When a phone call comes in, Reception enters basic information into SAS, such as name, where they heard about the school and programs of interest. Reception also selects an available Admissions Rep, then calls the Rep and gives the inquiry's name.
The Admissions Rep calls up the inquiry's record in SAS and enters information while the conversation progresses. The Rep can also enter an Appointment or note a Next Contact Day and Best Time and Method for Contact.
Reps can see the appointments and next contacts on their personal monthly calendars and Reception can see everyone's scheduled appointments for the day.
All information is on-line, so anyone with security rights can see the status of inquiries.
When an inquiry becomes a student, a few clicks transfers all information to the student database, avoiding any re-entry of data.
At the end of the month, SAS produces instant reports about the sources of inquiries so the marketing department knows the most effective places for advertising. And SAS produces Admissions Rep reports so management can compare performance as well as see which programs are attracting the most inquiries.
Total person-hours saved by all staff involved with admissions is about 40 hours per month. Admission Rep performance has improved because they have more time for sales activities and higher morale without the burden of paperwork.