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Student Manager 8An ACEware Presentation
Agenda
Successful programs have three things in common
Student Manager is the most
powerful resource
in your office
A quick tour
Student Manager data is managed through three major
areas:
• Names - your students, your potential students
• Courses – Your programs, classes, workshops, conferences, online programs,
etc.
• Registrations – and the payments related to them
Use the Center ScreenQuick Launch
Toolbar Icons
• Lookup Faculty
• Add/Edit Codes
• Edit Preferences
• Open the Online Help Guide
• Log on a Different User
Or drop-down menus to access each area
Go to File and choose
Exit Or close with the
To leave Student Manager
But remember to close the program any time you
leave your office!
Clicking on Edit provides the opportunity to Undo, Copy, Edit, Paste, Clone and Paste
Name record, set Preferences and establish or edit your User Profile
The Undo/Cut/Copy ONLY
Is LIVE if you have a record open!
Module
Is where you can get to your data…
To add/edit or Delete records in your system….
Reports …..200 + reports in 84 different areas…
all reports can be modified
Tools… for maintenance & cleanup
A quick place to get a “Big Picture” of the total size of your system is under “Help”
About Student ManagerCheck on the status
of any optional Modules you have (or not so much)??
Entering Names
Click the + sign to add a name
4 ways to begin!4 ways to begin!
1
2
3 On the keyboard – Alt + A
From Modules, select Names, Add New Name
4From the Quick Launch Toolbar
Since only checked fields display, you can remove fields, improving accuracy.
NOTE: Many fields can be re-labeled and/or validated.
Customize the name screen with Preferences
Quick Tip:
Black items = Individual user can changeBlue Items = Global Preferences
Don’t see a place to store specific info?
Name User Defined Fields (UDF’s)
Pink brackets are also validated data fields, but link to a table. (Firms/Zip Codes)
Data Validationfields with dropdown arrows)
Remember.. What you “See” dependsOn what fields you’ve enabled inThe Name Preferences Area..
The + sign means you
can add codes
On-the-fly
Student ID#
The ID # is the unique identifier for the Names table.
Organizations have the option of entering a unique 9 digit ID, or allowing the system to generate an ID number for the Name record (if you do not enter a #, the system will generate a unique ID number when you save the record).
System generated ID numbers begin with your site code (e.g. if 'X' is your site code the numbers would begin at X00000001; select Edit / Preferences / Organization Defaults to set the site code.
NOTE: SM requires a 9 digit number here. You can have
SM automatically “Pad” a shorter # (if you use them)
Special Fields
Badge Name: for those people who don’t like the name their mother gave them, or prefer to go by the name “Bubba”
“Don’t mail” lets you exclude this name record when running mailing lists. ( eg: if you have multiple family members )
NOTE: “Badge Name” can be “Re-Purposed” (eg: use for Maiden Name or ??)
A complimentary field to “Don’t Mail” is Excl which excludes the name from
mass emails (Which lets you track a Student’s “Opt Out”
preference)
Source identifies how the customer arrived at your doorstep the first time.
Add Interest identifies those classes in which the customer expressed an interest.
As they register for courses, the subject code from the course is added to this field.
No limit is placed on the amount of Interest codes a student may have.
Interest Codes are a POWERFUL tool for Marketing and Program Management!•Can add as many as you want
•Can “Scope” by program area
•Can auto-fill from Course “Subject”
•Can be edited (date) or deleted • Dbl Click to DELETE• Right Mouse Click to Edit Date
Occupation and Organization
Record the student’s career choice in occupation, and the industry in which they work in organization.
For example, on campus you have nurses and law enforcement officers (occupation) who work in education (organization).
Recording both is more accurate when generating mailing lists.
NOTE: again…you can
“Re-Purpose” these fields
Membership(s) A powerful tool to manage, track, and control access to classes.
There is a special webinar devoted to handling memberships in the webinar archive. (Under SM Operations)
OLLI
Automatically addedAdd Date, Updated Time, Updated, Created by, and Updated by AND # of Classes Taken.
This gives you a quick Dashboard view of the person record.
Saving your work….
Any Button EXCEPTUndo
AbandonEsc
Will SAVE your edits
SavesScreen Remains Open
Saves(Closes Screen)
If you have NOT saved changes, will UnDo any Edits (Screen Remains Open)
You do NOT have to hit SAVE
Before an OK/Close
If you have NOT saved changes, will UnDo any Edits (Closes Screen)
Once you’ve built a list of names, use the Find tool to locate a name in the list.
Find
To FIND a new name, just do FIND(don’t exit and go back in..)
“Find” is now on Steroids!!!!
Match any letter combination
On any one of 14 fields Click Column Header to
Sort rows by that column
Can’t find a name with FIND?Try F5 “Find Them”
Lets you search using about a variety of options•First Name•Partial Address•Key word in Firm•Notes in Comments•Part of email address•Or custom conditions
NOTE: the F1 Key brings up a list of other handy “Short Cut Keys”
Credentials
Record a variety of education qualifications
Filter and be able to report the information
What does the credentials tab do?
The Credentials Tab Has some AWESOME
New options ! !
Begin by adding a new entry
Entries made in the form on top
Will be displayed on the grid below
The BIG deal= you now can customize the data entry
screen layout (based on the type of Credential)
Here’s a few good tips!
Helpful Tips
Record your student contact information on the Comments/History screen
Alt +F 12 brings up the CRM Entry screen
1. Locate name2. Edit / Clone name3. Add a blank name
record (or locate an existing record)
4. Edit / Paste AddressWhen adding names, the
Last name added/edited isBy default..
The address that would beCloned
Clone NameGreat way to enter multiple people (same address) from a FIRM or from a Family Group…
Special Button gives you some handy short-cuts
NOTE: New button for creating an instructor record from a name record.
Thanks Matthew! That’s cool!
Quick Reports
Additional Reports provides the ability to print a #10 envelope, generate a fax cover sheet, or print a transcript.
REMEMBER: you also have “Quick Report” options on
Course, Register, and Instructor Screens
Label Flag
Reports / Demographic / Mailing Labels
Print Marked Labels
Super tool for tracking
Catalog/ Brochure requests
When the user logs in on the Call Back date, the Call Back window will open showing the Call Back information:
Callbacks: Remind you to call students
This Call Back (or Reminder) Feature alsoAvailable for Faculty and Courses
Who calls On what date
Copy Name Info / Alt + 3
Email Student
Double Click on the Email Address
Want to store two student email addresses?
Separate the addresses with a
comma and a space
Use Name Grouping to link/create a family or affinity group.
There is a report: report Name Grouping (Combine) (in mailing Labels) that allows you to print a Mailing Label JUST for the PRIMARY contact in a “Group”
Need to Combine Names?
Type the “good” Student
ID# over the “evil” Student
ID# and follow the onscreen
prompts
Our next webinar . . .
Courses!
Wednesday, May 21, 20141:00 Central
registering for this webinar also registered you for the next webinar!
Find US Online!
ACEware Systems
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