In addition to our full application workflows, MySchool has introduced an enquiry phase which works in tandem to the application process. The enquiry form is designed to facilitate the first steps of your application process.
In the application list page (flow_management.php), we have introduced a second tab to list the enquiries as they are received. Normal applications still apply using the school url /apply. Now you can build an enquiry form and use yourschool url with /enquiry.
Open the enquiry form by clicking on configuration located in the bottom right corner of the enquiry list tab. A slide over allows the admissions team to configure a simple enquiry form for potential applicants.
The enquiry is built with basic default fields, and schools can customise the heading on the open text comment box. In the above example this is shown as 'How can we help with your enquiry?. Users fill out the enquiry form and submit. It will then appear in your enquiry list page.
Enquiries can be made for multiple students on the same form. once they are transitioned to an application this will create your family and attach the student applicant as siblings.
Configure the form and automated mails
The link is automatically generated, and this should be placed on your schools own website or open online forum. The content field label is the header, and additional information will appear as a sub header to the comment box.
Two automated notification emails can be configured in this enquiry phase. Firstly an internal mail can be sent to a distribution user group (probably an admissions or enrolment team) to notify them of a newly submitted enquiry. The second is an external mail to the enquirer confirming their interest. Both can be personalised using replacement tags, and rich text options.
Click on the blue submitter name in the enquiry list. This will open an enquiry information slide over screen. Here you can view the details of the request collected via the enquiry form. Choose the status from Not processed, Active enquiry, or Closed. This will help filter the enquiries on the list page.
The team dealing with the enquiries can log notes/actions within the history section of the enquiry form. Select Add entry. As the enquirer does not have a MySchool profile, you must manage the contact via your schools email service.
Announcements cannot be used as no submitter profile is created on your MySchool system.
Transferring enquiries into applications
If you have finished with the enquiry phase and wish to transition the applicant into your configured admissions workflow then either select the blue icon or select upgrade. This will open a new slide over panel, where you can determine which of the admission workflows is best suited for the applicant. You can also send a template email confirming the users of the next steps.
Step 1: The system will search the enquirers email within your system. If it is not a duplicate it will create a guardian user profile and attach it to the newly created student with the selected relationship. If it detects that the enquirer already has a profile, it will create the new student profile and attach the existing guardian profile instead.
Step 2: Select the workflow from you admissions module. You must have a workflow that is active and set up in order to transition the enquiry to an application.
Check to make sure your workflow is applicable to the current year and is open to applicants.
Step 3: Edit the message, and then upgrade. the enquirer now becomes the submitter, and will log onto MySchool as a normal user. They will start at the first step in your workflow. All further contact will be recorded with your applicants list.
Step 4: You can set the enquiry status to be closed in the enquiry list.