1.4.7 Prospect Profile

1.4.7 Prospect Profile Getting Started Checklist:

1. Adding Prospects to ampEducator
2. Creating & Using Custom Fields
3. Assigning Location, Recruiter & Agents.
4. Managing Consent - Opt In/Out Status
5. Assigning Lead Sources, Interested In & Tags.
6. Tracking International Prospects and Fee Class
7. Prospect Notes
8. Prospect Contracts
9. Prospect Documents
10. Prospect Forms
11. Prospect Groups
12. Generating Custom Reports

There are 4 subsections to Prospects; Profile, Activity and Communications. Within these sections there are related functions that you may or may not use, but any data collected in the Prospect record will carry over to Students once you have changed the Prospect to Enrolled under Status. You can still search for the Prospect once they have been Enrolled but this will actually show you the Student Profile when clicked. We will attempt to cover the most commonly used functions in Prospects and we encourage you to explore our more detailed Guides section once you have learned the basics - if you have any questions please submit a Ticket.

1. Adding Prospects to ampEducator

There are several ways that Prospects can be added to the Prospect section. When adding a New Prospect, once you have completed the quick entry modal window fields and clicked Add, you will be redirected to the the Prospect Profile and the Details Menu. However, you can also Import Prospects, Connect Webforms to add Prospects from websites and use ampEducator Forms Tool to create Forms such as Application Form to submit Prospects. ampEducator also has an API that can be used to submit Prospects from other third party applications.

Regardless of method used to add the Prospect there are many fields that can be populated. These fields are separated into common submenus that can be clicked on or scrolled down to review.

2. Creating & Using Prospect Custom Fields

In addition to fixed fields, ampEducator also allows you to create Custom Fields. These can be added under Institution Configuration > Students > Custom Fields. Prospects and Students share the same Table in the ampEducator database so Custom Fields that are added to Students also appear in the Prospects section.

3. Assigning Location, Recruiter & Agents

By now you have learned that ampEducator supports multiple Locations which can be added under Institution Configuration > Locations. Prospects are assigned 1 primary Location but can have access to other Locations once they become Students. 

Recruiters also can be assigned to the Prospect and this can be done in various ways:

1. Recruiters can be manually assigned be selecting the available Prospect from the list. Note: the Recruiter and the Prospect must share the same Location Access to be assigned to each other.
2. Recruiters can be automatically assigned by Round Robin.

Round Robin Recruiter assignment allows you to assign prospects to recruiters based on filters you define in Institution Configuration Prospects > Prospect Recruiter Round Robin Pools. You must have at least one pool in order for round robin to function. The software will check each pool in the order configured until it finds matching criteria or it reaches the end of available pools.

Example: If you connect your website form to ampEducator and you want specific Recruiters to handle specific Programs or Interested In Prospects, ampEducator Prospect Recruiter Round Robin Pools can do this for you.

Agents can also be assigned to Prospects. In order to assign an Agent to a Prospect you must first Add the Agent under Home Tools > Staff & Instructors and assign the Agent Role.

4. Managing Consent - Opt In/Out Status

If you plan on using the Communication tools in ampEducator it is very important to ensure you have properly collected consent from your Prospects (or Students). This is managed under Prospect Profile > Admin > Opt / Opt In Status. If a Prospect has not been opted in, the ampEducator will not send any email or SMS to them. To Opt In a Prospect (or Student) you can either manually Opt In or send the Prospect (or Student) an Opt In email. The best practice is to collect Opt In consent automatically when the Prospect is added to ampEducator from a Webform. This can be done by passing a the field name Opt In set to "true" as a checkbox on your Webform and if you are interested in more information please contact support@ampeducator.com to help you implement this function. Otherwise, you will need to manually Opt In Prospects when they are added to ampEducator. If you notice  or are informed that a Prospect (or Student) is not receiving your emails and it is not in their Junk/Spam, it is more than likely that they have accidentally unsubscribed or their Opt In is not set in the Profile and this should be checked and resolved.

5. Assigning Lead Sources, Interested In & Tags.

You man want to track and report on the sources of your Leads (Prospects). You can do this by collecting the information and assigning Lead Sources to Prospects in ampEducator. You can manage Lead Sources in Institution Configuration > Prospects  > Sources. Once Lead Sources have been added and assigned to Prospects you can use the Filters in the Prospect List to show you how many Prospects/Lead Source as well as addition filters like Date Added.

Institution Config > Prospects > Interested allows you to customize a list of anything that your Prospects might be Interested In at your Institution. This list is managed under under Institution Config > Prospects > Interested.  Multiple Items from the Interested In list can then be assigned to a Prospect at the same time and the Filtered on in the Prospect List.

Institution Config > Prospects > Tags are used to further customize the Prospect List and are normally used to customize Status or a Prospect. 

For example, you may want to track a very specific type of Prospect Status that is unique to your Institution or you may want to indicate a that a Prospect is in specific workflow Status like "Follow up #2". You can customize the Tags under Institution Config > Prospects > Tags and then assign multiple Tags to Prospects. 

You can also Filter on Tags in the Prospect List just like Lead Source and Interested In, but the difference is that Tags appear as Orange under the fixed Status of Lead, Tour, Interview, Application, Enrolled, Lost and Rejected. 

The other unique function of Tags is that they can be used with Search in Prospects.

6. Tracking International Prospects and Fee Class

ampEducator has a built-in checkbox for Tracking International Prospects (Students) found in the Other section of the Prospect Profile. If the Prospect may be a potential International Student you can indicate this here. As well, if you charge different fees for International Students you can create and then assign this fee class under Institution Config > Students > Fee Classes and when you convert the Prospect to a Student you can begin to process the fees assigned to this fee class. Currently, Accounts are only available to Students but will be implemented to Prospects in late 2021.

7. Prospect Notes

Prospects Notes can be added and Note Revisions are displayed by expanding the + icon. If you need to set reminder dates or if Notes are completed you can also add notes to Events in 1.14 Prospect Communications > Events.

8. Prospect Contracts

ampEducator allows you to create your own custom Prospect (or Student) Contracts with the option of third party signatures. Once you have created the Contract under Home Tools > Contracts, you can add the Contract to any Prospect (or Student) and then Print or Email the Contract to the Student to review and physically sign or digitally sign and return to you. Depending on the type of Contract content required you may need to enroll the Prospect to Student with "Pending" Status in order to take advantage of all the Contract options such as Payment Plans, Programs etc. since Prospects currently do not have Accounts or Academics available to them.

For more information please review the Contracts & E-Signatures Guide: https://ampeducator.freshdesk.com/support/solutions/articles/11000105074-ampeducator-contracts-e-signature-guide

9. Prospect Documents

Prospects have documents that can be stored directly to their Profile. You can upload up to 5 Documents at a time and each document has a 25MB size limit. These documents also can be assigned "Student Access" which means that if the Prospect is Enrolled as a Student they will have access to the Documents in the Student Portal. If you connect Webforms or design you own Forms with document submission you can collect Prospect or Student documents and submit them directly to the Prospect Profile Documents. You can also Bulk Import Documents to ampEducator. For more assistance with managing Documents please email support@ampeducator.com or start a Ticket.

10. Prospect Forms

ampEducator allows you to create your own custom Prospect (or Student) Forms with our Forms designer. The Forms can be Public or Private, meaning that you can create for example Public Application Forms hosted on the internet that anyone can fill out and submit to you OR you can create and/or email Forms directly to a Prospect (or Student). Once you have created your Form under Home Tools > Forms, you can add it to the Prospect Profile. 

For more information please review the Forms Guide: https://ampeducator.freshdesk.com/support/solutions/articles/11000106897-ampeducator-forms-guide

11. Prospect Groups

Groups are a useful productivity tool in ampEducator allowing you to select and Group prospects based on a filters you apply. You can create and add as many Groups to Prospects as you like and within the Groups you send Bulk Email and SMS. A Prospect and a Student can also occupy the same Group.

12. Generating Custom Reports

In cases when you need to get specific custom reporting from ampEducator when the build in report features are not sufficient. You can run custom reports for individual or multiple Prospects (or Students), Courses, Programs and much more. Contact support@ampeducator.com for more details or start a Ticket.