How to convert your contacts to students using new features in RTO KnowHow
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When a lead is converted to an enrollment, the contact can be converted to a student by changing the contact record to a student. Relevant contact details like phone numbers and addresses can then be copied over to the new student record. Additionally, the student can be linked to any relevant workplaces and their information will now be visible under both the Students and Contacts sections for easy access.
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2.
3.
4.
5.
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3.
4.
5.
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2.
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4.
5.
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How to convert your contacts to students using new features in RTO KnowHow
- 1. Converting a contact into a student in RTO KnowHow When you have successfully converted an enquiry into an enrolment you can now convert your CRM ‘contact’ record into a student and instantly merge your existing record to your student management database.
- 2. Log your enquiry or lead as an Opportunity 1. Go to Clients > Opportunities and then ‘Add Opportunity’ 2. Add a New Company and/or a New Contact to enter this persons details into your database.
- 3. Close the opportunity When you find out that this opportunity has been successful: 1. Edit the opportunity (Clients >Opportunities > Edit) 2. Mark as closed and won 3. Click update
- 4. Make your contact into a student To change this contact person to a student: 1. Find the contact record (clients>contacts) 2. Click the Edit icon. 3. Activate the ‘Is Student’ checkbox
- 5. Merge existing contact information Now you can choose to copy relevant contact details into the correct fields in the student record. 1. Scroll down 2. Click the ‘Use Contact’ button next to a phone number or email address to copy from the data you have already entered in this record.
- 6. Merge existing contact information Previously saved address information will automatically display under student ‘Usual Residential Address’. Please note these fields have changed slightly to comply with new requirements for AVETMISS 7 – more information from NCVER: http://www.ncver.edu.au/publications/2556.html You can copy this address into the postal address by checking the box for ‘Same as usual residential address’
- 7. Link this student to relevant workplaces This section now denotes workplaces that are relevant to the student training such as employers, work placement hosts, job seeker centres or AACs. • You can customise the student workplace types under your master lists. • Choose to activate this students records within the employer portal if relevant. • We have now added a notes section here as well to record any other details.
- 8. This person is now a student… 1. Go to Clients > Students 2. Sort your data by clicking on the black column headings or search by student ID, name, group or workplace. 3. Click view or edit to see more details.
- 9. …and a contact person for a company 1. Go to Clients > Contacts 2. Sort your data by clicking on the black column headings or search by contact name. 3. Click view or edit to see more details.
- 10. View student/contact to see related opportunities, companies, enrolments, classes and more!
- 11. Thanks for clicking through Questions? Comments? Email: support@rtoknowhow.com.au