From this module you can manage your relationship with your prospective customers efficiently and easily. This module helps you to record information about your potential clients in the first contact and use that information to generate leads (potential clients) and converts leads to formal students.
To understand this, follow the instructions below:

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15.1 Leads Home (View Leads/Modify Leads/Delete Leads)

From this menu you can view all your existing leads (potential clients), create new leads and convert those leads to formal students.
15.1.1 Once you have logged in to RTOmanager Local, click CRM>Leads Home. By default list of all existing leads will be displayed as shown in figure 15.1a.

Figure 15.1a
15.1.2 Now, to modify the details of the lead click icon in figure 15.1a. A new window opens up to allow you to enter/edit your lead details as shown in figure 15.1b. You can also edit lead details by clicking icon but it does not allow you to edit in a new window.


Figure 15.1b
15.1.3 Modify any details in figure 15.1b as per your need and click to save the changes.
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To delete the leads simply select the lead by ticking the check box and click icon in figure 15.1a.

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15.1.1 Add New Lead

From this menu you can add new leads. To do this, follow the instructions below:
15.1.1.1 Once you have logged in to RTOmanager Local,
Click CRM>Leads Home. By default list of all existing leads will be displayed as shown in figure 15.1.1a.

Figure 15.1.1a
15.1.1.2 Click icon as indicated by red box in figure 15.1.1a. You will go to the Leads Detail page as shown in figure 15.1.1b.

Figure 15.1.1b
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Please remember that you must first create Marketing Event (refer to section 15.3 Account/Marketing Event), Lead Source (refer to section 15.4 Set Up), carreer interest then only they become visible while creating leads.
15.1.1.3 Enter all the details of the leads (as collected from the student) as shown in figure 15.1.1b and click . Your recently added leads will be visible as shown in figure 15.1.1c.

Figure 15.1.1c

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15.1.3 Bulk Email

From this menu you can send bulk emails to more than one leads in a single click.
To do this, follow the instructions below:
15.1.3.1 Once you have logged in to RTOmanager Local,
Click CRM>Leads Home. By default list of all existing leads will be displayed as shown in figure 15.1.3a.

Figure 15.1.3a
15.1.3.2 Select the leads to whom you want to send email by ticking the check box . Figure 15.1.3a should now appear as shown in figure 15.1.3b.

Figure 15.1.3b
15.1.3.3 After selecting your desired leads, click icon as indicated by red box in above figure 15.1.3b. Mail body appears on the screen where you can type the subject of the mail and its message as shown in figure 15.1.3c.

Figure 15.1.3c
15.1.3.4 Select the email template from the drop down menu (if any) and type in the content of the email as shown in figure 15.1.3c. (If you have any pre-defined template then as soon as you select the template it will automatically bring all the related information of an email)
15.1.3.5 Once you are satisfied with the mail message, click . Your message will be forwarded to all the leads selected. In figure 15.1.3d please note that icon indicates successful whereas icon indicate unsuccessful recipient.

Figure 15.1.3d

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15.1.4 Convert Leads

From this menu once all the formal procedures are completed you will be converting your leads in to formal participants/clients.
To do this, follow the instructions below:
15.1.4.1 Once you have logged in to RTOmanager Local,
Click CRM>Leads Home. By default list of all existing leads will be displayed as shown in figure 15.1.4a

Figure 15.1.4a
15.1.4.2 Click icon or (to convert Test Lead) marked by red box in figure 15.1.4a. You will go to the Lead Profile Page as shown in figure 15.1.4b.

Figure 15.1.4b
15.1.4.3 Finally click icon in figure 15.1.4b. You will go to the Convert Lead to Student Page as shown in figure 15.1.4c.
Please Note: You can add a 'New Activity' for this current lead by clicking as shown above in figure 15.1.4b (This will allow you to track and keep note of all activates you do for this lead, such as phone call, email and book appointment etc.
You can also 'Disqualify Lead' by clicking as shown above in figure 15.1.4b. (This will allow you to disqualify a lead if lost or the applicant is no longer interested.)

Figure 15.1.4c
15.1.4.4 Enter/select all the necessary information as shown in figure 15.1.4c and when you are done click . You will be prompted for 2 options as shown in figure 15.1.4d. (You can either create an offer or directly convert it to student)

Figure 15.1.4d
15.1.4.5 in this scenario, select and click . Your potential lead (Test Lead) has now been converted to offer. This means you should first generate an offer, approve the offer and then you can convert it to a student. To do this, click Enroll on the main menu as shown in figure 15.1.4e.

Figure 15.1.4e
15.1.4.6 Find the relevant offer of Rob Stewart by searching it as shown in figure 15.1.4f.

Figure 15.1.4f
15.1.4.7 Click in figure 15.1.4f. Rob Stewart unapproved application will be displayed as shown in figure 15.1.4g.

Figure 15.1.4g
15.1.4.8 Select the application by ticking the check box and click icon in figure 15.1.4g to approve the application. (You may preview or edit the application before approving it by clicking the icons or respectively). You will be directed to Email Offer letter to Client page as shown in figure 15.1.4h.

Figure 15.1.4h
15.1.4.9 Type the content of the offer acceptance as shown in figure 15.1.4h and click . To convert the student you can now follow the steps in section 8.2.3 Approve Application and Generate Student ID.

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15.1.5 Apply Advanced Filter

From this menu you can search/find your leads quickly and specifically as per your requirement.
To do this, follow the instructions below:
15.1.5.1 Once you have logged in to RTOmanager Local,
Click CRM>Leads Home. By default list of all existing leads will be displayed as shown in figure 15.1.5a

Figure 15.1.5a
15.1.5.2 Click icon in figure 15.1.5a. Advanced filter window will appear as shown in figure 15.1.5b.


Figure 15.1.5b
15.1.5.3 Select the check box and relevant filter details in figure 15.1.5b. Figure 15.1.5b should now appear as shown in figure 15.1.5c.

Figure 15.1.5c
Note: For simplicity only one search criteria is selected in figure 15.1.5c.
15.1.5.4 Finally click . Your leads satisfying the above criteria will be displayed as shown in figure 15.1.5d.

Figure 15.1.5d

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15.1.6 Bulk SMS

From this menu you can send bulk SMS to more than one leads in a single click.
To do this, follow the instructions below:
15.1.6.1 Once you have logged in to RTOmanager Local,
Click CRM>Leads Home. By default list of all existing leads will be displayed as shown in figure 15.1.6a.

Figure 15.1.6a
15.1.6.2 Select the leads to whom you want to send SMS by ticking the check box . Figure 15.1.6a should now appear as shown in figure 15.1.6b.

Figure 15.1.6b
15.1.6.3 After selecting your desired leads, click icon as indicated by red box in above figure 15.1.6b. SMS Notification Action appears on the screen where you can type the SMS message text as shown in figure 15.1.6c

Figure 15.1.6c
15.1.6.4 Select the SMS template from the drop down menu (if any) and type in the content of the SMS message text as shown in figure 15.1.6c. (If you have any pre-defined template then as soon as you select the template it will automatically bring all the related information of the SMS Text Message)
15.1.6.5 Once you are satisfied with the SMS Text message, click . Your SMS text message will be forwarded to all the leads selected. In figure 15.1.3d please note that icon indicates successful whereas icon indicate unsuccessful recipient.

15.1.7 Export Lead Data to (Excel)

You can export all lead data information to excel format by simply clicking on this icon as shown below marked by red box in figure 15.1.7a

Figure 15.1.7a

15.2 Monthly Target

From this menu you can assign target for your staff to count on performance of your staff and the business as a whole. Assigning a target of 20 to any of your staff means that, that staff is supposed to enroll (bring) 20 new participants to the college.
To do this, follow the instructions below:
15.2.1 Once you have logged in to RTOmanager Local,
Click CRM>Monthly Target. You will go to the Manage and Set-Up Monthly Target page as shown in figure 15.2a.

Figure 15.2a
15.2.2 Assign target for the selected employees in figure 15.2a. Figure 15.2a should now appear as shown in figure 15.2b.

Figure 15.2b
15.2.3 Finally click in figure 15.2b. Monthly target will be assigned to you selected Staff (for e.g. Poppy Teacher) as shown in figure 15.2c.

Figure 15.2c
You can also edit/delete any 'Monthly Target' in the list by simply clicking on these icons.

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15.3 Marketing Campaign

From this menu you can create Marketing Events for your RTO. Marketing Events actually refers to any activity/event where your intention is to attract new clients to increase your participant/client base. It can also simply be put as your marketing effort to attract clients. To advertise and promote their product and services, RTOs normally arrange events like road show, student conference etc.
15.3.1 Once you have logged in to RTOmanager local,
Click CRM> Marketing Campaign. You will go to the Marketing Campaign page as shown in figure 15.3a.

Figure 15.3a
15.3.2 Click icon as indicated by red arrow shown above in figure 15.3a.You will go to the Campaign page as shown below in figure 15.3b.

Figure 15.3b
15.3.3 Enter all the relevant information about your upcoming marketing event as shown in figure 15.3b.
15.3.4 Finally click . Recently added marketing event will appear as shown in figure 15.3c.

Figure 15.3c
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To edit/delete marketing event just click / icons in figure 15.3c. To view or manage leads click icon in figure 15.3c. Please remember that unless you create marketing event from this menu, it won't be visible in drop down menu in section 15.1.1 Add New Lead.

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15.4 Set Up

From this menu you will be creating Lead source and Career Interest which is used in creating leads. Please remember that unless you create Lead source and career interest from this menu, they will not be visible in the drop down menu while creating leads in section 15.1.1 Add New Lead.

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15.4.1 Lead Source

From this menu you can create lead sources like web, student referral, road shows etc. which will be populated in the drop down menu while creating leads. This literally means the source of your leads.
To do this, follow the instructions below:
15.4.1.1 Once you have logged in to RTOmanager Local,
Click CRM>Set Up. By default you will go to the Manage Lead Source page as shown in figure 15.4.1a.

Figure 15.4.1a
15.4.1.2 Enter the new lead source (for e.g. Phone) in figure 15.4.1a. Figure 15.4.1a should now appear as shown in figure 15.4.1b.

Figure 15.4.1b
15.4.1.3 Finally click . Recently added lead source will be displayed as shown in figure 15.4.1c.

Figure 15.4.1c
Note: You can also delete any lead source by simply clicking on the delete icon as shown above in figure 15.4.1c.

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15.4.2 Career Interest

From this menu you can create career interests like accounting, IT, Cookery etc. which will be populated in the drop down menu while creating leads.
To do this, follow the instructions below
15.4.2.1 Once you have logged in to RTOmanager Local,
Click CRM>Set Up>Career Interest. You will go to the Manage Career Interest page as shown in figure 15.4.2a.

Figure 15.4.2a
15.4.2.2 Enter Career Interest value in figure 15.4.2a. After entering the value, figure 15.4.2a should now appear as shown in figure 15.4.2b.

Figure 15.4.2b
15.4.2.3 Finally click . Recently added career interest will be displayed as shown in figure 15.4.2c.

Figure 15.4.2c
Note: You can also delete any 'Career Interest' value from the list by simply clicking on the delete icon as shown above in figure 15.4.2c.
You can set also the 'Career Interest' value as inactive by simply clicking on the lock icon as shown above in figure 15.4.2c (To re active just simply click on the icon again and a tick will appear in the box under the 'Active' section.

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15.4.3 Leads Status

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From this menu you will create Leads status like Not in contact, Converted etc. which will be populated in the drop down menu while creating leads. Unless you create them here, you will not be able to select while creating leads.
To do this, follow the instructions below:
15.4.3.1 Once you have logged in to RTOmanager Local,
Click CRM>Set Up>Leads Status. You will go to the Manage Lead Status page as shown in figure 15.4.3a.

Figure 15.4.3a
15.4.3.2 Enter the lead status you want to create for e.g. not in contact in figure 15.4.3a. Figure 15.4.3a should now appear as shown in figure 15.4.3b.

Figure 15.4.3b
15.4.3.3 Finally click . Newly created lead status will appear in the list as shown in figure 15.4.3c.

Figure 15.4.3c
Note: You can also delete any new 'Lead Status' by simply clicking on the delete icon as shown above in figure 15.4.3c

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15.4.4 Delivery Type

From this menu you will create Delivery Type like Class room, online, full time etc which will be populated in the drop down menu while creating leads. You will select delivery type while creating leads to record whether student (leads) wanted to go for online courses, class room based courses etc. Unless you create them here, you will not be able to select them while creating leads.
To do this, follow the instructions below:
15.4.4.1 Once you have logged in to RTOmanager Local,
Click CRM>Set Up>Delivery Type. You will go to the Manage Delivery Type page as shown in figure 15.4.4a.

Figure 15.4.4a
15.4.4.2 Enter the Delivery Type you want to create for e.g. Distance Learning in figure 15.4.4a. Figure 15.4.4a should now appear as shown in figure 15.4.4b.

Figure 15.4.4b
15.4.4.3 Finally click . Newly created Delivery Type will appear in the list as shown in figure 15.4.4c.

Figure 15.4.4c
Note: You can delete any 'Delivery Type' from the list by simply clicking on the delete icon as shown above in figure 15.4.4c

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15.4.5 Delivery Location

From this menu you will create Delivery Location which will be populated in the drop down menu while creating leads. You will select delivery location while creating leads to record in which campus/suburb the student is interested to study. Unless you create them here, you will not be able to select them while creating leads.
To do this, follow the instructions below:
15.4.5.1 Once you have logged in to RTOmanager Local,
Click CRM>Set Up>Delivery Location. You will go to the Manage Delivery Location page as shown in figure 15.4.5a.

Figure 15.4.5a
15.4.5.2 Enter the Delivery Location you want to create for e.g. NSW Surry Hills in figure 15.4.5a. Figure 15.4.5a should now appear as shown in figure 15.4.5b.

Figure 15.4.5b
15.4.5.3 Finally click . Newly created Delivery Location will appear in the list as shown in figure 15.4.5c.

Figure 15.4.5c
Note: You can delete any 'Delivery Location' from the list by simply clicking on the delete icon as shown above in figure 15.4.4c

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15.4.6 Course Subject

From this menu you will create Course Subject which will be populated in the drop down menu while creating leads. You will select Course Subject while creating leads to record which course the student is interested to study. Unless you create them here, you will not be able to select them while creating leads.
To do this, follow the instructions below:
15.4.6.1 Once you have logged in to RTOmanager Local,
Click CRM>Set Up>Course Subject. You will go to the Manage Course Subject page as shown in figure 15.4.6a.

Figure 15.4.6a
15.4.6.2 Enter the Course Subject you want to create for e.g. Back Office Management in figure 15.4.6a. Figure 15.4.6a should now appear as shown in figure 15.4.6b.

Figure 15.4.6b
15.4.6.3 Finally click . Newly created Course Subject will appear in the list as shown in figure 15.4.6c.


Figure 15.4.6c
Note: You can delete any 'Course Subject' from the list by simply clicking on the delete icon as shown above in figure 15.4.4c

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15.4.7 Preferred Contact Method

From this menu you will create preferred contact method which will be populated in the drop down menu while creating leads. You will select preferred contact method while creating leads to record the student's preference of contact for e.g. email, fax, phone, mobile etc. Unless you create them here, you will not be able to select them while creating leads.
To do this, follow the instructions below:
15.4.7.1 Once you have logged in to RTOmanager Local,
Click CRM>Set Up>Preferred Contact Method. You will go to the Manage Preferred Contact Method page as shown in figure 15.4.7a.

Figure 15.4.7a
15.4.7.2 Enter the preferred contact method you want to create for e.g. Mobile in figure 15.4.7a. Figure 15.4.7a should now appear as shown in figure 15.4.7b.

Figure 15.4.7b
15.4.7.3 Finally click . Newly created preferred contact method will appear in the list as shown in figure 15.4.7c.

Figure 15.4.7c
Note: You can delete any 'Preferred Contact Method' from the list by simply clicking on the delete icon as shown above in figure 15.4.4c

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15.4.8 Rating

From this menu you will create Rating for your leads in terms of how important is the lead for the business for e.g. Hot, Warm Cold etc. These will be populated in the Rating drop down menu while creating leads. Unless you create the Rating here, it won't be visible in the drop down menu while creating the leads.
To do this, follow the instructions below:
15.4.8.1 Click CRM>Set Up>Rating as shown in figure below.

Figure 15.4.8a
15.4.8.2 Enter the Rating you want to create for e.g. confirmed in figure 15.4.8a. Figure 18.7.8a should now appear as in figure 18.7.8b.

Figure 15.4.8b
15.4.8.3Finally click in figure 15.4.8b. Recently added Rating will appear in the list as shown in figure 15.4.8c.

Figure 15.4.8c
Note: You can delete the Rating by clicking icon in figure 15.4.8c. Icon will allow you to set Rating as default value. Just click icon to make the rating in figure 15.4.8c as your default value.

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15.4.9 Know From

From this menu you will create Know From for your leads which actually appear as How did you find out about us while creating Leads. For e.g. Internet, Word of mouth, Advertisement etc. These will be populated under how you found out about us drop down menu while creating leads. Unless you create the Know From here, it won't be visible in the drop down menu while creating the leads.
To do this, follow the instructions below:
15.4.9.1Click CRM>Setup>Know From as shown in figure below.

Figure 15.4.9a
15.4.9.2 Enter the Know From value you want to create for e.g. Student Referral in figure 15.4.9a. Figure 15.4.9a should now appear as in figure 15.4.9b.

Figure 15.4.9b
15.4.9.3Finally click in figure 15.4.9b. Recently added Know From will appear in the list as shown in figure 15.4.9c.

Figure 15.4.9c
Note: You can delete the Rating by clicking icon in figure 15.4.8c.

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15.5 Activity

From this menu you can create activity for the leads. Activity refers to any activities like follow up, phone call, fax made to the leads in regards to promoting your service/products. You can only create activities for the existing leads.
To understand this, follow the instructions below:
15.5.1 Once you have logged in to RTOmanager Local,
Click CRM>Activity. You will go to the Activity Management page as shown in figure 15.5a.

Figure 15.5a
15.5.2 Supply all the necessary information for an activity for any lead for e.g. Test Lead in figure 15.5a. After entering all the information, figure 15.5a should now appear as shown in figure 15.5b.

Figure 15.5b
15.5.3 Finally click . Recently added Activity will be displayed in figure 15.5c.

Figure 15.5c
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To update the existing activity just click icon in figure 15.5c and update as per your requirement. To delete the activity click .

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15.6 Assign Staff

From this menu you will assign your staff to different location/venue as required.
To do this, follow the instructions below:
15.6.1 Once you have logged in to RTOmanger Local,
Click CRM>Assign Staff. You will go to the Assign Staff to Location page as shown in figure 15.6a.

Figure 15.6a
15.6.2 Select the relevant location from the drop down menu for each staff in figure 15.6a. After selection, figure 15.6a should appear as shown in figure 15.6b.

Figure 15.6b
15.6.3 Finally click icon in figure 15.6b to assign staff to selection location.

Figure 15.6c