Transcript Document
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
Student Manager
is the most
Good programs
Utilize resources
effectively
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
To leave Student Manager
Go to File and choose
Exit
Or close with the
But remember to close
the program any time you
leave your office!
The Undo/Cut/Copy
ONLY
Is LIVE if you have a
record open!
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
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 Manager
Check on the status
of any optional
Modules you have
(or not so much)??
Entering Names
4 ways to begin!
Click the + sign to add a
name
1
2
3
From Modules, select
Names, Add New Name
On the keyboard – Alt + A
4
From the Quick Launch
Toolbar
Customize the name screen with Preferences
Since only
checked fields
display, you can
remove fields,
improving
accuracy.
Quick Tip:
Black items = Individual user can change
Blue Items = Global Preferences
NOTE: Many
fields can be relabeled and/or
validated.
Don’t see a place to store specific info?
Name User Defined Fields (UDF’s)
The + sign
means you
can add
codes
On-the-fly
Remember.. What you “See” depends
On what fields you’ve enabled in
The Name Preferences Area..
Data Validation
fields with dropdown arrows)
Pink brackets are also
validated data fields, but link
to a table. (Firms/Zip Codes)
Student ID#
NOTE: SM requires a 9 digit
number here. You can have
SM automatically “Pad” a
shorter # (if you use them)
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.
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”
NOTE: “Badge Name” can be
“Re-Purposed”
(eg: use for Maiden Name or ??)
“Don’t mail” lets you exclude this name
record when running mailing lists. ( eg:
if you have multiple family members )
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).
NOTE: again…
you can
“Re-Purpose” these fields
Recording both is more accurate
when generating mailing lists.
Membership(s)
A powerful tool to
manage, track, and
control access to
classes.
OLLI
There is a special webinar
devoted to handling
memberships in the
webinar archive.
(Under SM Operations)
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….
Saves
Screen Remains
Open
Any Button EXCEPT
YouUndo
do NOT
Abandon
have
to hit SAVE
EscOK/Close
Before an
Will SAVE your edits
If you have NOT
saved changes, will
UnDo any Edits
If you have NOT
saved changes, will
UnDo any Edits
(Screen Remains Open)
(Closes Screen)
Saves
(Closes Screen)
Once you’ve
built a list of
names, use the
Find tool to
locate a name
in the list.
To FIND a new name, just do FIND
(don’t exit and go back in..)
Find
“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”
NOTE: the F1 Key
brings up a list of other
handy “Short Cut Keys”
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
Credentials
What does the credentials tab do?
Record a variety of education qualifications
Test scores (think WorkKeys)
Courses attended elsewhere
Job placement information
Professional credentials
Filter and be able to report the information
The Credentials Tab
Has some AWESOME
New options ! !
Begin by adding a new entry
The BIG deal= you now can
customize the data entry
screen layout (based on the
type of Credential)
Entries made in the form on top
Will be displayed on the grid
below
Helpful Tips
Record your student contact information on the
Comments/History screen
Alt +F 12 brings up the
CRM Entry screen
Clone Name
Great way to enter multiple people (same address) from a FIRM or from a Family Group…
When adding names, the
Last name added/edited is
By default..
The address that would be
Cloned
1. Locate name
2. Edit / Clone name
3. Add a blank name
record (or locate an
existing record)
4. Edit / Paste Address
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
Super tool
for tracking
Catalog/ Brochure
requests
Reports / Demographic / Mailing Labels
Print Marked Labels
Callbacks: Remind you to call students
Who calls
On what date
When the user logs in on the Call Back date, the Call Back window will
open showing the Call Back information:
This Call Back (or Reminder) Feature also
Available for Faculty and Courses
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
DON’T FORGET:
You’ve got HELP!
( SM Help Guide)
Questions
[email protected] / 800-925-2493
Our next webinar . . .
Courses!
Wednesday, May 21, 2014
1:00 Central
registering for this webinar also registered you for
the next webinar!
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