DAC Academy — Counselor SOP

Role: Counselor Access: Leads, Admissions, Students, Fees

---

1. DAILY TASKS

• Check Dashboard for new leads and hot leads
• Process all new leads — contact parents within 24 hours
• Follow up on contacted/interested leads
• Register any leads who made payments
• Record all payments collected
• Process any pending admission submissions

2. LEAD MANAGEMENT WORKFLOW

New Lead → Contacted

1. Open the Leads page (Kanban view)
2. Click the "New" column to see all new leads
3. Click a lead name to view details
4. Call the parent using the 📞 button
5. After conversation, click Edit Lead
6. Change status to "Contacted"
7. Add a follow-up note summarizing the conversation
8. Adjust probability based on parent's interest

Contacted → Interested

1. Follow up with the parent after initial conversation
2. If they show interest, update status to "Interested"
3. Adjust probability to "Hot" if they seem close to decision
4. Schedule an academy visit if applicable

Interested → Registered

1. When parent agrees to register and makes payment:
2. Click Register on the lead detail page
3. Enter payment details
4. System generates receipt and sends WhatsApp
5. Lead status auto-updates to "Registered"

Registered → Admitted

1. On the lead detail page, click Convert to Admission
2. Complete the admission form (See Section 8 of Master SOP)
3. After submission, student is created and lead becomes "Admitted"

3. HANDLING LOST LEADS

1. If parent chooses another academy:
2. Change status to "Lost"
3. Record the reason in notes
4. Lost leads CAN be revived later if they come back

4. ADMISSION PROCESS (STEP-BY-STEP)

Before Starting

Ensure you have:

• Parent's email (for portal access)
• Student's documents ready
• Payment collected or payment details

Filling the Admission Form

1. Start from lead OR go to Admissions → New Admission
2. Fill all sections carefully
3. Crucial: Entering parent email AUTO-CREATES their portal account
4. Crucial: Enter 0 for fee to use batch defaults
5. Crucial: Take photo of payment proof and upload

After Submission

• Show the parent their login credentials (if email was provided)
• Explain they will receive a WhatsApp confirmation
• Hand over the receipt (download from student profile)

5. FEE COLLECTION

Recording a Payment

1. Go to the student's fee section
2. Click Record Payment
3. Enter amount, mode, and any transaction ID
4. Upload payment screenshot
5. Submit → receipt is generated

Handling Overdue Fees

1. Check Fees page for overdue students
2. Contact parents about outstanding amounts
3. Record payment when received
4. If parent disputes amount, check fee record details

6. STUDENT MANAGEMENT

Editing Student Information

• Correct spelling mistakes in names
• Update contact information when parents change numbers
• Upload missing documents
• Cannot change batch — use Batch Transfer action
• Cannot change branch — contact Admin

Student Lifecycle Actions

When a student leaves:

1. Verify all fees are cleared
2. Click Mark Left
3. Enter the leaving date and reason

When a student returns after leaving:

1. Click Re-enroll
2. Select the new batch
3. System creates a new enrollment

Year-end promotion:

1. Click Promote
2. System moves student to next session
3. Fee record for new session is created

7. COMMON MISTAKES TO AVOID

8. ESCALATION

Escalate to Admin when:

• No active session exists
• Document checklist not configured
• Batch is full and needs capacity increase
• Student needs branch change
• System errors occur
• Parent disputes fee amount