If an agent will be enrolling a lead on behalf of the interested family, there are few things to consider before sending out contracts and enrolment forms.
Agents completing enrolment forms for a lead, will be mapped as the leads guardian in Funnel.
The above can lead to issues such as:
Agent being associated with multiple unrelated families in Funnel
Agent receiving funnel emails intended for the enrolling family
Pre-populated forms containing agent information could be overwritten by an enrolling guardian and applied to multiple leads, causing incorrect guardian data in Funnel
To prevent the above from happening, you should follow these steps when facilitating agent enrolments.
DO NOT encourage agents to fill out enrolment forms on behalf of families, instead implement a process where they contact your enrolments team directly via email OR create a basic form titled "Agent Enquiry" refer to Create your own Basic Funnel forms or contact our support team for help.
When a request for an enquiry is placed by an agent/agency, the minimum requirements for lead creation is as follows:
Lead Details:
First Name (required)
Last Name (required)
Date of Birth (required)
Year Level
Year of Entry
Guardian Details (at least one)
First Name (required)
Last Name (required)
Email (required)
Mobile (if known)
Address (if known)
If a guardian cannot be produced at the time of the enquiry, you may add the agent as a guardian TEMPORARILY. Once guardian information is known, before any other forms are sent to the enrolling family, the agent profile should be unlinked from the lead. Refer to Unlink Families in Funnel
Example Process:
Using the article Create your own Basic Funnel forms , create a form titled "Agent Enquiry" by default, this form will create the necessary fields needed for lead creation in Funnel.
Draft an email to the agents/agencies that you work with and send them the link to that form, ask them to use it for all future enquiries.
Note: If guardian information is not known at the time of the enquiry, then the agent can provide their own information, but once guardians are known, the agent should be unlinked from the lead immediately.
Once the lead has been created in Funnel (assuming the agent has been added as a guardian), further emails should be drafted with the agent to obtain the leads guardian details. Once confirmed, follow these steps:
Add New Family:
Enter Guardian Details:
If more than one guardian needs to be added, click on the newly created family and then click the "Add Guardian" button:
Adjust the Primary Guardian:
Unlink the Agent from the lead:
Note: Deleting the Agent Family will remove them from Funnel and any other lead they are associated with. If there are leads within your Funnel that only have that agent listed as a Family on their profile, deleting them will break those lead profiles in the system, so we advise you to unlink them instead.
Finally, you can send out enrolment forms or contracts/agreements once the above steps have been finalised.