DAC Academy — Front Desk SOP

Role: Front Desk Staff / Reception Focus: Lead to Admission workflow

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1. DAILY TASKS

• Greet all visitors and capture their information
• Create leads for all walk-in inquiries
• Process registration fees for interested parents
• Collect and upload admission documents
• Record all cash/UPI payments received at the desk
• Issue receipts for all collections

2. HANDLING WALK-IN INQUIRIES

Step 1: Capture Lead Information

1. Open the system and go to Leads → New Lead
2. Enter:
   • Student Name — As per school records
   • Target Exam — JEE, NEET, Foundation, etc.
   • Class — The class they're applying for
   • Parent Name — Full name of parent/guardian
   • Parent Phone — Primary contact number
   • Branch — Select your branch
   • Probability — Set to "Hot" if they seem serious
   • Source — "Walk-in" for visitors
3. Click Submit

Step 2: Initial Conversation

• Give the parent an overview of the academy
• Share fee structure (printed or via WhatsApp)
• Answer basic questions
• If interested, schedule a counselor meeting
• Add a follow-up note: "Walk-in inquiry, interested in [course]"

3. HANDLING PHONE INQUIRIES

1. Create lead with source = "Phone"
2. Gather same information as walk-in
3. Set probability based on conversation
4. Assign to a counselor if needed
5. Add follow-up notes from the call

4. REGISTRATION (PAYMENT COLLECTION)

When a Parent Wants to Register

1. Open the lead from the Leads page
2. Click Register
3. Collect the registration fee (typically ₹3,000)
4. Enter in the system:
   • Amount — Amount collected
   • Payment Mode — Cash/UPI/Card/Transfer
   • Transaction ID — For UPI/transfer payments
   • Upload Payment Screenshot — For digital payments
5. Click Submit
6. Print the receipt from the success screen and hand to parent
7. OR download the PDF from the lead detail page later

Accepted Payment Methods

5. DOCUMENT COLLECTION

Checklist

During admission, collect these documents:

• Student Aadhaar card
• Parent Aadhaar card
• Previous school mark sheets
• Transfer Certificate (if applicable)
• Passport-size photographs (student)
• Passport-size photographs (parent)
• Medical certificate

Uploading Documents

1. During admission submission
2. Scan or photograph each document
3. Upload to the corresponding checklist item
4. Mark status as "Received"

6. RECEIPT MANAGEMENT

Printing a Receipt

1. Navigate to the student's detail page
2. Find the Fee/Payment section
3. Click View Receipt or Download PDF
4. Print and hand to parent

What if Receipt is Lost?

1. Parent requests duplicate receipt
2. Go to student's payment history
3. Click Download PDF
4. Print and hand the duplicate (note: original receipt number remains same)

7. HANDLING COMMON PARENT QUESTIONS

8. END OF DAY PROCEDURES

• Verify all walk-ins have been entered as leads
• Verify all payments collected have been recorded
• Print and file all receipts issued during the day
• Count cash collected and deposit as per academy policy
• Hand over any pending admission files to counselors
• Ensure the reception area is organized for next day

9. COMMON MISTAKES