When managing enquiries, there are certain actions that have to be repeated over and over again. Confirmation emails, phone calls, tasks – if there are things that recur in the process of moving an enquiry through the pipeline, they can be sped up through automation.
Workflow automation in eyenquiries works through settings up Rules, whereby activities (Email, Task, Phone) are triggered by certain actions. For example, by default, when an enquiry is moved into the Visit stage of the pipeline (the trigger) an email template for a booking confirmation is drafted up and can be sent (the activity).
You have the option to Skip an automation event each time it triggers by checking the Skip box.
All of the default automation rules create Email activities, but you can also set up rules where new Tasks or Phone logs are created upon receiving an enquiry, for instance. Do whatever suits your setting.
Rules are the elements that automate your workflow, and they’re simpler than you might think. They work on the basis of cause and effect. In eyenquiries, the cause is known as the trigger, and the effect is the activity. In the top right, click on > ...
In eyenquiries, email templates are an important part of workflow automation. Instead of typing out a new email for every communication, you can use a template, which will fill out certain keywords with information stored in the system. This allows ...
When a parent fills out an enquiry form, the enquiry will automatically appear on your eyenquiries pipeline. To view this enquiry: In the sidebar, go to eyenquiries > Pipeline. The new enquiry should have appeared under Enquiry In. The date of the ...
Once you’ve received payment for an invoice, you can mark it as paid on the system. Go to eyenquiries > Pipeline. Click on a child’s name to bring up their enquiry profile. Click on the unpaid invoice to bring up its details. Under Receive a payment, ...
Sometimes, it's necessary to request payment from parents during the enquiry process, which is why eyenquiries has its own invoicing system. It shares some features with the eymanage invoicing system, but when a child is enrolled, invoice records are ...