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Leads

Leads represent enrolment opportunities (children) for your school and are the results of your marketing & on-the-ground efforts. Typically, leads are generated through two primary methods:

  • Automated processes - via forms or third-party integrations
  • Manual entry - where users input lead information manually into the CRM system

Leads transition through different enrolment stages such as New, Alive, Dropped Out, Dead or Enrolled and serve as a single repository of all data collected during the enrolment process.

Create a Lead

  1. Open Leads View
  2. Click on + Lead Button
  3. Provide a title, grade and source (minimal required information for creating a lead)
  4. Click Create

Lead Data

  1. Title - title for the lead. Naming conventions are up to the user
  2. Status:
    • New - leads with status New are new leads; enrolment managers are expected to change the status of leads to Alive once they have reviewed new leads (leads should not stay New for more than 1 day)
    • Alive - leads currently being targeted for enrolment
    • Dead - leads with a negative outcome during the enrolment process
    • Dropped Out - leads with status Dropped Out are leads that were once enrolled in the school, but have dropped out for whatever reason
    • Enrolled - leads successfully enrolled at the school and moved to the Admission Process
  3. Pipeline - a secondary status, used for tracking progress after the lead has been contacted
  4. Assigned to - the user (enrolment manager) responsible for managing the lead
  5. School
  6. Source - source of the lead - Instagram, Facebook, Website etc.
  7. Campaign - field with open text, used for different forms or ad campaigns
  8. Lead Score - the estimated % of the lead enrolling to your school
  9. Grade
  10. Academic Year
  11. Previous School
  12. Delayed Start - when the child is expected to be enrolled after the start of the school year
  13. Child Data - First and Last name, Birthday, Gender, Spoken Language, Special Needs

Status and Pipeline

Please ensure that both Status and Pipeline are accurately set for each lead as this data is collected and reported to the leadership at the school on a regular basis

Filtering Leads

Open Leads View and filter:

  • by keyword
  • by specific field (click on the filter button and select the desired fields)

Lead Objects

  1. Lead Activities - activities help track the scheduling and outcome of communication with a lead
  2. Lead Contacts - individuals associated with a lead, typically serving as the child's custodians or guardians; leads and Contacts are in many-to-many relationship, meaning a lead can have multiple contacts and vice versa
  3. Lead Notes - custom notes

Lead Tags

Custom tags in evvo provide a flexible way to categorize and organize leads based on your enrolment approach and data management. Each school can build their own set of custom tags and use them to categorize their leads.

Creating Tags:

  1. Open Settings
  2. Click Tags
  3. Select the desired school
  4. In the Tag Name input type the text label of the tag
  5. Choose a color and click add

Removing Tags is easy, just click on the bin icon next to the tag and it will be deleted.

After you have configured the tags you want to use, open a lead and you can assign one or many tags from the list.

Exporting Leads

Start by filtering by at least a single field or keyword. An export button will appear next to the create new lead button. Upon clicking export an .xlsx file will start downloading consisting of all resulting leads from the filter.

Deleting a Lead

Open a lead and on the bottom right corner of the Lead View you can find a delete action.

Lead Deletion

A lead is never permanently deleted from the system. When a user performs a delete action, the lead is archived rather than being fully removed. If a lead is accidentally deleted, you can contact an administrator to restore it.