Session 5 - Online Applications and Enrolment

Introduction

This article contains all information and resources required for Session 5.1 and 5.2 of the Onboarding Education training series. In this session, you will learn a series of the key steps used for the online applications and enrolment process. This will aid you in establishing standard workflows for your organisation surrounding applications and enrolments that make optimal use of your SMS. Please note, this Session is paired with the article ReadySMS Automated Workflows. Please take the time to work through this article immediately before or after this Session. 

Figure 1. Session placement in workflow.

Topics Covered

1. Online course forms

2. Kanban

3. Automated communication

4. Feedback forms

5. Staff notifications

6. Payments

7. Duplicate records

8. Online application demonstration

Session Recording

Timestamps

• Introduction - 00:00
• Training Overview - 1:27
• Workflow Example - 03:46
• Online Course Forms Overview - 06:28
• Creating Online Course Forms - 13:33
• Kanban Overview - 27:36
• Using Kanban for Applications - 36:36
• Automated Communication - 42:21
• Creating Email Templates - 47:30
• Additional Information Forms/ Full AVETMISS Form - 52:50
• Creating Feedback Forms - 59:01
• Adding URL to Email Template - 1:02:05
• Staff Notifications - 1:06:43
• Duplicate Records - 1:09:12
• Online Application Demonstration - 1:11:30
• ReadySMS Automated Workflows - 1:22:27
• Summary and Action Items - 1:25:37

Completing This Session

If you wish to complete this session, you can: 

• Register for upcoming webinar
  Session 5.1 - 04/05/2023 
  https://readytech.zoom.us/webinar/register/WN_yWqre99VSny-9qskbEEZvg
  Session 5.2 -11/05/2023 
  https://readytech.zoom.us/webinar/register/WN_hlTKFlT_QweJ8kzNiW8BwA
  

• Book a paid one-one-one session [not yet available]

Session Resources

To complete this session, you will require the following resources. Please be mindful that the majority of sessions are more valuable if you have completed the previous sessions in the workflow (see figure 1).

Session Outcomes/Action Items

Following the session, we recommend you complete the following action items. This will assist in enabling you to set up your Student Management System correctly, as well as prepare you for the next and future training sessions.  

• Select you ReadySMS Automated Workflow/s, or define your workflow/s using the system pieces from the Session

• Set up the following pieces according to your workflow: 

  • Online course form/s

  • Kanban status'

  • Course application status'

  • Email templates linking to course application status'

  • additional forms (Information/AVETMISS)

  • Staff notifications

  • (Note: payments will be covered in the next Session)

Additional Resources

The following resources provide additional support and information relating to this session.

• PowerPoint (download)

• ReadySMS Automated Workflows

• ReadySMS Supported Workflows Folder 

• Template Field Map Articles

• Process: Add and edit a course form 

• JR Plus Learning Library: Applications & Enrolments 

• Form Builder Overview

• Kanban Overview

• Process: Add/Edit a Kanban Status

• Process: Add/Edit a Course Application Status

• JR Plus Learning Library: Automations

F.A.Q

• Our organisation uses a slightly different process to the ReadySMS Automated Workflows, can we adapt what you've given us?
  The presented workflows reflect common successful usage patterns that we have created based on our expertise in the sector. Modified configurations can only be given support through paid consultation sessions where we will help yu to identify the best approach to configuring your workflows. It remains your responsibility to internally configure, test, and validate that each workflow is aligned with the unique business requirements of your institution.

• Do I have to use online enrolments to use a ReadySMS?
  No, you can enrol students, and perform associated tasks, manually if that is your preference.

• Can I have one URL that all students can use to enrol students from my website so I don't have to update it regularly?
  Yes, you can do this using the "Links" feature on the Course Application Form. Link every course you would like to make available to students to this one form.

• The default Kanban Status' don't work for our processes, can I remove/edit them? 
  Yes, you can remove or edit them using Administration > Lookups > Course Application Settings > Kanban Settings.