Students complete their postal details to receive your prospectus by post. Student CRM also emails PDFs.
This app allows the Establishment to collect and fulfill online requests for prospectuses, and follows up each student with a personalised contact plan. This maximises departmental capacity and efficiency whilst ensuring student satisfaction with prompt, accurate and instant service.
An illustrative example:
a. At 11:00am Student Sam completes the online Prospectus Requests form.
b. She gets an instant, personalised, branded email thanking her and confirming that her prospectus will be posted soon.
c. At 3pm a PDF file of ready-to-print labels is automatically emailed to Chris in the office who mails out prospectuses each day. Sam’s address is in that daily file and gets posted out.
d. Sam’s prospectus arrives by post 2 days later.
e. One week after requesting, Sam gets an email with more useful information.
f. Another week later, Sam gets an email with a link to book on an Open day.
2. The online web form
Students on the Establishment website can request any prospectus (undergraduate, postgraduate, part-time etc).
The built-in web form is designed to include the Establishment website design, layout and branding. It contains advanced features and built-in intelligence, however the app can also replicate the Establishment’s existing prospectus request form.
3. Posting the prospectus
As soon as the student requests the prospectus, the data is stored against the corresponding student record in the Student database and the request is queued for fulfilment. Each day’s batch of requests can be sent directly to the Establishment’s mailing house as a data file or as a batch of ready-to-print mailing label PDFs (other mailing house data and addressing formats are also supported).
4. Emailing the prospectus
If the student has requested a PDF prospectus, (rather than a printed prospectus by post), it is delivered instantly by email as a link to the PDF stored in the CRM’s Document Library. Emailing PDFs reduce the Establishment’s printing, postage, storage and fulfilment costs.
5. Personalised follow-ups
All personalised follows-ups are sent automatically using Workflow. Each email is an html email template containing the Establishment’s branding. It can intelligently merge in different texts depending on what each student requested.
6. Default touchpoints
Automated messages are sent out using the touchpoints in the workflow. The default touchpoints for this app are:
1. an instant ‘thank you’ email as soon as the form is completed
2. a follow-up email 7 days later
3. a further follow-up 14 days later
7. Powerful student insights
Students can optionally provide more than just name and address data when completing the prospectus request form. This extra data includes educational information: year of entry, level, faculty, subject, course, as well as marketing data: enquiry source, postcode and Royal Mail sector/area (if UK).
This extra data provides valuable insights via the built-in reports, supporting both academic and marketing strategic planning.
8. Student Activity
All requests are stored against the Student’s record in the CRM, together with any automated and manual responses sent out. This builds a complete picture of the communications each student has received.