Student Manager 8An 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 ScreenQuick 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 …..200 + 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 ManagerCheck 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!4 ways to begin!

1

2

3 On the keyboard – Alt + A

From Modules, select Names, Add New Name

4From 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 changeBlue 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 Validationfields with dropdown arrows)

Remember.. What you “See” dependsOn what fields you’ve enabled inThe 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 X00000001; 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 emails (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 addedAdd 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 EXCEPTUndo

AbandonEsc

Will SAVE your edits

SavesScreen 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 email 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 elsewhere

Job placement information

Professional 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 name2. Edit / Clone name3. Add a blank name

record (or locate an existing record)

4. Edit / Paste AddressWhen adding names, the

Last name added/edited isBy default..

The address that would beCloned

Clone NameGreat 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 alsoAvailable for Faculty and Courses

Who calls On what date

Copy Name Info / Alt + 3

Email Student

Double Click on the Email Address

Want to store two student email 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

Questionschuck@aceware.com / 800-925-2493

DON’T FORGET:

You’ve got HELP! ( SM Help Guide)

Our next webinar . . .

Courses!

Wednesday, May 21, 20141:00 Central

registering for this webinar also registered you for the next webinar!

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