Sales team
Working an enquiry
Every enquiry opens as one page about the student: who they are, where the enquiry stands, and everything said to them. This guide tours it panel by panel, then follows a salesperson through a typical day.
ForSales staffSchool owner
Who they are and where they stand
Open Enquiry Management › My Enquiries and click a student's name, or View. On a laptop the student is on the left and the conversation on the right; on a phone the two stack.
The card at the top left shows the student's name and country. Two panels under it say where the enquiry stands.
- Status draws the pipeline as a track: New, Contacted, Follow up, Proposal and Enrolled. A line under it explains, such as Nobody has replied yet., and says when it arrived.
- Score is a ring out of 100, built from five details the student gave. Its legend shows what each one added, and which they left out. See Statuses & follow-ups.
Next come their email, phone, the course they asked about, and any dates, joining month or room they chose. Tap the phone number to call them.
If their form named a course in their own words, click Link course, pick it in Which course is this? and click Link course. Later enquiries using the same words get that course by themselves.
Learned something since, such as an email or their dates? Click Edit details, make the change and click Save changes. How they first got in touch stays as it was.
Details, and moving it along
The Details card holds the facts about the enquiry. A row appears only when there is something to show.
| Row | What it tells you |
|---|---|
| Source | Where it came from, such as Mini website or WhatsApp, and which of your forms if it came through one. |
| Capture | Auto if it arrived by itself, Manual if a colleague typed it in. |
| Claimed by | Who took it from New Enquiry, and when. It stays the same if the enquiry is handed on. |
| Assigned to | Who holds it now. The owner can change it here. |
| Received | When it arrived. |
| Follow-up | The next follow-up date, in red with (Overdue) once it has passed. |
| Replied in | Minutes from arrival to your team's first message or call. |
| Reason | Why it was closed. |
Below it, From the form lists any extra answers your own form sent. Tracking shows the UTM tags of the link they came from.
While the enquiry is open, Move it along records its stage after you speak to them. Click Contacted, Follow up or Proposal sent; these buttons send nothing to the student.
If they are not going ahead, choose a reason under Close this lead…: Lost, Not interested, Duplicate or Spam.
Conversations and the log
On the right, What to do with this enquiry is a three-step guide: reply, record conversations, then update the enquiry.
Conversations has a line for each channel: Email, WhatsApp when your plan has it, and YogaTribex chat. Each line sums up that channel, such as how many messages are unread.
Click Open in Inbox on a line to read and answer there; the YogaTribex chat has Start chat or Continue chat. All writing to the student happens in the Inbox.
Once a fee has been quoted, Payment progress shows what they have paid, what remains and the total. Each payment request is listed under it with its state, such as Awaiting payment or Paid.
The Communication Log starts with their enquiry, then lists calls, meetings, team notes and payment notes, newest at the bottom. Email, WhatsApp and chat messages stay in the Inbox.
Calls with their number on the CallPulse phone app arrive in the log by themselves. To add any other call or meeting, use Record something that happened elsewhere:
Step 1: Say who reached whom
Choose We contacted them or They contacted us.
Step 2: Pick how
Choose Phone, WhatsApp, Email or In person.
Step 3: Record it
Type a summary in What was said, click Record, then Yes, record it.
Enrol the student
When they are ready to book, click Enrol under their contact details, then Yes, enroll. The Enroll Student form opens on the course, dates and room they asked for.
Check the batch, room and fee, click Enroll Student, then Yes, enroll student. The enquiry becomes Converted.
If they pay an advance you asked for, they are enrolled on the terms you sent. Enquiry to enrolment covers both ways.
A typical day
Step 1: Claim new enquiries
Open Enquiry Management › New Enquiry. Read what each one sent with the page icon, View form data, then click Claim and Yes, claim it.
- A salesperson can claim five a day. See Assigning enquiries.
Step 2: Reply or call
Open each one from My Enquiries. Write to them from the Inbox, or call from a phone with the CallPulse app.
- The first message or answered call moves a New enquiry to Contacted by itself.
Step 3: Record what happened
Add any call or meeting outside YogaTribex under Record something that happened elsewhere.
Step 4: Set the stage and the next step
Under Move it along, click Follow up or Proposal sent. Leave a team note in the Inbox saying what comes next, such as a call on Friday.
Step 5: Ask for the advance
When they want to book, open their conversation in the Inbox and choose ⋮ › Payment on the Email or WhatsApp tab. See Payments.
Step 6: Enrol them
When the advance is paid, they are enrolled on the terms you sent. To enrol them yourself, click Enrol on the enquiry page.
