Managing parent visits

Managing parent visits


When an enquiry's information has been added to the eyenquiries pipeline, you gain the ability to book and track parent visits to the nursery through the eyenquiries system. Visit confirmations are sent to the parent's recorded email address, while on the system, visits are listed on the enquiry profile and appear on the Branch Calendar. You're also able to track visit attendances, cancellations, and no-shows.

Booking visits

Booking a parent visit through the pipeline

  1. Go to eyenquiries > Pipeline.
  2. Drag and drop an enquiry into the Visit stage.
  3. Fill in visit details in the pop-up window.
  4. Click Save.
  5. Assuming no changes have been made to default email automation settings, a pop-up will appear with an email template to the parent, confirming the booking. You will have the option to edit the email, or choose a different email template under Select Template.
  6. Click Submit if you want to send the email. Cancelling will still add the visit.

Booking a parent visit through an enquiry profile

  1. Got to eyenquiries > Pipeline.
  2. Click on a child’s name to bring up their enquiry profile. 
  3. Click on the  icon next to Visits.
  4. Fill in visit details in the pop-up window.
  5. Click Save.
  6. Assuming no changes have been made to default email automation settings, a pop-up will appear with an email template to the parent, confirming the booking. You will have the option to edit the email, or choose a different email template under Select Template.
  7. Click Submit if you want to send the email. Cancelling will still add the visit.
Info
Upcoming visits are shown in the Visits and Upcoming Activities sections of the candidate profile, and in the Branch Calendar.
​

Rescheduling visits

  1. Go to eyenquiries > Pipeline.
  2. Click on a child’s name to bring up their enquiry profile.
  3. You can see a list of visits under the Visits section on the right. 
  4. Click on  next to a scheduled visit to bring up a drop-down menu.
  5. Click on Re-Schedule.
  6. Select a new date and time for the visit in the Visit Date and Visit Time fields.
  7. Click Save.

Changing a visit's status

After a visit has been scheduled, you're assign them statuses depending on if they've been Attended, Cancelled, or if you had a No Show. All of these options will retain a record of the visit on the enquiry profile. If you don't want the record to exist, you can Delete the visit entirely.

Marking a visit as Attended

  1. Go to eyenquiries > Pipeline.
  2. Click on a child’s name to bring up their enquiry profile.
  3. You can see a list of visits under the Visits section on the right. 
  4. Click on  next to a scheduled visit to bring up a drop-down menu.
  5. Click on Attended 
  6. In the pop-up window, click Save to mark the visit as attended in the profile and the calendar.
OR
  1. Go to eyenquiries > Pipeline.
  2. Drag and drop the enquiry into the Post-Visit Follow Up stage.
  3. In the pop-up, make sure Mark Scheduled Visit as Attended has been checked.
  4. Click Save.
Warning
You cannot drop an enquiry into this stage if there is no record of upcoming or past visits.

Marking a visit as No Show

  1. Go to eyenquiries > Pipeline.
  2. Click on a child’s name to bring up their enquiry profile.
  3. You can see a list of visits under the Visits section on the right. 
  4. Click on  next to a scheduled visit to bring up a drop-down menu.
  5. Click on No Show.
  6. In the pop-up window, click Save to mark the visit as a no show in the profile and the calendar.

Marking a visit as Cancelled

  1. Go to eyenquiries > Pipeline.
  2. Click on a child’s name to bring up their enquiry profile.
  3. You can see a list of visits under the Visits section on the right. 
  4. Click on  next to a scheduled visit to bring up a drop-down menu.
  5. Click on Cancel.
  6. In the pop-up window, click on the Cancelled By field to select whether this visit was cancelled by a parent, or by the nursery.
  7. Click on the Cancellation Reason field to choose a reason for the cancellation. New cancellation reasons can be added in Global Settings.
  8. Click Save to mark the visit as cancelled in the profile and the calendar.

Deleting a visit

  1. Go to eyenquiries > Pipeline.
  2. Click on a child’s name to bring up their enquiry profile.
  3. You can see a list of visits under the Visits section on the right. 
  4. Click on  next to a scheduled visit to bring up a drop-down menu.
  5. Click on Delete.
  6. Type DELETE into the pop-up window.
  7. Click Delete.

    • Related Articles

    • Workflow automation in eyenquiries

      Introduction 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 ...

    • Using the calendar with eyenquiries

      eyenquiries uses the system’s Branch Calendar, which is shared with eymanage. This makes it easier to plan visits around other events in the nursery. From the sidebar, click on the Branch Calendar . Check eyenquiries from the list just left of the ...

    • Editing cancellation reasons for visits

      When marking a visit as cancelled on eyenquiries, you're prompted to select a reason for the cancellation from a list. You're given the choice between several standard reasons by default, but you can edit them, or add your own, by going to Global ...

    • Notification settings on eyenquiries

      On eyenquiries, you can edit which users receive notifications, and which actions they receive notifications for. For example, you may set it up so that both eyenquiries Admin and eyenquiries Standard roles receive notifications for enquiries, but ...

    • Customising gender identity in eyenquiries

      You can customise what options appear in the Gender Identity field of the enquiry profile through settings. In the top right, click on > Global Settings. Click on eyenquiries in the sidebar. Go to Child Profiles > Gender Identity. Click on the icon ...