Sales team
Inbox replies
The Inbox is where your team reads and answers every student, whichever way they wrote. Each person is one row, with a tab for every channel they use.
ForSales staffSchool owner
The layout
Open Inbox under Main in the menu. People are listed on the left and the open conversation is on the right; a phone shows one at a time.
| Tab | What it lists |
|---|---|
| Open | Every conversation your team has not closed. |
| Mine | Open conversations with students assigned to you. |
| New | Open conversations where the student wrote last and is waiting for an answer. |
| Closed | Conversations your team has closed. |
Channel chips under the tabs narrow the list, Unread shows only unread ones, and the search finds a name, email address or phone number.
Each row shows the newest message, a coloured dot per channel, who holds the student and an unread count. New number marks a WhatsApp number nobody had on file.
Unknown sender is an email from an address no enquiry has. Open it and choose ⋮ › Link with enquiry, or New enquiry to make one.
A person opens with a tab for each channel they use. Their header shows who holds them and, once a fee is quoted, how much they have paid.
The channels it brings together
| Channel | Status | What arrives |
|---|---|---|
| YogaTribex chat | Live | Messages from students with a YogaTribex account, such as mini-website enquirers and enrolled students. |
| Live | Your emails to students, and their replies. | |
| Live | Messages to your school's own WhatsApp Business number, once it is connected. | |
| Facebook Messenger | Coming soon | Messages to your Facebook Page. |
| Coming soon | Direct messages to your Instagram account. |
The Inbox needs the Sales pipeline feature in your plan, and WhatsApp needs WhatsApp. Connecting each channel is covered in Enquiries on WhatsApp and Enquiries by email.
Phone calls are not in the Inbox. They are on the enquiry's Communication Log and in Call Logs.
Reply to a student
Step 1: Open the person
Click their row. The conversation opens on the channel of the latest message.
Step 2: Pick the channel
Click the tab to answer on, such as YogaTribex, WhatsApp or Email.
Step 3: Write and send
Type in the box at the bottom and send. Quick replies, the lightning button, puts a saved answer in the box, filled in with their details, for you to change first.
The Email tab can start a New subject and include their enquiry details. With no YogaTribex chat yet, that tab offers a first message and Start chat.
Owners and salespeople can reply by default; a Viewer reads only. Even then, only the colleague holding the enquiry, or whoever assigns enquiries, can write to that student.
Others see who holds it where the reply box would be, such as With Riya. If nobody holds it, a salesperson sees Not claimed yet and can click Claim.
The owner assigns a student from ⋮ › Details, under Assigned to, or with Assign… on the strip Nobody has this enquiry yet. See Assigning enquiries.
Team notes and closing
Team notes are for your colleagues and never reach the student.
Step 1: Open the details
Click ⋮ at the top right of the conversation, then Details. Contact details slides in from the right.
Step 2: Add the note
Under Team notes, type in Add a note for the team… and click Add note.
Each note also appears on the enquiry's Communication Log, and cannot be edited or removed.
Close a conversation once it is done: choose ⋮ › Close, then Close conversation. It leaves everyone's Open list, nothing is deleted, and it comes back by itself when they write again.
Closing does not change the enquiry's status. To bring one back yourself, find it under Closed and choose ⋮ › Reopen.
WhatsApp templates
WhatsApp lets a business write first only with a template Meta has approved. Within 24 hours of the student's last message you can write anything; after that, a template again.
Step 1: Start with a template
On the WhatsApp tab, click Send a template. In a chat already under way, choose ⋮ › Send template.
Step 2: Choose and fill it
Pick one under Template. Its fields fill in from the student's record; fill any that are still blank.
Step 3: Send it
Click Send. When they reply, the 24 hours start again.
To make a template, open Setup › WhatsApp templates. Owners, salespeople and Config Managers can create them by default.
Step 1: Write it
Click Create template. Fill in Template name, Language code and Category, then the Body; Insert field adds details such as their name.
Step 2: Submit it
Click Submit for approval. Its Meta status reads pending until Meta decides.
Step 3: Check the answer
Click Check with Meta. An approved template can be sent; a rejected one shows Meta's reason, and Submit again sends it back.
Check with Meta also brings in templates made in Meta's own WhatsApp Manager.
Payment requests and alerts
To ask for money from a conversation, choose ⋮ › Payment on the Email or WhatsApp tab. Before enrolment it opens Send advance payment, which works out the fee; afterwards, Ask for a payment.
Set the amount, check the message and send it. Once the advance is paid, the student is enrolled on the terms you sent; see Payments.
The YogaTribex tab has its own Payment button, and Send details, which sends the student their enquiry as a card.
When a message arrives while you are elsewhere in YogaTribex, a popup appears with a sound. A WhatsApp popup lets you reply from it.
An email or WhatsApp message for an enquiry someone holds alerts that colleague, and WhatsApp alerts the owners too. Other messages alert everyone who can see them.
Every alert also stays in the bell. The number beside Inbox in the menu counts open conversations with unread messages.
The owner chooses the sound in Setup › Chat notifications: click Preview to hear each one, pick one and click Save sound. It applies to the whole team.
