Lead Stages, Custom Stages, and Lead Stage Items
Prospects are categorized into five primary fixed stages: Lead, Admission, Enrolled, Lost, and Rejected. These stages represent the essential statuses needed to track and report on prospective students. They are displayed on the left side of the Prospects List and can be collapsed for a more streamlined view. The percentage for each stage reflects its share of the total number of Prospects.
The Lead Stages Decision Tree is a powerful tool in ampEducator that helps you manage and track Prospects through their entire journey. By mapping out the steps a Prospect must follow, the Decision Tree ensures that they move smoothly through each stage of your admissions process. You can customize the decision tree to define clear paths for Prospects based on their status, such as when to move a Prospect from 'Lead' to 'Admission,' or when additional steps are required.
This tool is essential for maintaining an organized, efficient workflow, as it ensures that your team follows a consistent process for every Prospect. The Decision Tree also provides visibility into where each Prospect is in their journey, helping you quickly identify any bottlenecks or stages that need attention. Customizing the Lead Stages Decision Tree not only streamlines your operations but also ensures that Prospects are managed efficiently, improving conversion rates and overall admissions success.
Custom Lead Stages and the Decision Tree feature in ampEducator allow you to design a tailored workflow for managing your Prospects. By creating Custom Stages, you can map out the specific steps Prospects must follow, ensuring that each Prospect moves through your admissions process in an organized and consistent way. The Decision Tree provides a visual representation of this workflow, making it easy to track progress and ensure that all steps are followed. Admissions Advisors are required to follow the defined path, preventing any steps from being skipped or overlooked.
Deleting Custom Lead Stages in ampEducator is simple, but there are two important steps to follow. First, ensure that no Prospects are currently in the stage you want to delete. Second, reroute your existing Lead Stages to ensure the workflow remains intact without the missing stage. Once these steps are complete, you can easily remove the Custom Lead Stage.
When creating custom Lead Stages in ampEducator, you have the flexibility to add and assign specific Lead Stage Items. These items can be marked as required or not required for Prospects to move forward in their lead stages.
There are several types of tasks you can assign, including:
- Check Box: Indicates a task or requirement has been completed.
- Contract: A digitally signed contract.
- Document: An uploaded document.
- Email: An email sent to the Prospect.
- Form: A completed form (or application).
- Letter: A generated or sent letter.
- Meeting: A booked or completed meeting.
- SMS: A sent text message (SMS).
If a required item is not completed, the Prospect's Stage Status will display as "Not Completed." This helps you easily identify which tasks are pending. Additionally, you can track the overall progress of your Prospects with percentage counts of completed stages and tasks, ensuring you stay on top of their journey through the admissions process.
To view the Stage Status for each Prospect, use the Column Selector in your Prospect List. This allows you to easily monitor each Prospect's progress and ensure they are moving forward through the stages.
You can easily assign Prospects to different Lead Stages by clicking the expansion (+) button next to their name on the main Prospects page. From there, you can choose to move them to the previous stage, next stage, or jump to a fixed stage.
There are three ways to convert a Prospect to a Student:
- From the Main Prospects List: Use the shortcut expansion to either choose the next stage or jump to a fixed stage.
- From the Prospect Profile: Access the Prospect’s profile and enroll them directly.
- Bulk Enrollment: Use the "More Actions" dropdown to bulk enroll multiple Prospects.
Note: Once a Prospect is converted to a Student, they cannot be reverted back to a Prospect. However, converted Students will still be visible under the Prospects tab.
When you click Enroll, you can either manually enter a Student ID or allow ampEducator to auto-assign one based on your customized ID settings. These ID settings can be configured within the Institution Config menu, giving you flexibility in how Student IDs are generated.
When converting Prospects to Students, you can assign custom student statuses. For example, if you designate a status as "Pending," this allows you to easily filter by that status and enroll multiple students in a program or course at the same time.