Sales team
Statuses & follow-ups
Each enquiry has one status that tells your team where it stands. Some changes happen by themselves; the rest take one click on the enquiry page.
ForSales staffSchool owner
Every status
An enquiry is open while it is New, Contacted, Follow up or Proposal sent. It ends as Converted, or is closed as Not interested, Lost, Duplicate or Spam.
| Status | What it means | How it gets there |
|---|---|---|
| New | Nobody on your team has spoken to them yet. | Enquiries that arrive by themselves start here. A closed enquiry can be reopened to it. |
| Contacted | Someone on your team has reached them. | By itself, with your first message or answered call, or by hand. |
| Follow up | You are waiting to speak to them again. | By hand. |
| Proposal sent | You have sent them a proposal and are waiting for their answer. | By hand. |
| Converted | They enrolled. It is locked and never changes. | By itself, when they are enrolled. |
| Not interested | They have decided not to come. | Closed by hand, with a reason. |
| Lost | The enquiry was lost, for example to another school. | Closed by hand, with a reason. |
| Duplicate | Another enquiry is already about the same person. | Closed by hand. |
| Spam | Not a real enquiry. | Closed by hand. |
An enquiry you add yourself can start at any open status. On the enquiry page the track shows Converted as Enrolled, and the status menu says Following up for Follow up.
What moves by itself
A New enquiry becomes Contacted the first time someone on your team reaches the student. Any of these counts:
- An email, YogaTribex chat message, WhatsApp message or WhatsApp template you send.
- A payment request sent by email or WhatsApp.
- A call or meeting recorded as We contacted them.
- An answered call you make from a phone with the CallPulse app.
Automatic messages, such as the thank-you a new enquiry receives, do not count. Nor do the student's own messages, team notes, or claiming the enquiry.
That first contact is also timed. Replied in on the enquiry page, and the reply times in Reports, are measured from it.
An enquiry becomes Converted when the student is enrolled: by you, or by paying an advance you asked for by email or WhatsApp.
Change it by hand
Move an open enquiry along from either of two places. Nothing is sent to the student.
Step 1: Use the enquiry page
Under Move it along, click Contacted, Follow up or Proposal sent.
Step 2: Or use your list
In My Enquiries, click the coloured status on a row and pick from Lead status. In the Inbox, the same menu is under ⋮ › Status.
A salesperson changes the status of the enquiries they hold. The owner can change any of them, from Everyone on My Enquiries.
Close an enquiry
Close an enquiry that is not going ahead from its own page, so the reason stays with it.
Step 1: Open the close menu
On the enquiry page, open Close this lead… at the foot of Move it along.
Step 2: Choose why
Pick Lost, Not interested, Duplicate or Spam. A box headed Close this lead? opens.
Step 3: Give the reason
Type the Reason, then click Close lead. The button waits until there is a reason.
The track turns grey, the reason shows in Details, and any follow-up date is cleared. Move it along and Enrol disappear until it is reopened.
To reopen one, find it in My Enquiries under its chip, such as Lost, or under All. Open the row's status and pick New or Contacted, the only two a closed enquiry can return to.
The score
The score is a rough guide to how promising an enquiry is, from 10 to 100. It is worked out once, when the enquiry arrives, from what the student told you.
| Part | Points | Counted when they gave |
|---|---|---|
| Starting score | 10 | Every enquiry starts here. |
| Course | +30 | A course, even in their own words. |
| Month | +20 | A joining month, or preferred dates on an enquiry you add yourself. |
| Phone | +15 | A phone number. |
| Room | +10 | A room choice. |
| Message | +15 | A message. |
A visitor who pays an advance online on your mini-website arrives at 100, shown as Advance paid online. Editing an enquiry later does not change its score.
My Enquiries lists the highest scores first, while New Enquiry lists the newest first. There, a score is green from 70 and amber from 40.
Follow-up dates
A follow-up date is the day you promised to get back to someone. You set it when you add an enquiry yourself.
Step 1: Open the form
Open Enquiry Management › New Enquiry and click Add enquiry.
Step 2: Pick the date
Under Follow-up, choose a Next follow-up date, or click Tomorrow, In 3 days or Next week.
Step 3: Save the enquiry
Fill in the rest and click Save enquiry. The new enquiry opens, with the date in Details as Follow-up.
Once the date has passed, it turns red and reads (Overdue). While the status is Follow up, the line under the track also says when it is due.
The bell at the top of the screen shows a card such as 2 follow-ups due. It counts every open enquiry at your school whose date is today or earlier.
Closing or enrolling an enquiry clears its date. Adding an enquiry yourself covers the rest of that form.
