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MASTERSTUDIES MARKETING GROUP
STUDENT ENQUIRY SYSTEM
User GUide
Your global partner for web marketing in higher education since
2002
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MEDIA KIT 2013 | MASTERSTUDIES MARKETING GROUP 34
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iNTrOdUCTiONThe Student Enquiry System (SES) will save you time
answering student enquiries
initiated at Masterstudies.com. In order to keep the quality of
feedback high, SES
has a built-in support for templates and auto-attachments.
In addition, Masterstudies will automatically manage a reminder
system for you.
We send reminders to students who have not answered your
correspondence in
order to maximize best possible response rate. One must keep in
mind that most
students will have contacted 4 to 5 different schools. Speed and
quality from your
side is vital towards your enrollment success rate.
The amount of time this system will save your admissions team is
substantial du-
ring the future. It will take you 30 minutes or so to set up the
system and then you
are up and running! When the system is set up you can answer
student enquiries
in “just 1 click” whilst delivering all the key information you
need.
To use the system effectively, it is important to upload
attachments you often use. In addition, you can make yourself one
or more templates that give you a quick start when you reply to
student enquiries.
If you have not yet logged into the Administration Centre,
please go to www.masterstudies.com/admin-centre and log in with the
user name and password that you received from Masterstudies.com.
Then click Student Enquiry System in the left menu (Figure 1).
FirsT TiMe UsAGe
Figure 1: The Student Enquiry System start page
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When answering an enquiry, you can get the system to
automatically select the appropriate attachment on the basis of the
program that the student requested.
To make this happen, click Auto attach to the right of the
attachment you want to auto select. In addition to all your
programs, you will see the option “All - Attach for all programs”,
which might be useful if you want to provide potential students
with general information about your school. Select the programs and
click Save.
Repeat these steps to set up all the necessary attachments that
you wish to be automatically selected.
AUTO seLeCTiON OF ATTACHMeNTsIf you don’t have any PDF/documents
that you often send to your potential students, you may skip this
section.
FiLe UPLOAdAt the top of the page you see a button called Manage
Your Reply Templates. Click on this and choose Upload Attachments.
In the File title box, type the “file name” you want the student to
see, for example “Master Program Content and Structure”. Continue
by clicking the Attach a file button and locate the file on your
computer. Then click Upload.
Repeat these steps until you have uploaded all your attachments
to the system.
UPLOAd ATTACHMeNTs
MEDIA KIT 2013 | MASTERSTUDIES MARKETING GROUP 54
FirsT TiMe UsAGe FirsT TiMe UsAGe
Figure 3: Auto select attachments to specific programsFigure 2:
Overview of attachments. Notice the Auto attach link for each
attachment
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If you don’t have any typical answers or blocks of text that you
use to respond to your potential students, you may skip this
section.
Go back to the SES start page by clicking Student Enquiry System
in the left menu. Click Manage Your Reply Templates and choose Edit
Reply Templates. Click Create new template. Give the template an
internal name, so you can easily distinguish between them. Just as
for the attachments, you may select which programs should use this
template as a default starting point.
Take your time making a great template. In order to insert
links, select the part of the text you want to be clickable, and
then click the chain icon.
When ready, click Save template. If you need more than one
template, please repeat the steps above until you have a complete
collection of templates.
CreATe ANd ediT eNQUirY TeMPLATes
MEDIA KIT 2013 | MASTERSTUDIES MARKETING GROUP 76
FirsT TiMe UsAGe FirsT TiMe UsAGe
Figure 4: Example of template
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The system is easy to use. We would like to highlight some of
the functionality regarding statuses and template selection while
answering enquiries.
eNQUirY sTATUsThe status of an enquiry can be at three different
stages. The three stages are New, Ongoing and Finished.
New: The potential student has sent you an initial enquiry, and
you have not yet responded. On-going: The potential student has
responded to your previous answer or has made a
new request for additional information. Finished: You have
responded to the student.
The SES front page shows the enquiries grouped by statuses,
which makes it easy to quickly follow up with New and On-going
enquiries.
MEDIA KIT 2013 | MASTERSTUDIES MARKETING GROUP 98
sYsTeM UsAGe sYsTeM UsAGe
Figure 5: New, On-going and Finished enquiries
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MEDIA KIT 2013 | MASTERSTUDIES MARKETING GROUP
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If you click Reply, the browser scrolls further down the page
where you can enter your response (Figure 8). If you have a
template for the specified program, it’s shown by default. You can
also pick another template from the drop-down box above the
toolbar.
Below the reply field you can attach files from your computer or
select attachments from the previously uploaded files. If you have
auto-attachments for the current program, these are selected by
default and can be ticked on or off depending on your needs.
When you click Send Message, the message is sent to the
potential student and the status is set to Finished. If the user
responds, the status is set to On-going and you receive an e-mail
notification.
ANsWeriNG A POTeNTiAL sTUdeNT
There are two paths to the page where the enquiry is shown;
either click the link in the e-mail from Masterstudies.com or click
the enquiry row/subject from the SES front page.
When looking at an enquiry, you have three options: Reply to
student, Reject this enquiry and Back to Inbox (figure 7). Press
the appropriate button. If you click Reject this enquiry, you are
redirected back to the front page and the status of the enquiry is
set to Finished. This is for your internal use, no message will be
sent to the student.
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Figure 6: Respond to a new enquiry. Choose between Reply or
Reject.
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If you have questions regarding the system, please do not
hesitate to contact us at:
[email protected] or by phone at +47 23227250.
MEDIA KIT 2013 | MASTERSTUDIES MARKETING GROUP 1312
sYsTeM UsAGe QUesTiONs Or QUeries
Figure 7: Reply to a potential student based on template and
standard attachments
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Masterstudies AsFornebuveien 421366 Lysaker, Norway
Tel + 47 23227250Fax + 47
[email protected] Corporate
Member
