Enquiry Management
The Enquiries roster is where you manage early-stage leads -- families who have expressed interest in your school but have not yet submitted a formal application. This is the first touchpoint in the admissions funnel.
Accessing Enquiries
Navigate to Rosters > Enquiries in the sidebar. The Enquiries page opens with stat cards, a table view, and action buttons.
Enquiry Stat Cards
At the top of the page, four stat cards provide a quick summary:
| Card | Description |
|---|---|
| Total Enquiries | The total number of enquiries in the system. |
| This Week | The number of new enquiries received in the last seven days. |
| Overdue Follow-ups | Enquiries with follow-up dates that have passed. |
| High Priority | Enquiries with high engagement levels (hot leads). |
Viewing Enquiries
Enquiries are displayed in a data table with sortable and searchable columns:
- Student name -- the child's first and last name.
- Guardian name and email -- the parent or guardian's contact information.
- Source -- how the enquiry was received (phone, email, walk-in, referral, etc.).
- Engagement level -- the family's interaction temperature (cold, warm, hot, idle).
- Enquiry date -- when the enquiry was created.
- Tags -- any tags applied to the enquiry for categorization.
- Follow-up date -- the next scheduled follow-up.
Click on any row to open the enquiry detail page.
Searching and Filtering
Use the search bar above the table to search by name, email, or phone number. The search syncs to the URL, so you can share filtered views with colleagues by sharing the page link.
Archived Enquiries
Toggle the Archived switch to include archived enquiries in the table. Archived enquiries are those that have been dismissed, were duplicates, or are no longer active prospects.
Enquiry Detail Page
Clicking an enquiry opens its detail page, which shows:
- Header -- student name, guardian details, source, engagement level, and enquiry date.
- Conversion actions -- buttons to convert the enquiry to an applicant.
- Activities -- scheduled and completed activities (calls, meetings, emails).
- Notes -- internal notes added by team members.
- Audit trail -- a history of all changes made to the enquiry.
TIP
From the enquiry detail page, you can schedule follow-up activities, add notes, change engagement levels, and ultimately convert the enquiry to an applicant when the family is ready to apply.
Working with Enquiries
Assigning Follow-ups
- Open an enquiry's detail page.
- In the activities section, create a new activity (e.g., "Follow-up Call").
- Set the date, time, and priority.
- Assign an owner from your team.
Follow-up reminders are sent via in-app and email notifications based on your notification preferences.
Updating Engagement Level
The engagement level helps prioritize which families to focus on:
- Hot -- actively requesting information, attending events, responding quickly.
- Warm -- interested but not yet committed.
- Cold -- initial contact made, little follow-up engagement.
- Idle -- no recent interaction.
Update the engagement level directly from the enquiry detail page.
Tagging Enquiries
Apply tags to categorize enquiries (e.g., "VIP", "Sibling", "Urgent", "Scholarship Interest"). Tags are configured in Configuration > Admissions > Roster Settings and can be filtered on in the table view.