[civsa] Group tours on Slate (Pivaral, Jasmin)

[David Kogler]

Jasmin, since I had this typed up for our staff, I'll just share it to the
listserv (if it lets me post this much detail).  Glad to answer any
questions. Feel free to email me directly.


*FORDHAM *​*​GROUP TOUR PROCESS IN SLATE, 2017-2018*

1.  Coordinators/chaperones go to Group Tours webpage
<http://www.fordham.edu/info/20530/visit/1171/group_tours> for info
and to *access
the "event landing page" Slate calendar*.

2.  The calendar <https://admission.fordham.edu/portal/grouptours> (in
Interviews) *displays open (green) tours* (slots).

3.  Tour registration *form collects coordinator/chaperone* info, connected
to the Org record/database.
a.  Upon submission, auto webpage and email acknowledges but does not
confirm submission.
b.  Upon submission, the slot is automatically marked as full (gray) on the
calendar.
c.  Upon submission, Admin Notify email goes to Group Tour Manager.

4.  Prompted by Admin Notify email, Manager *determines if we can fulfill
request*.
a [To collect visitors' info].  If *Yes*, manager creates a new event (in
Events): Confirmed, Hidden/Private, Group Tour [Campus] template, Group/Misc
Other Events folder.
b [To trigger communications].  If *Yes*, manager confirms the request (in
Interviews): click on Registrant, Edit, Confirmed?*: select "Yes," Update.

*OR*

a [To trigger communication].  If *No*, manager denies the request: click
on Registrant, Edit, Confirmed?: select "No," Update.
b [To reopen slot].  If *No*, manager clicks on Registrant, Delete.

5.  72 hours before, an *automatic reminder email* will go to Confirmed/Yes
registrants.

6.  2 hours before, an *automatic reminder SMS* message will go to
Confirmed/Yes registrants.

7.  During visit, manager/receptionist/student employees *collect paper
inquiry cards* from high-school-aged visitors.

8.  Manager will *wrap the cards with a print-screen of the group's Event*,
so Operations has the correct info.

9.  Cards are given to Operations to *enter and mark as Attended*.

10.  *Thank you email* is automatically sent to Attended students two weeks
after visit, using a variation of the standard HSV email.

11.  Before or after visit, manager goes to Interviews, clicks on the
request, clicks on the Check In tab, and *marks the group Attended or No
Show* [so it will appear on Org record].​

​
* Important detail:  "Confirmed?" is a hidden form field. We added the
following conditional logic to the Recipient field of the communications,
so that an email is triggered (or not) when the Manager updates the form:

{% if {{confirmed}} == 'Yes' %} {{coordinator_email}} {% endif %}
or
{% if {{confirmed}} == 'No' %} {{coordinator_email}} {% endif %}


​




> Message: 4
> Date: Mon, 18 Dec 2017 20:28:30 +0000
> From: "Pivaral, Jasmin" <jpivaral at admission.ucla.edu>
> To: "'listserv at civsa.org'" <listserv at civsa.org>
> Subject: [civsa] Group tours on Slate
> Message-ID:
>         <41B827B390F91846B5EAA9510A5A5674729C50CF at EM1A.ad.ucla.edu>
> Content-Type: text/plain; charset="us-ascii"
>
> Hi all!
>
> UCLA recently transitioned over to Slate at the end of summer/beginning of
> fall and the transition with group tours requests so far has not been
> seamless. I'd love to hear from any schools who are taking group tour
> requests or reservations via Slate and also receive a high volume of
> requests. Our current system could be improved and I'd love to hear from
> anyone who has found a format on Slate that works for them.
>
> Thanks!
>
> Jasmin
> ____________________________________
> Jasmin Pivaral, M.Ed.
> Assistant Director
> UCLA Undergraduate Admission
> 1147 Murphy Hall,
> Los Angeles, CA 90095-1234
> 310.206.7989 office
>

-- 
DAVID KOGLER
Associate Director
Office of Undergraduate Admission
FORDHAM UNIVERSITY
441 East Fordham Road
Duane Library, Room 203
Bronx, NY 10458
dkogler at fordham.edu
Inquiries: 1-800-FORDHAM
Direct: 718-817-3704
Fax: 718-367-9404
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