Consultation Registration
Admin Area > ConsultationThe Consultation Registration function is an online management tool within the LOL Online Learning Platform, specifically designed for educational institutions, cram schools, and similar organizations. It allows students or visitors to proactively leave their contact information and course inquiries through website forms. All submitted information is immediately compiled in the backend, where administrators can view, filter, categorize, modify, and respond, significantly enhancing information management efficiency.
This feature supports multiple notification methods such as email, LINE Notify, and cloud messaging push notifications. Administrators receive immediate alerts for new inquiries, ensuring they never miss potential student engagements. The Consultation Registration feature serves as a crucial link for schools during the early stages of enrollment, effectively helping institutions plan subsequent recruitment activities and communication strategies.
Detailed Operational Steps
1. Login and Enter the Management Interface
- Log into the LOL platform using the administrator account.
- Find "Consultation Registration" in the left-hand menu and click to enter.
2. Search Registration Records
- The system offers various search conditions, including name, phone number, email, gender, and status.
- For large datasets, quickly narrow down your search by keywords. Clicking the "Search" button displays records that match the criteria.
3. View Detailed Registration Form Content
- Click on a registration record to view detailed information.
- Information includes name, gender, contact methods, email, inquiry subject and content, and submission time, facilitating prioritization of inquiries.
4. Modify Registration Content
- To update submitted information, click "Modify Consultation Form" to enter the editing page.
- Editable fields include contact methods, status tags, and inquiry topics.
- Click "Save" after modifications, and the system updates the records.
5. Respond to Registrants
- The system allows direct replies via Email or LINE from the backend.
- If the student has installed the APP and meets version requirements, notifications can also be pushed via the Cloud Messaging module, enhancing communication efficiency.
- It is advisable to establish standard response templates to streamline workflow.
Consultation
Admin Area > ConsultationThis system enables students or visitors to ask questions, which are then answered by staff, similar to a customer service mailbox or FAQ section.
Search Conditions
Provides filtering fields, including searchable fields for name and phone number, along with input boxes for entering corresponding information.
Status Filter
Uses radio buttons to filter consultation statuses: All, Unanswered, Answered, Closed, and Deleted.
Search Button
Magnifying glass icon button used to perform searches.
Modify
Edit the selected consultation record listed below.
Modify Consultation Form
Edit the consultation form.
Consultation List
Lists all received consultation records in tabular form.
# / No.
Serial number and a unique identifier.
Name
The name of the person making the inquiry.
Gender
Gender of the inquirer, represented by an icon.
Phone
Contact number of the inquirer.
Email address of the inquirer.
Status
Displays the current status of the consultation.
Modify Consultation Information
Admin Area > Consultation > ModifyAllows staff to thoroughly review questions and manage or reply directly within this interface.
Consultation Time
Displays when the inquiry was submitted.
Current Status
Displays the current handling status of the inquiry.
Student Information
Clearly lists basic information of the inquirer.
Name
Name of the inquirer.
Identity
Indicates if the inquirer is a student or visitor.
Phone
Contact number of the inquirer.
Email address of the inquirer.
Inquiry Courses
Displays the course topics asked by the user in a tag format.
Notes
Shows the question content left by the inquirer.
Reply Message
Administrator-specific reply area.
Send Email
Checkbox indicating whether staff replies should also be sent via email.
Send SMS
Checkbox indicating whether staff replies should also be sent via SMS.
Reply Content Editor
Text area for entering reply content.
Cost Calculation
Calculates the length of the reply content and required points.
Alert Message
Note: If students report not receiving emails, please advise them to check their spam folder.
Delete
Red button to delete the entire consultation record, updating the status to "Deleted."
Close
Blue button to close and archive the consultation, updating the status to "Closed."
Reply
Green button to complete processing, saving the reply content, updating the status to "Answered," and sending notifications as per settings.
Modify Consultation Form
Admin Area > Consultation > Modify Consultation FormAllows staff to customize the form interface seen by inquirers.
Introduction Explanation
Text editor for editing welcome messages or notices displayed at the top of the consultation form.
Consultation Classifications
Allows dynamic addition, modification, or deletion of selectable options during inquiries.
Add Consultation Item
Button for adding a new classification.
Item Management
Shows current inquiry items and classifications.
Inquiry Data Fields
Allows staff to set mandatory personal data fields during inquiries.
Add Field
Provides options for adding custom data fields and specifying if they are mandatory.
Cancel
Discard all changes.
Save
Saves the entire consultation form layout and field settings.
Usage Scenarios and Examples
Example 1: Student Registers for Courses via Website
Students fill out the form on the institution’s website by clicking the "Consultation Registration" button. The system immediately sends this form to the backend, allowing recruitment staff to arrange contact and further explanations.
Example 2: Social Media Ad Leads to Registration Page
Institutions run ads on platforms like Facebook or Instagram, directing potential students to the registration form. Submitted forms are centrally managed in the backend, categorized, and assigned for follow-up.
Example 3: Phone Consultation Logged by Front Desk Staff
After receiving a phone inquiry, front desk personnel log in to the system and immediately create a new registration record with basic details and requirements, facilitating assignment to relevant instructors or sales personnel for further explanation.
Example 4: Integration of External Survey Tools
If institutions already use tools like Google Forms to collect student interest, results can be exported in Excel and imported into the LOL system for centralized management.
Example 5: Pre-registration for Camps or Short Courses
For upcoming trial camps, short-term classes, or holiday courses, this feature can serve as an initial registration interface, helping organizers gauge registration status and analyze demand.
FAQs (Frequently Asked Questions)
Q1: What is the main function of the consultation system? How does it facilitate interaction between students/visitors and staff?
A: The consultation system allows students or visitors to ask questions which are then answered by staff. It functions like a customer service mailbox or FAQ section, creating a two-way communication channel.
Q2: Can administrators be automatically notified of new registrations?
A: Yes. Enable Email or LINE Notify under “System Management > Settings > Notification Settings” to receive immediate notifications for new registrations.
Q3: Can the content provided by registrants be modified?
A: Yes. Each registration form can be edited by administrators by clicking "Modify Consultation Form".
Q4: Is there a quick way to count registrations?
A: The system offers Excel export functionality. Use search criteria to find registration records, then click “Export” at the top right to obtain statistical data.
Q5: Can registration records be directly converted into official student accounts?
A: Currently, accounts must be created manually. Add accounts through the student management module and import basic information.
Q6: Can registration data be backed up or transferred?
A: Yes. Use the Excel export feature on the Consultation Registration page to save data as a spreadsheet for backup or analysis purposes.
Q7: How can staff effectively search and filter large numbers of consultation records in the “Consultation Management” interface to find specific consultations or statuses?
A: Staff can use the “Search Conditions” field, entering the registrant’s “name” or “phone number” to perform searches. Additionally, the system provides a “Status Filter” feature, allowing staff to filter consultations by status such as “All”, “Unanswered”, “Answered”, “Closed”, or “Deleted”. Click the magnifying glass icon "Search button" to execute queries.
Q8: When staff access the “Modify Consultation Information” interface, what detailed information besides basic registrant data is available to facilitate responses?
A: Staff can view basic information like “name”, “identity” (student or visitor), “phone number”, and “email”, as well as details including the “Consultation Time”, “Current Status”, the “Inquiry Courses” topics, and notably the “Notes” left by the registrant. These combined details assist staff in understanding and responding to inquiries.
Q9: How do staff write response messages in the system, and through which additional communication channels can responses be sent?
A: Staff can write messages in the “Reply Content Editor” within the “Modify Consultation Information” interface. They can also select “Send Email” or “Send SMS” checkboxes to synchronize responses via email or SMS, ensuring multiple communication channels.
Q10: What buttons are available for staff to manage the processing status of a consultation record, from responding to final archiving or deletion?
A: Staff have several buttons for status management. After completing a response, clicking the green “Reply” button saves the reply, updates the status to “Answered”, and sends notifications as configured. To archive, click the blue “Close” button, updating the status to “Closed”. If removal is necessary, click the red “Delete” button, updating the status to “Deleted”.
Q11: How does the system indicate message length and points cost when writing responses? Does the system provide alerts or suggestions regarding email reception issues?
A: The system provides a “Cost Calculation” displaying the length of the reply and associated points cost. Additionally, an “Alert Message” reminds staff: “Note: If students report not receiving emails, advise them to check their spam folder.”
Q12: What is the main purpose of the “Modify Consultation Form” feature? What user inquiry interface elements can staff customize through it?
A: The main purpose is for staff to customize the form interface seen by inquirers. Staff can edit the “Introduction Explanation” at the top of the form and dynamically manage selectable “Consultation Classifications”.
Q13: How do staff control the mandatory nature of personal data fields in the “Modify Consultation Form”, and can they add custom data fields?
A: Staff can set mandatory personal data fields in the “Inquiry Data Fields” section using the “Mandatory” option. They can also add custom fields through the “Add Field” button, choosing whether each field is mandatory to meet different data collection needs.
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