
  4. Dynamic fields for Waitlist Emails are the following:
    1. Enrolment Link – External Enrolment link to be sent to Contacts for enrolling in the related Group. Only available for Email Templates Type = Waitlist.
    2. Group Name – New Dynamic field that will display the name of the Student Groups/Intake. It can be used by all Email Template Types.
    3. Program Instance
    4. Program name
    5. Contact Email
    6. Contact Mobile Number
    7. Contact Name
    8. Contact Surname

Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to us via email at support@eskilled.com.au

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