eBECAS v10 Contact Relationship Management

- Internal CRM with contact relationship management for student and agent inquiries

- Internal document repository - enabling you to store online student documents including scanned and signed applications and certicates

- send emails from within eBECAS

- includes centralised email storage and sharing for inquiry processing

- provides managers with staff task tracking and customer appointment scheduling

- Staff can display the complete history of student and College customer documents, emails, meetings and communications entered by all college and agency staff members, anywhere in the world

- enables college and agency staff to print and email offers, acceptance advice and invoices on College or Agency letterheads live, 24 hours a day.

eBECAS can be connected to retrieve email from your central College email address e.g. info@college.com. Any email sent from within eBECAS is automatically stored with associated students, agents, colleges and service providers records. These records sent and recived can be viewed by all your staff in eBECAS, not just the email addressee.

eBECAS includes appointments, tasks, diary/journal, report queue and email sent and received.

The main screen opens to:

Management Gadgets

One of the most powerful features of eBECAS version 10 is the display of management overview gadgets. These provide College management with a quick overview of the current status and trends in the College.

Gadgets:

Weekly Revenue: Displays for the last 10 weeks, the average of the gross and nett weekly offers sent out by your College staff.

Numbers by week: Displays the number of current enrolments (left most) and enrolments for the next 10 weeks (green), enrolments with offers for the next 10 weeks (dotted red), and enrolments for the same weeks last year (orange).

Numbers by week: Displays the current student enrolments country of origin (unknown are local students).

Student search

The students searched include those who have studied in history, enquired about studying a course (potential future student), and students currently studying in the College.

You can filter/locate students by any stored field associated with the student. In the below screen, I have searched for a student whose first name starts with "E" and last name starts with "NAK".

Student details

The students details include: Student number, status, Name (known as, title, first name, middle name, last name), other details (gender, date of birth, Country, citizenship, language spoken), address information (home, postal), contact information (home phone, mobile, work phone, email address, website and student categories).

Also accessable from the Student detail page are: student notes, custom properties, activities, contacts, documents, visa/s, insurance, offers, leave, enrolments, passport, airport transfer, accommodation placement and for Austtralian Colleges Avetmiss details. You can also communicate and send an email, schedule and appointment or a task and check the journal entry to and for this student.

To be added in future releases: results for all courses undertaken by the student, classes for all courses in history, current and future, and the student invoices raised. Depending on the accounting package you are using, we maybe able to display receipts, credits, agent account payments, payments made to homestay providers, insurance payments and any refunds.

Offer search

Offers are enquires with different statuses, to enable follow-up and acceptance. An offer with a status of preparing means that the offer has not yet been sent to the student or agent. An offer with a status of sent means that the offer has been sent to the student or agent, but not yet accepted (confirmed as definitely coming). An offer with a status of cancelled means that the student or agent has declined the offer or your college has withdrawn the offer.

The following screen shows offers with a status of preparing. These are offers that still need to be sent to the student or agent.

The offer search is a very powerful tool. The college admissions, marketing, homestay and airport pickup departments can all work together to confirm enrolments. Users can search offers made between a date period, enrolment (course) start date period approaching, and airport transfer and accommodation requests coming up. Offer date, enrolment date, airport transfer and accommodation start dates can all be used to remind the student or agent, and follow-up the offer acceptance and admission.

Offers have 2 parts. Offer detail and offer items.

Offer detail

Offer offer detail. The offer details comprise the offer number, student, offer date, offer status, agent (if sent by and agent), contact in the agency handling this offer and what user in your college has been assigned to administer the offer (college adminstrator / admission staff member).

Offer items

Each offer includes one or more offer items. Each item is a product that are grouped by item types. The item types are: course, insurance, accomodation, accomodation arrangement, airport transfer and other.

Offer item detail

The offer item detail includes the product name, billing information (amount, tax and agent commission).

Enrolment search

The enrolment search enables you to display the current, starting or finishing Student enrolments, as of a date, or in a period. The enrolments can be filtered by Language or Academic course enrolments, and grouped by any selected field.

Enrolment details

The enrolment details include, start and end date (calculated from length of course and any holidays), course length, enrolment booking date, course name, College and campus, study mode and agent if any that this student enrolment was sent from and who commission for this enrolment maybe paid, and if the student has arrived. The attendance calculation for current and overal attendance calculation is to be added to this screen.

The Student enrolment details also has options to display enrolment notes, absences for this enrolment, enrolment results and classes. You can also display from the Student enrolment screen - the student details, offer details, college details, course details and product details. The enrolment fees will be displayed for the student and accessable from the student details page.

Agent search

The agent search enables you to locate the agents by code, name or by country or category.

Agent detail

The agent details include:

Classing (including timetabling)

Accommodation provider search

The accommodation provider search enables providers to be searched by name, availability, family house category and bed category.

Accommodation provider details

The accommodation provider details include: Family name/s, status, code, location, categories, address details, conact details: home phone, mobile, primary email, work phone, fax, notification email and website.

Accommodation provider additional details include if the provider is tax registered, tax code and tax type. There is a notes area, custom properties can be defined for the accommodation provider, activities (communications - when what), family members, beds (rooms with category descriptions), documents assocaited with the provider that are files in the document repository, and placements.

From the Accommodation provider details screen, you can directly send an email, make an appointment, schedule a task or make a journal entry, and view who and when any information has been chanegd or updated (audit).