Once a lead has completed their journey in your CRM, they’re ready to become a student at your program. Whether you use enrollment listings to manage applications or place students directly into classrooms, you can streamline and automate this next step with your CRM.
Enroll a Lead via Enrollment Listing
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Enrollment listings are an excellent way to manage the application process for your program. You can create a simple or robust application that includes all the paperwork, fees, and options required for enrollment. If you are not yet using enrollment listings, click here to learn more.
If you're using enrollment listings, you'll need to share your listing link so families can submit their application. You can send the link manually from the lead's profile or automatically through CRM automations. If you have families apply while touring, you can even have them scan a QR code that takes them to your enrollment listing.
Send Enrollment Link from Lead Profile
From your CRM Dashboard, navigate to the Lead tab, and click the lead that you are ready to enroll.
Click the Actions button in the top right corner of the lead profile, then click Send Enrollment Link.
The Send Enrollment Link window will open. If you have multiple students, each student will appear as an option. Select each student that you want to invite to enroll. Then select the listing that you want to send and click Send Links.
The guardian will receive an email inviting them to complete their application.
Once the application is received, you will receive a CRM notification. The lead's profile will also be updated.
Once the application is received, it is recommended to update the lead's stage. You can also click Show CCMS Connections to view the new student and guardian profiles that now exist in the CCMS.
🚨 When an enrollment application is submitted, student details in the CRM will not be moved to the CCMS. All CCMS student information will be derived from the information submitted on the application.
Resend an Enrollment Link
Once a lead has been sent an enrollment link, it can be resent at any time by following the original flow. You can also copy the lead's personalized enrollment link and email or text it to them directly.
Send Enrollment Link Outside of Lead Profile
Enrollment links can be sent to guardians through automations. This may be a desirable flow if you want to send the enrollment link to all families who meet a certain trigger. This reduces the manual effort required to invite families to apply.
From your CCMS Admin Dashboard, navigate to the enrollment tab, click the three dots next to the enrollment link you want to send, then click Copy Link.
Click the Switch to CRM button in the bottom left corner of your screen and then click Automations.
From the Automations tab, create or edit an automation and add the enrollment link to an email template. Click here for more details on creating and editing automations.
When the parent receives the email with the enrollment link, they can complete the application on behalf of their student.
🚨 In order for the lead profile to update and application notification to send, the guardian must create their Playground account using the same email that is saved in the CRM. We highly recommend reminding guardians to create their account using the same email where they received the enrollment link.
Enroll a Lead in a Classroom
lf you don't use enrollment listings, you can enroll a lead directly into a classroom.
💡 Leads must be in a closed won stage in order to enroll them in a classroom. Click here to learn more about customizing your stages.
From your CRM Dashboard navigate to the Leads tab, then click the lead that you are ready to enroll.
Click the Actions button in the top right corner of your screen, then click Move to CCMS.
The Enroll Lead window will open. Select the classroom that the lead will enroll in and then click Enroll.
The guardian will receive an email inviting them to create their Playground account.
A guardian and student profile will be created in the CCMS. Click Show CCMS Connection and then click the student or guardian name to view their CCMS profile.
💡 The student and guardian profiles will be created with the information entered in CRM. It is highly recommended to have the guardian confirm all student information (name, birthday, medical conditions, etc) when they create their Playground account.