Student Manager 8 An ACEware Presentation

Agenda A general intro to Student Manager Inputting a name Editing names A few useful tips

Successful programs have three things in common Great people Good programs Utilize resources effectively Student Manager is the most powerful resource in your office

A quick tour

Student Manager data is managed through three major areas: Names - your students, your potential students Courses – Your programs, classes, workshops, conferences, online programs, etc. Registrations – and the payments related to them

Use the Center Screen Quick Launch

Toolbar Icons Lookup Faculty Add/Edit Codes Edit Preferences Open the Online Help Guide Log on a Different User

Or drop-down menus to access each area

Go to File and choose Exit Or close with the To leave Student Manager But remember to close the program any time you leave your office!

Clicking on Edit provides the opportunity to Undo, Copy, Edit, Paste, Clone and Paste Name record, set Preferences and establish or edit your User Profile The Undo/Cut/Copy ONLY Is LIVE if you have a record open!

Module Is where you can get to your data… To add/edit or Delete records in your system….

Reports … reports in 84 different areas… all reports can be modified

Tools… for maintenance & cleanup

A quick place to get a “Big Picture” of the total size of your system is under “Help” About Student Manager Check on the status of any optional Modules you have (or not so much)??

Entering Names

Click the + sign to add a name 4 ways to begin! On the keyboard – Alt + A From Modules, select Names, Add New Name 4 From the Quick Launch Toolbar

Since only checked fields display, you can remove fields, improving accuracy. NOTE: Many fields can be re- labeled and/or validated. Customize the name screen with Preferences Quick Tip: Black items = Individual user can change Blue Items = Global Preferences

Don’t see a place to store specific info? Name User Defined Fields (UDF’s)

Pink brackets are also validated data fields, but link to a table. (Firms/Zip Codes) Data Validation fields with dropdown arrows) Remember.. What you “See” depends On what fields you’ve enabled in The Name Preferences Area.. The + sign means you can add codes On-the-fly

Student ID# The ID # is the unique identifier for the Names table. Organizations have the option of entering a unique 9 digit ID, or allowing the system to generate an ID number for the Name record (if you do not enter a #, the system will generate a unique ID number when you save the record). System generated ID numbers begin with your site code (e.g. if 'X' is your site code the numbers would begin at X ; select Edit / Preferences / Organization Defaults to set the site code. NOTE: SM requires a 9 digit number here. You can have SM automatically “Pad” a shorter # (if you use them)

Special Fields

Badge Name: for those people who don’t like the name their mother gave them, or prefer to go by the name “Bubba” “Don’t mail” lets you exclude this name record when running mailing lists. ( eg: if you have multiple family members ) NOTE: “Badge Name” can be “Re-Purposed” (eg: use for Maiden Name or ??)

A complimentary field to “Don’t Mail” is Excl which excludes the name from mass s (Which lets you track a Student’s “Opt Out” preference)

Source identifies how the customer arrived at your doorstep the first time. Add Interest identifies those classes in which the customer expressed an interest. As they register for courses, the subject code from the course is added to this field. No limit is placed on the amount of Interest codes a student may have.

Interest Codes are a POWERFUL tool for Marketing and Program Management! Can add as many as you want Can “Scope” by program area Can auto-fill from Course “Subject” Can be edited (date) or deleted Dbl Click to DELETE Right Mouse Click to Edit Date

Occupation and Organization Record the student’s career choice in occupation, and the industry in which they work in organization. For example, on campus you have nurses and law enforcement officers (occupation) who work in education (organization). Recording both is more accurate when generating mailing lists. NOTE: again… you can “Re-Purpose” these fields

Membership(s) A powerful tool to manage, track, and control access to classes. There is a special webinar devoted to handling memberships in the webinar archive. (Under SM Operations) OLLI

Automatically added Add Date, Updated Time, Updated, Created by, and Updated by AND # of Classes Taken. This gives you a quick Dashboard view of the person record.

Saving your work…. Any Button EXCEPT Undo Abandon Esc Will SAVE your edits Saves Screen Remains Open Saves (Closes Screen) If you have NOT saved changes, will UnDo any Edits (Screen Remains Open) You do NOT have to hit SAVE Before an OK/Close If you have NOT saved changes, will UnDo any Edits (Closes Screen)

Once you’ve built a list of names, use the Find tool to locate a name in the list. Find To FIND a new name, just do FIND (don’t exit and go back in..)

“Find” is now on Steroids!!!! Match any letter combination On any one of 14 fields Click Column Header to Sort rows by that column

Can’t find a name with FIND? Try F5 “Find Them” Lets you search using about a variety of options First Name Partial Address Key word in Firm Notes in Comments Part of address Or custom conditions NOTE: the F1 Key brings up a list of other handy “Short Cut Keys”

Credentials

Record a variety of education qualifications Filter and be able to report the information What does the credentials tab do? Test scores (think WorkKeys)Courses attended elsewhereJob placement informationProfessional credentials

The Credentials Tab Has some AWESOME New options ! !

Begin by adding a new entry

Entries made in the form on top Will be displayed on the grid below The BIG deal= you now can customize the data entry screen layout (based on the type of Credential)

Here’s a few good tips! Helpful Tips

Record your student contact information on the Comments/History screen Alt +F 12 brings up the CRM Entry screen

1.Locate name 2.Edit / Clone name 3.Add a blank name record (or locate an existing record) 4.Edit / Paste Address When adding names, the Last name added/edited is By default.. The address that would be Cloned Clone Name Great way to enter multiple people (same address) from a FIRM or from a Family Group…

Special Button gives you some handy short-cuts NOTE: New button for creating an instructor record from a name record. Thanks Matthew! That’s cool!

Quick Reports Additional Reports provides the ability to print a #10 envelope, generate a fax cover sheet, or print a transcript. REMEMBER: you also have “Quick Report” options on Course, Register, and Instructor Screens

Label Flag Reports / Demographic / Mailing Labels  Print Marked Labels Super tool for tracking Catalog/ Brochure requests

When the user logs in on the Call Back date, the Call Back window will open showing the Call Back information: Callbacks: Remind you to call students This Call Back (or Reminder) Feature also Available for Faculty and Courses Who callsOn what date

Copy Name Info / Alt + 3

Student Double Click on the Address

Want to store two student addresses? Separate the addresses with a comma and a space

Use Name Grouping to link/create a family or affinity group. There is a report: report Name Grouping (Combine) (in mailing Labels) that allows you to print a Mailing Label JUST for the PRIMARY contact in a “Group”

Need to Combine Names? Type the “good” Student ID# over the “evil” Student ID# and follow the onscreen prompts

Questions / DON’T FORGET: You’ve got HELP! ( SM Help Guide)

Our next webinar... Courses! Wednesday, May 21, :00 Central registering for this webinar also registered you for the next webinar!

Find US Online! ACEware Systems Search for “ACEware Systems” Student Manager Help Software Updates CE Current Events Social Media Help Interesting Help Special Deals Event Updates Tutorials