👤Manage Leads & Requests

Overview

The Leads & Requests tab is your central pipeline for every new family reaching out to the school. Every tour booking and form submission flows here automatically, so the admin can review, follow up, and decide who moves forward to admission.

Use this tab to:

• See all incoming leads in one list with their Parent(s), Application Date, Status, and Source.
• Take action on each lead: View, Mark as Complete, Reschedule, Cancel, or Send Offer.
• Send admission offers (with invoice) directly from a lead — the parent and child profiles are created automatically.

How to Access Leads & Requests

1. Click Admission in the left sidebar.
2. Select the Leads & Requests tab at the top of the Admission page.
3. You will see a table with every lead and its current status.
4. Use the search bar at the top to filter by name, class, or other keywords.

Leads & Requests Table — What You See

Each row represents one lead and includes the following columns:

Lead Statuses

A lead's status reflects where the family is in your admissions journey:

Actions on a Lead

Click the three-dot Action menu on any row to open the actions available for that lead's status.

When status is Tour booked

• View — open the full booking details (description, date/time, school, parents, location).
• Mark as Complete — mark the tour as done; status updates to Completed and the lead becomes eligible to receive an offer.
• Reschedule — open the Reschedule modal to pick a new date and time. The parent is notified automatically.
• Cancel — cancel the booking. The slot is released and the parent receives a cancellation notification.

When status is Completed

• View — open the lead details to review the parent's information and tour/form notes.
• Send Offer — open the Send Offer modal to issue an admission offer and invoice (see the next section).

Sending an Offer

When a lead is ready to enrol, click Send Offer from the Action menu to open the Send Offer modal. This single modal creates the offer, the parent profile, the child profile, and the admission invoice in one go.

1. Parent Details (required)

Pre-filled from the lead. Edit if needed.

• First name* — parent's first name.
• Last name* — parent's last name.

2. Child Details (required)

For the child being admitted. Click + Add New Child to add additional children to the same offer.

• First name* — child's first name.
• Last name* — child's last name.
• Date of birth* — child's date of birth (format: DD/MM/YYYY).
• Classroom* — select the classroom the child will join from the dropdown.

3. Items (required)

This is the admission invoice line items. Click + Add New Row to add more items, or click the red trash icon to remove a row.

• Description — what the line item is for (e.g. Admission Fee, Registration, Uniform).
• Qty — quantity.
• Rate — unit price.
• VAT — the percentage of VAT to apply.
• Amount — calculated automatically from Qty × Rate (+ VAT).

Below the items list you will see the running totals:

• Subtotal — sum of all line amounts before tax.
• Tax / VAT — total VAT amount.
• Total — final amount the parent will see on the invoice.

4. Payment Method (required)

Pick how the parent should pay:

• Transfer — bank transfer.
• Other options may appear based on your Settings → Setup Payment Methods configuration (e.g. Paystack online payments).

5. Notes (required)

A free-text field for additional information, payment instructions, or a thank-you message. This appears on the invoice the parent receives.

Generating the Offer

1. Click Generate at the bottom of the modal.

2. The system immediately:

   • Sends the parent an admission offer letter.
   • Sends an invoice for the admission fee.
   • Sends a platform invite so the parent can create their account.
   • Creates a Parent profile with status Inactive.
   • Creates a Child profile with status Inactive.
   • Moves the lead from Leads & Requests to the Admissions section.
   • Updates the lead status to Offer Sent.

3. Once the parent pays the invoice (online via Paystack, or manually marked paid by the admin), the Child profile automatically becomes Active — admission is complete.

Click Cancel instead to close the modal without sending anything.

Tips & Related Info

• Search instead of scroll — use the search bar at the top to find a lead by parent name, class, or any keyword.
• Reschedule preserves the lead — if a parent needs to change their visit, reschedule rather than cancel so the lead stays alive.
• Mark complete promptly — after a tour or form review, change the status to Completed so it becomes eligible for an offer.
• One offer can include multiple children — use + Add New Child in the Send Offer modal for families enrolling more than one child.
• The lead disappears from this tab when an offer is sent — it moves to the Admissions tab where you can continue tracking payment and activation.
• Source helps you measure channels — the Source column shows where the lead came from (e.g. School Website), useful for understanding which channel brings the most families.
• Sync with Events Calendar — every tour-related status here is mirrored on the Events tab and vice versa.

FAQs