Student Manager 8

1. Student Manager 8 An ACEware Presentation

2. Agenda

3. Successful programs have three things in common Student Manager is the most powerful resource in your office

4. A quick tour

5. 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

6. Use the Center ScreenQuick Launch

7. Toolbar Icons • Lookup Faculty • Add/Edit Codes • Edit Preferences • Open the Online Help Guide • Log on a Different User

8. Or drop-down menus to access each area

9. To leave Student Manager Go to File and choose Exit Or close with the But remember to close the program any time you leave your office!

10. The Undo/Cut/Copy ONLY Is LIVE if you have a record open! 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

11. Module Is where you can get to your data… To add/edit or Delete records in your system….

12. Reports ….. 200 + reports in 84 different areas… all reports can be modified

13. Tools… for maintenance & cleanup

14. A quick place to get a “Big Picture” of the total size of your system is under “Help” About Student Manager Check on the status of any optional Modules you have (or not so much)??

15. Entering Names

16. 4 ways to begin! 1 Click the + sign to add a name 2 From Modules, select Names, Add New Name 3 On the keyboard – Alt + A 4 From the Quick Launch Toolbar

17. Customize the name screen with Preferences Since only checked fields display, you can remove fields, improving accuracy. NOTE: Many fields can be re-labeled and/or validated. Quick Tip: Black items = Individual user can change Blue Items = Global Preferences

18. Don’t see a place to store specific info? Name User Defined Fields (UDF’s)

19. The + sign means you can add codes On-the-fly Data Validation fields with dropdown arrows) Remember.. What you “See” depends On what fields you’ve enabled in The Name Preferences Area.. Pink brackets are also validated data fields, but link to a table. (Firms/Zip Codes)

20. Student ID# NOTE: SM requires a 9 digit number here. You can have SM automatically “Pad” a shorter # (if you use them) 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.  

21. Special Fields

22. Badge Name: for those people who don’t like the name their mother gave them, or prefer to go by the name “Bubba” NOTE: “Badge Name” can be “Re-Purposed” (eg: use for Maiden Name or ??) “Don’t mail” lets you exclude this name record when running mailing lists. ( eg: if you have multiple family members )

23. 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)

24. 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.

25. 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

26. 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

27. 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

28. Automatically added Add Date, Updated Time, Updated, Created by, and Updated by AND # of Classes Taken. This gives you a quick Dashboard view of the person record.

29. Saving your work…. You do NOT have to hit SAVE Before an OK/Close Any Button EXCEPT Undo Abandon Esc Will SAVE your edits If you have NOT saved changes, will UnDo any Edits (Screen Remains Open) If you have NOT saved changes, will UnDo any Edits (Closes Screen) Saves Screen Remains Open Saves (Closes Screen)

30. Once you’ve built a list of names, use the Find tool to locate a name in the list. To FIND a new name, just do FIND (don’t exit and go back in..) Find

31. “Find” is now on Steroids!!!! Match any letter combination On any one of 14 fields Click Column Header to Sort rows by that column

32. Can’t find a name with FIND?Try F5 “Find Them” NOTE: the F1 Key brings up a list of other handy “Short Cut Keys” • 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

33. Credentials

34. What does the credentials tab do? Record a variety of education qualifications Filter and be able to report the information

35. The Credentials Tab Has some AWESOME New options ! !

36. Begin by adding a new entry

37. The BIG deal= you now can customize the data entry screen layout (based on the type of Credential) Entries made in the form on top Will be displayed on the grid below

38. Helpful Tips Here’s a few good tips!

39. Record your student contact information on the Comments/History screen Alt +F 12 brings up the CRM Entry screen

40. Clone Name Great way to enter multiple people (same address) from a FIRM or from a Family Group… Locate name Edit / Clone name Add a blank name record (or locate an existing record) Edit / Paste Address When adding names, the Last name added/edited is By default.. The address that would be Cloned

41. 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!

42. Quick Reports REMEMBER: you also have “Quick Report” options on Course, Register, and Instructor Screens Additional Reports provides the ability to print a #10 envelope, generate a fax cover sheet, or print a transcript.

43. Label Flag Super tool for tracking Catalog/ Brochure requests Reports / Demographic / Mailing Labels Print Marked Labels

44. Callbacks: Remind you to call students When the user logs in on the Call Back date, the Call Back window will open showing the Call Back information: Who calls On what date This Call Back (or Reminder) Feature also Available for Faculty and Courses

45. Copy Name Info / Alt + 3

46. Email Student Double Click on the Email Address

47. Want to store two student email addresses? Separate the addresses with a comma and a space

48. 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”

49. Need to Combine Names? Type the “good” Student ID# over the “evil” Student ID# and follow the onscreen prompts

50. DON’T FORGET: You’ve got HELP! ( SM Help Guide) Questions chuck@aceware.com / 800-925-2493