Create web forms in Web Form Builder to store non-student website visitor data in any occurrence of Contact Manager. Embed these CTM forms on your website and start to build and update CTM lists of alumni, schools, companies, partners, etc.
TIP: The Schools that you partner with automatically display the students (from Student Database) that are associated with them. Instantly see if each new lead works at a partner school has with a solid history of sending you students.
Typical uses:
Collect alumni contact information in order to stay in touch with these contacts and send newsletters via Campaigns.
Collect teacher and other data for partner schools to facilitate ease of contact and newsletters via Campaigns.
Collect enquiries from school teachers about outreach work/school liaison.
Collect partnership info more quickly.
If you get Schools enquiring by email and want to keep them separate by storing them all in CTM...
Reply with "Great to hear from you, our Outreach Team will give you a detailed response if you can please complete this Form".
Link each Lead to the correct Org in CTM.
See how many students each School has brought in previously (Orgs > Org Card > Associations).
Let's fill up that Leads Dashboard.
In Setup > Configuration choose 'Leads' for your dashboard:
Contact Manager is the single source of truth for non-student contacts
Efficient Record-Keeping: Provides an organised, centralised record of inquiries.
Improved Follow-Up: Enables timely responses and task management.
Data Analysis: Helps identify trends and informs marketing strategies.
Personalisation: Allows tailored responses to the school's needs and preferences.
Performance Metrics: Generates reports to measure outreach effectiveness.
FAQs:
Q. Why do some leads look bold?
A. Leads that you have not updated the 3 dropdowns on (ie: looked at and made an initial decision about) stay bold until you have.
Q. Can I delete leads?
A. Yes. Leads > Lead Submission Mini Card > More options > Delete. It is permanent.
Q. Where do I see everything the person typed into their form?
A. Leads > Lead Submission Mini Card (scroll down) > Form Submission.
Q. What are Owners?
A. A Lead's Owner is responsible for processing that Lead, and is an automatic dropdown of your users.
Q. What are Categories?
A. You manage the categories in Setup > Dropdowns > Categories. This helps you report in the built-in reports and also on the Leads Dashboard.
Q. What are Statuses?
A. You manage the statuses in Setup > Dropdowns > Statuses. This helps you report in the built-in reports and also on the Leads Dashboard. Typically a Lead will progress along a journey from "1. New" through "2. We reached out", "3. We made contact" to "4. Agreed" or some version thereof.
Q. How do I change which statuses appear in the Leads' progress bar?
A. When you are managing your statuses in Setup > Dropdowns > Statuses, you can show or hide each status for all lead progress bars.
Q. How does it match incoming leads to existing contacts?
A. The matching of leads to orgs and contacts is governed by specific rules and scenarios. Here's how it's designed to work:
Lead Matching Rules:
Leads are matched with existing contacts: If an incoming lead has the same details as an existing contact, they are considered a match and the existing organisational relationship is inherited.
New Leads: If there are no existing contacts that match, a new contact is created in the system.
Choice for Org Matching: Leads are not automatically linked to organisations. Instead, the user is given a choice of a) existing matching organisations to link the lead to, b) using the Org details provided in the lead, c) creating a brand new Org manually, or doing nothing.
Following these rules Contact Manager aims to minimise duplicate entries and keep the database clean while allowing for flexibility in handling new and existing relationships.