Relationships and alumni
From the first enquiry to the alumni years, with consents kept.
Records and admission
Enquiries and campaigns
Before anybody applies, somebody asks. Wise Ed takes the question wherever it is asked — on the school’s website, at the desk, at an education fair — puts it on one page per person, gives it to an admissions counsellor and reminds her when to call back. When the person applies, the application already knows where they came from.
- A form hosted by Wise Ed, or pasted into the school’s own website
- Every enquiry to a counsellor within a minute, by the school’s rule
- Campaigns that say how many enquiries and applications they brought
- Part of the relationships module: switched on with it
What it does
- The web enquiry form, two ways. A page Wise Ed hosts, reached by a link, or the same form in a frame on the school’s own website — the office copies the embed code from the form’s settings and names the websites allowed to show it.
- The school decides what it asks. Name and e-mail always; phone, country, programme of interest, intake year, how they heard of the school and a message each required, optional or left out. The introduction, the thank-you text and the consent wording in any of the office’s thirteen languages.
- Consents are ticked by the enquirer, each one dated and kept as evidence, with the school’s privacy notice linked. A double opt-in is one switch: the enquiry then waits for the link in a confirmation e-mail.
- The same e-mail is the same person. A second enquiry from an address the school already has becomes a new entry on that person’s timeline, not a second person.
- Walk-ins in one small form. The student who comes to the desk is entered in seconds, as a walk-in, looked after by the counsellor at the desk; an e-mail or phone number already known is asked about — “add this to the person who has it?” — never refused.
- Campaigns: the education fair, the open day, the autumn social campaign. Each has a code its links carry, so every enquiry through that link is filed under the campaign. The list shows how many people each brought, how many of them applied, and — where a cost was entered — the cost per enquiry.
- One screen for the form, with the link to the hosted page, a link per running campaign, the embed code and a preview — and what the last seven days brought: new people, enquiries added to people already there, those waiting for their confirmation, and those turned away. The department the school chooses is told of each new enquiry.
Admissions counsellors
A counsellor is a role of its own on the Roles screen. Only the people who hold it are offered when somebody is to look after an enquiry; where the school has one counsellor, the form simply names her.
- Assigned by the school’s rule: off (enquiries wait in the Unassigned list), in turn among the counsellors, or in turn among the counsellors listed for the programme the person is interested in. An enquiry from the web form has its counsellor within a minute.
- Reassigning is one action for one person or many, to another counsellor or back to the list — always with a reason, kept beside who did it and when.
- Follow-ups land where she looks: in the office’s work queue, and once a day, at the school’s hour, one list per counsellor of everything due today or overdue — in her inbox and by e-mail, if the school switches the morning list on.
- When the person applies, the application shows their counsellor and campaign, and the person’s page in Relationships and alumni carries on from there.
From the first question to the application
Somebody asks
On the school’s website, through a campaign’s link, by phone, or at the desk.
A page for the person
With the source, the campaign, the programme of interest, the message and the consents — and the counsellor the school’s rule gave it to.
The counsellor answers
Every call, e-mail and meeting on the person’s timeline, with the next follow-up dated. The stage — in contact, came to an open day, applied — is the school’s own list.
The person applies
The application is linked to the person; from enrolment on they are a student, with their history kept.
The management sees it
Insights follows every prospect from the first enquiry through contact, application and acceptance to enrolment — per source, campaign and counsellor, and the open enquiries nobody has contacted for too long.
Protections, and who sees what
- No robot fills the form unnoticed: limits per address and per school per hour, a hidden field only robots fill, a minimum time to fill it in, and every form usable once. Each refusal is a plain sentence to the enquirer and a line the office can read, with the reason.
- The enquirer’s internet address is never stored — only a fingerprint of it, emptied after 30 days.
- Nothing changes until the office switches it on. The form is off by default and has a preview; switching it on without a privacy notice is asked, not refused.
- Counsellors and clerks see the people their role opens, a campus-limited clerk only her campus, and every opening of a person’s page is logged.
Questions about enquiries and campaigns
Do we need our own website for the form?
No. The hosted page works with a link alone — on a poster, in a newsletter, behind a QR code at a fair. Where the school has a website, the same form can be embedded in it.
Can enquiries arrive from other systems too?
Yes. The public API and Zapier create or update a person in the CRM, as a lead — see Integrations.
Is the counsellor role required?
No. Without counsellors the enquiries wait in the Unassigned list for whoever works on them, as before; the rule is the school’s setting.
What does the enquirer get?
A thank-you in the language of the form, and — with the double opt-in — a confirmation e-mail first. Nobody is told whether the school already knew their address.
Works with
Each module works on its own. These are the ones it does more with.
Admission and enrolment
Calls, applications, ranking, the online enrolment form and certificates.
Messages
Direct and department messages, announcements, alerts and text messages.
Insights
An overview for the management, admissions from the first enquiry, exams, workload and early warning.
Integrations
Public API, Zapier, webhooks, Moodle and LTI, Microsoft sign-in, accounting.
See Wise Ed on your own school
Book an online presentation. We will walk through how your student office works today and show you the same job in Wise Ed — with your programmes, not a demonstration dataset.