SchoolAdmin Office Hours
- Join us in a virtual classroom to ask how-to questions or learn about new/existing features. Please work with SchoolAdmin Support for all site changes, form builds, new field creation, import templates, integration troubleshooting, and site-specific issues. I cannot display anyone's site during these sessions to maintain privacy and security of your data. Click here to learn what changes Support needs to manage for you. Everything else can be taught within an Office Hours session!
- Click here to register for an upcoming session, held every Wednesday morning and Thursday afternoon.
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Professional Training & Consulting Services
Empower yourself and your team with a customized training and consulting session that's available in a variety of formats based on your needs:
- Web-based for 3 hours (half day) or 6 hours (full day or two 3 hour sessions).
- Austin-based training at the SchoolAdmin Office in Texas for 1 or 2 days.
- On-site training at your school. Click here to learn more!
Email courtneysingle@schooladmin.com for pricing information and a customized training plan.
SchoolAdmin User Community
SchoolAdmin Enrollment Leaders Slack Community
- Click here to learn how to join the online community of SchoolAdmin users to ask questions to each other and share ideas!
- SchoolAdmin Enrollment Leaders/Slack User Guide
New Features and Updates
Click here to read about new features and updates thanks to your valuable feedback! We announce major features via an alert within the product that you can access by clicking on the Help icon and then click on the back arrow in the upper left of the chat window.
SchoolAdmin Blog
Click here to read thought leadership pieces on how to better manage your admissions and enrollment process.
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Parent Help Center
All parents have access to 24/7 support within the 'Online Parent Help Center' which can be accessed via the 'help' icon in the upper right of the Parent Portal. Best Practice: Link to this page within your email signature so parents can get help when your school is closed for the day or over the weekend. Within this page, parents can find answers to topics such as:
- Submitting an Application
- Student Checklist
- Authentication Codes
- Contracts/Registration
- Multiple Signatures
- And more!
If you have suggestions on additional topics/questions you receive that are not answered in the parent help center, please email courtneysingle@schooladmin.com so I can review your request!
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Webinar Courses and Recording Links
The Child Centric Model (30 Mins)
Can't attend? Click here for the full video tutorial!
In this webinar, we'll discuss the following:
- What it means to be a "child-centric" system
- Definition of "in workflow" and "out of workflow"
- Role Types and Statuses Explained
- How Students vs Parents, Siblings and Consultants are stored in the system
- Household Management
Introduction to Prospects (30 Mins)
Can't attend? Click here for the video tutorial!
Learn the difference between a Prospect and an Inquiry and how you should capture this information in the system so it works best for your Admissions workflow. This session will cover the following:
- Prospect vs Inquiry
- How to add additional information to a prospect record
- Reporting on and managing your prospects
- Converting prospects to inquiries
- Custom admissions statuses
Introduction to Inquiries: Establishing Relationships through Early Engagement (1 Hr)
Can't attend? Click here for the full video tutorial!
In this webinar, we’ll discuss how to engage your potential candidates and manage the inquiry process for a stronger yield. In order to make the most of your first impression, some of the topics we’ll review are:
- How to ask compelling questions on your inquiry form to get more students on campus
- Checklist management
- Communication tracking
- Event registration
- Bulk actions
- Search and Reports
- Admissions Report
- Dashboard and Funnel
Contact Record Navigation (1 hr)
Can't attend? Click here for the full video tutorial!
The Contact Record is where you'll manage all important details of your prospective and current familie's journey through your admissions and enrollment processes. This course will review the following:
- Key Information Area
- Student Profile Picture
- Communicate, Edit, and Manage Contract menu's
- Primary Parent Info area
- Summary Tab (Checklists, Related Contacts, Reminders, Recent Activity, Form and Document Submission History).
- Personal Tab (How to edit fields and how to customize what fields display in this tab).
- Admissions Tab (How to edit fields and how to customize what fields display in this tab).
- Households Tab (Household Details, Household Membership, and Parent Portal Access)-History Tab (Track a complete history of status changes, notes, activities and emails).
Household and Relationship Management and Parent Portal Authentication (1 hr)
Learn how to add and edit relationships and related contact information, how to manage household addresses and members within each, and how to manage parent portal access permissions and authentication.
Checklist Management (1 hr)
Learn how to optimize your admissions and/or enrollment checklist! This session will cover the following:
- Best practices for naming and creating checklist items
- Best practices for checklist explanations and how to customize the font styles.
- Checklist item types and views
- How to report on complete and incomplete items
- How to setup automated communication plans to nudge families through your funnel
Calendars and Event Scheduling: Connecting with Families to Set Yourself Apart (1 hr)
Can't attend? Click here for the full video tutorial!
The key to a strong recruitment program is the ability to convert inquiries into campus visits and set yourself apart from the competition. Campus events allow you to connect with families and help them see their place in the story of the school. In this webinar, you’ll learn how to:
- Create calendars and appointments
- Manage scheduling and email options
- Link calendars to checklist items
- Create reports and directories on calendar events
Introduction to Admissions: Finding the Perfect Match for Matriculation (1 hr)
Can't attend? Click here for the full video tutorial!
Click here for the PPT
In this webinar, you’ll be introduced to the Admissions Process, using your Application Form and Checklist. We’ll explore both as a parent and then as an Admin with some best practices put into place. In addition, we’ll explore the following:
- Parent Portal Account Creation and log-in
- Form Imports and Duplicate Matching
- Bulk Actions within the Admissions List Page
- Communication Management
- Application Checklist Management
- Admissions related Search and Reports
- Admissions Report
Admissions Refresh (1 Hr)
This training session is seasonal.
Click here for the help article!
Learn how to update all key areas of the system so your Admissions Process is up to date for the next school year!
Parent Accounts, Authentication and Portal Views (30 Mins)
Can't attend? Click here for a video tutorial!
Learn how to manage parent accounts, authentication and what parents can/cannot see in the Parent Portal. In this webinar, we'll discuss the following:
- Parent Portal Account Creation
- How to Reset Parent Passwords
- How to Update Parent Portal Email Addresses
- How to Send Authentication Codes
- How to See if Parents are Authenticated
- How to Revoke or Re-Assign Authentication
- What statuses are viewable by the parent
- Contact Communication Area
Communication Template Creation and Customization (30 Mins)
Can't attend? Click here for a video tutorial!
Creating a personalized and timely communication flow to engage with your prospects over time is critical to your yield. In this course you'll learn how to do the following:
- Create personalized email and letter templates using merge fields and school images
- How to send emails individually and in bulk
- How to generate PDF's of letters
- Create customized name badges for events
- How to send text messages
- Sent and Failed Email History
- Email history within contact records
- A brief introduction to automated messages
Communications (1 Hr)
Creating a personalized and timely communication flow to engage with your prospects over time is critical to your yield. In this course you'll learn how to do the following:
- Communication Best Practices
- Create personalized email and letter templates using merge fields, school images and signatures with links to important pages and media.
- How to send emails individually and in bulk
- How to generate PDF's of letters
- Create customized name badges for events
- How to send text messages
- Sent and Failed Email History
- Email history within contact records
- A brief introduction to automated messages
Automated Communication Plans (1 Hr)
Can't attend? Click here for a full video tutorial!
Learn how to setup mission-appropriate communications to engage candidates at the right time to boost enrollment. This training will cover:
- Best Practices to create a communication plan
- Triggers
- Actions
- Information-based messages
- Interest-based messages
New Admin Training (1 hour)
This training is a great starting point for anyone new to SchoolAdmin! It’ll provide you with a very high level overview of your daily workflow, touching upon each key are of the system, including:
- Dashboard
- How to track and manage your newest inquiries and applicants
- List Page Functionality and Bulk Actions
- Admin/Parent Checklist Management
- Contact Record Attributes
- Search and Reports
The Fab Four Features to Work Smarter, not Harder this Admissions Season (1 hour).
Learn how to disconnect from your desk with personalized automation, while optimizing the parent experience using the following features:
- Build an Inquiry Checklist for Engagement Tracking
- Admin and Parent Portal Widgets/Landing Pages
- Bulk File Upload
- Automated Communication Plans
Bulk File Upload (30 Mins)
Can't attend? Click here for the online help article.
Uploading documents such as transcripts in bulk is a huge time-saver. In the Bulk File Upload course, you'll learn how to do the following:
- Upload a bulk PDF file
- Navigate through a contact matching process for document assignment
- Manually assign documents with undetected contact names
- Review and confirm matches to assign to checklist
Search and Reports Training: Making the Most of Your Data (1 Hr)
Can't attend? Click here for the full video tutorial!
This webinar will not only cover how to conduct a search and create a report, but you’ll learn how to find contacts in the system and the bulk actions you can perform on these contacts. In order to make the most of your data within SchoolAdmin, you’ll need to know where and how to populate the information that’s most important to you. You’ll gain an understanding of the following search types and their application:
- Quick Search
- Admissions Funnel and Current Counts within the Dashboard
- Contact lists within the Admissions and Enrollment pages
- List Page columns and sorting
- How to use filter options within the Dashboard and a List Page.
- Bulk Action menu's within a List Page
- Search criteria defined
- How to build an "and" search as well as an "or" search
- 4 Report Types
- Add additional columns to a report and how to navigate the field groupings list
- Save a report
- How to mark a field as searchable
Review Module Training (1 Hr)
Can't attend? Click here for the full video tutorial!
The SchoolAdmin Review Module allows schools to combine the information collected during a Student’s application process into an easy to read package for readers to score and make recommendations. Input from the readers is collected into a summary list that facilitates the Review Committee's decision-making. This webinar will cover the following:
- Setting up the documents for review, the candidate cover sheet, rating criteria, review list columns and filters, and preliminary decision types
- Setting up reader-only access and assigning reader access to existing users
- How to review a candidate as a reader-only
- How to review a candidate as an existing user
- Committee review page and decision making
- Review searches
- How to make status changes after decisions have been made
Enrollment Management: Establishing a Streamlined Process for New and Returning Students (1 hr)
Can't attend? Click here for the full tutorial.
This training will walk you through the steps needed for your returning students and your new students. Topics include:
- How to rollover returning students and how to move new students into Enrollment
- Enrollment Communications
- Contract Lifecycle
- Checklist Management
- Tuition and Fee Management
- Financial Line Items and Payment History Reports
- Enrollment Report
- Enrollment Searches
- Authentication Codes and Parent Portal Password Reset
- Enrollment Statuses Explained
- Tuition and Deposit Override Fields
- How to view contract fees and fee rules
Rollover and New Student Enrollment (30 Mins)
Can't attend? Click here for Returning student rollover and click here for New Student enrollment.
Learn how to rollover returning students into Enrollment for the new school year, and how to move your new students into enrollment after decisions were made. This training will also review contract communications for enrolled families, parent authentication and checklist management.
Contract Generation and Management (30 Mins)
Can't attend? Click here for a video tutorial!
Learn how to preview, generate, and view contracts for new and returning students. This session will also review the different contract states and how to manage contract amounts.
Enrollment Checklist Management (1 Hr)
Can't attend? Click here for the online help article.
Learn how to monitor the completion of enrollment checklist items to get families fully enrolled before the deadline. This session will cover the following:
- Contract states
- Deposit/Registration Fee completion
- FACTS integration
- How to create and save custom enrollment searches
- Enrollment checklist follow-up communications
Enrollment Reports (30 Mins)
Can't attend? Click here for an online help article!
Learn how to create Enrollment specific reports to capture student and contract statuses, contract amounts, and checklist reports. Additional examples can be shown based on client request.
Enrollment Refresh Process (1 Hr)
Can't attend? Click here for the full video tutorial!
This training will guide you through the Enrollment Refresh tool located in your general settings. You'll learn how to prepare for the upcoming enrollment year by updating items such as communications, contract language, tuition and fees, and more. You'll also use the enrollment process checklist to learn how to rollover your returning students and enroll your new students.
Admin Settings Training (1 Hr)
Can't attend? Click here for the full video tutorial!
In this session, all users with “Admin” access to Settings will learn how to manage all subheadings within the following Setting menu’s:
- General
- Communication
- Portal
- Financial
- Checklist Management
- Fields and Data
Duplicate Matching (30 Mins)
Can't attend? Click on the links below for a tutorial!
In this webinar, we'll discuss the following:
- Reasons for Duplicate Matches
- How Duplicate Matching Works
- Merge Scores
- Duplicate Contact Matching
- Duplicate Household Matching
How to Create and Edit Forms Training (1 Hr)
Can't attend? Click here for the full video tutorial!
Admins can create new forms and pages as well as edit the following on existing forms:
- Page Name
- Prompt Text
- Header & Sub-header Text
- Comment Text
- Arrangement of Questions
- Show / Hide Dependencies
- Option List Filtering
- Selecting calendars
- Options such as required, read-only, hidden, and default value
Field Management (30 Mins)
Can't attend? Click here for the full video tutorial!
In this webinar, we'll discuss the following:
- What is a field and how does it work in the system?
- How fields work on forms
- Where to view fields and their groupings
- How to mark fields as searchable and what it means
- How to customize fields in a student record
Understanding and Running Exports (30 Mins)
Can't attend? Click here for the full video tutorial!
In this webinar, we'll discuss the following:
- How to build a search for an export and save it
- How to run an export for all records and since last export
- How to mark an export as exported
- How to view and download exports
Imports (30 Mins)
Can't attend? Click here to learn more!
Learn how to create and/or update data in SchoolAdmin using the Import Data tool. This training will cover the following:
- Create new contacts
- Update new contacts
- Setup an import mapping template
- Manage duplicate matches
- Validate an import
- Best Practices