What is the Enrolment planner report used for?
The Enrolment planner report can give you a snapshot on how many confirmed enrolments you have, how many forecasted enrolments you may have and how many more enrolments you can accept for a specific year of entry and year level combination.
How to setup the Enrolment planner report
To start using this report, you first need to set your capacity and churn rates per year of entry.
Navigate to "Settings" - "Funnel Settings" - "Capacity" as per step 1:
Set your capacity per year of entry by using the left/right arrow as pictured above in step 2. Don't forget to hit the "Save" button!
Set your churn rates as pictured in step 3. Churn rates will apply to all year of entries. Do not leave any of the percentage boxes empty, you must enter a number. If there are no churn rate expected, enter "0%".
Are you new to churn rates? You can read this article to learn how to calculate churn rates.
Enrolment planner report explained
You can now create your Enrolment planner report!
Go to the Report module and click on "Add report" - Choose the "Enrolment Planner Report" and hit "Create report".
Choose your date range and how you want to display the data.
You can go even more granular by adding extra filters in the "Conditions for data series".
Click save at the top right corner.
You report will be generated:
How to interpret the data
Let's go over the definitions to understand how to interpret the data shown in the report.
Opportunities | Takes each year level multiplied by the probability in the associated Enrolment pipeline stage of the lead. It will first filter by the year level, then it will sum the number of leads in that stage and multiply the win probability of that stage. It will exclude the Won leads. |
Confirmed | Total number of leads in the “Close”/“Won” stage for that year. |
Forecast | The sum of (Opportunities + Confirmed + Rollover) from the year before. |
Capacity | The number of student that you can educate in that year defined by your Funnel settings - capacity. |
Positions available | The Capacity subtracted by the Forecast. Here's a scenario to better understand this concept: I have a capacity of 25 for Year 6 and a capacity of 50 for Year 7. The churn rate from Year 6 to Year 7 is set to 0%. The position available will start at 25, however a lower number will most likely be shown in your report as it will deduct your Confirmed enrolment and your forecasted leads for Year 7 of that specific Year of Entry. |
Churn rates | If 100% of students go year to year, and there is no noticeable drop out then set to 0%. For example, if all year 5 students will stay for year 6 and the capacity is the same for both year levels, the report will indicate that you have 0 position available for Year 6 of the following year as all seats will be filled by your current year 5 students. |
Rollover: Confirmed | (Confirmed * Churn rate) |
If negative numbers are shown in your report for position available, you can consult this article for more details.