Online Booking System - Converting an Enquiry

• When customers book your services through your Online Booking System, an Enquiry and Estimate record is created when they submit the booking.

• These can then be reviewed, the customer contacted to clarify any areas of the booking, then converted to an Account and Enrolment.

• This article discusses how to convert an Enquiry/Estimate to an Account/Enrolment.

• Please note some of the fields and page layouts shown in the screenshots may vary from your system depending on your configuration, but the functionality is the same.

Accessing Enquiry and Estimate Records

• Select the Enquiries tab from your navigation bar, then select an appropriate list view, typically “Today’s Enquiries.

  • If you cannot see the Enquiries tab, please add it by checking the Customise your Navigation Bar article.

• Click on the Enquiry Name to go through to the Enquiry record.

Reviewing the Enquiry Record

• Check all the details on the Enquiry record.

  • These are typically general information that the student has submitted through your booking form.

• When converted, this information will automatically be pushed through on to the Student Account record.

• Fill in any gaps if possible and/or contact the student is anything is unclear.

Reviewing the Estimate Record

• Navigate to the Estimates tab and click the Estimate ID number to go through to the Estimate record;

• The Estimate record is similar to the Enrolment in that it contains all the Bookings the student selected during the booking process.

  • When converted, this information will populate the new Enrolment record.

• Again check all is in order; contact the student if anything needs clarification.

1. Estimate Details - contains the main details for the Estimate.

   1. If any edits are required, it is best to do this once the Enrolment has been converted

   2. NOTE: all booking through the online booking system will come through as Student Direct. If they have been referred by an Agent, it is necessary to convert the Estimate and then Edit Enrolment Details to add in the Agent.

2. Estimate Bookings - these are the individual course, accommodation etc bookings that the student has requested

   1. Particularly with accommodation bookings, this is a chance to check availability with your Accommodation Team and refer back to the Student is any changes need to be made.

   2. Again, if any changes are required, it is best to this once the Enrolment has been converted

3. Possible Existing Accounts

   1. This is the key section for this screen - there are a number of possibilities for Converting the Estimate here.

   2. The screen will search all existing Student Accounts already created in your system to match the email address used for the Enquiry/Estimate. If there is a match, instead of creating a new Account, there is the option to just create a new Enrolment under the existing Account. It is important to recognise this in order to avoid creating multiple Student Accounts. In the example below, the system has matched the email address to an existing Account so gives two lines - to either Convert linking to that Account of to go ahead and create a new Account.

Converting the Enquiry/Estimate

• Looking at this section in a little more detail:

• Considering the above section, pressing these Convert links will either convert the Enquiry to a new Account or update the details on a linked existing Account.

• There are 3 conversion options:

1. Convert + Invoice - this will convert the Estimate, and go ahead and invoice the Enrolment. Only use this if you are 100% sure that the Estimate is all accurate and no changes are required.

2. Convert + Changes - this is the most common route; it will convert the Enquiry and Estimate to an unposted Enrolment where it is possible to make changes to the Enrolment details (such as adding an Agent) or amending the bookings as required.

3. Convert + Estimate - this will instead convert the Estimate to be an Estimate record linked under the Account instead of the Enquiry. Use this if you are still in negotiation with the student and would like to amend the bookings/prices etc to be able to produce a quote document or, if configured, an Estimate Link to send back to the student to confirm the final bookings. Once confirmed by the student, it is possible to convert this to an Enrolment.

• The conversion process takes a few seconds and when complete will take you through to the New Enrolment or Estimate as selected.

• This can be be treated as any other Account & Enrolment you have entered in to the system.