eBECAS v9 Agent Management

    Index

    • Agent Search
    • Agent Details
    • Following up Agent Offers and Enrolments
    • Scheduling Gross Payments to Agents
    • Quantifying Agent Performance

    The purpose of this documentation is to provide assistance in specifying an agent for each offers, following up those agent offers, how eBECAS prompts you when payments are due to agents for gross receipts and using the eBECAS reports to quantify agent performance.

     

    In eBECAS Agent are tracked and provide details on:

    • Agent details including commission, contact details and every offer and student enrolment sent from the agency is stored and reported
    • Throughout eBECAS every report (outstanding fees, student numbers, offers to be followed up, revenue for period can be grouped by agency and reported
    • Every offer and enrolment can be identified by agency and staff member handing the inquiry
    • eBECAS reminds you of fees paid gross and due for refund to agents by start date, and calculates commissions by agent for you

    Fundamental to the operation of most Colleges is a pro-active and co-operative relationship with agents. Agents often do not have good systems to prompt them about inquiries they have from students. eBECAS enables you to assist agents agents in following up stdeunt offers. An offer sent to an agent automatically calculates agent commissions, and enables you to print a nett letter of offer for the agent, and a gross copy for the student.

    eBECAS enables your College to contact the agents who in turn contact the students who made the inquiries. eBECAS enables your College to follow up agent offers by course start date, accommodation placement start date, airport pickup and how long it has been since your College sent the the letter of offer to the agent.

    eBECAS should be used both by admissions, homestay and marketing to pro-actively to follow up offers and convert those offers to genuine starters (enrolments).

    Agent search

    Agents can se searched by code, name, country, categories or active/in-active.

    Agent details

    Agent details include Name, categories, status, publish to web (for integrated option product),custom fields, tax details and notes. On otehr pages are stree and postal address, contact details including phine, fax, mobile, email and website. Counsellors / agent employees with phone, mobile and email address, diary for contacts and reminders. Commission rates on tuition or all fees. All students sent from the agent are listed and can be filter by cuurent, future, completed and cancelled.

    Agent offer follow-ups

    eBECAS shares information so that all College staff are pro-actively working to convert offers to enrolments. Admissions, Marketing, Homestay placement, Airport transfer staff all can work to confirm and offer to convert the offer to an enrolment.

    Offers can be followed-up by the date the offer was generated (and sent) to the agent, the start date of the course (to follow up that starters will be arriving), by homestay placement start date and airport transfer request date.

    The below screen shows offers in history that have not been converted by offer date period by agent. This would enable the marketing department to follow-up the inquiries by agent. Detail of the offer can be displayed by highlighting the offer, and double clicking.

    The above screen shows offers in history that have not been converted by offer date period by agent. This would enable the marketing department to follow-up the inquiries by agent. Detail of the offer can be displayed by highlighting the offer, and double clicking as shown below. Agent contact details can be displayed by selecting the agent button on the left of the offer details.

    Scheduling Gross Payments to Agents

    When an offer has been accepted, an enrolment is created and an invoice is raised. When the invoice is paid by the agent or student gross (including agent fees) and is receipted, eBECAS can let you know when the agent commission paid to your College is due to be paid back to the agent. The fees due to be paid to the agent are only listed when the fees have been receipted and have not already been paid, and the course enrolment for the student has started.

    The screen below shows the receipted agent commissions received that are due for payment. You can select the fees to be paid, and export this list by agent, and post this back to the stdeunt account, so the agent will not be paid again.

    Agent Performance

    Most Reports provide the option to group by agents, print our export to Ms Excel. We provide Starters, Finishers, Currnet, Booked by period by Agent:

    We provide Financial reports: Invoiced in period, Receipted in Period, Debits in period, Finacial Activity in Period by Agent:

    We provide Revenue reports: UnEarned fees, Course Revenue in Period by Agent:

    We provide Marketing reports: Offers by Course, Value, Converted in Period by Agent.

    We provide Marketing reports: Period comparision, Stdeunt count on Visa, Weekly numbers by campus by week, and canges in Period by Agent: