When an administrator first signs into the MyWaitlist system or a provider signs in after onboarding a new service to their group, there will be a set of tasks populated on the dashboard. By selecting start on any of the tasks will navigate users to the affiliated area in the MyWaitlist system and allow for information and changes to be affixed.
Profile Details
Within this feature, administrators will ensure their centre information is up to date. This will be included on emails sent to customers.
To check these details and/or make any changes:
Select 'Start' on the menu item through the dashboard.
Complete the following fields and click 'apply' to save changes.
- Centre Name
- Email - Note that the centre email does not mean this is your user's login email address. If you need to change your login email, please contact support@mywaitlist.com.au
- Phone
- Centre Manager First Name and Last Name
- Website
- Timezone -Tour bookings and appointment scheduling relies on this being correct
- Address
- Map location - use the search bar above the Google map to locate your service and to pinpoint it correctly on the google map. If you use the Tour Scheduling feature, your clients will receive directions to your centre based on this location.
- Signature - Input your signature and use the placeholder icon to add your logo. See here for steps on how to add your logo.
Note: If you wish to change your centre name, please contact support@mywaitlist.com.au to verify the business name change.
Manage Rooms
During onboarding, the team will set up rooms based on the services specific operational needs. To add, edit or delete a room:
1. Select 'Start' on the dashboard
2. To add a room, select the green 'Add' to the top left of the screen. Input the room information. Press 'Create' to apply in the system.
Please note: MyWaitlist provides you with default rooms that you may edit.
3. To delete a room, administrators will select the trash can icon to the right of the room information.
Please note: Administrators will be asked to confirm the action before proceeding
4. To edit a room, administrators will click on the pencil icon. This will enable them to edit the room name, age range and room capacity. To fix any updates into the system, administrators will select 'Update'.
Please note: Administrators will also see an audit log attached to each room outlining any updates or changes.
Waitlist Form
To set-up a Waitlist Form, administrators can follow the steps outlined below.
1. Select 'Start' on the dashboard
2. Select 'New Waitlist Form'
3. Enter all the relevant information for your Waitlist Form then click the “Save Settings” button.
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Title – title of your quick enquiry form
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Centres – drop-down menu will appear to select the centre(s) within your account
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Landing Page URL – a page where users will be directed to after a successful enquiry submission e.g. “Thankyou for your enquiry” page created by your website developer
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URL for Custom CSS - You may style your Quick Enquiry Form with your own design, layout and colours. See your website developer for your custom CSS code.
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Allow Parents to Book Tour – you may redirect enquiries to your Tour Booking Form if a family's care preferences meet a specific set of criteria. You can discern families based on their care age or care date.
- Allowing Families to Book A Tour after Submission - Configuration
See below screenshot for an example. In this example, if a family makes enquiry and fits the age range between 0-24 months AND needs care within three months they would be redirected to your “Book a Tour” URL page with your Tour Booking Form (rather than your default landing page URL i.e. “Thank you for your Enquiry” page).
4. Once completed, administrators should select 'Save Settings' to cement into their system.
Please note: Once the waitlist form has been saved in the system, the unique HTML code will be generated and populate at the top of the screen.
5. Administrators are able to provide their unique URL to their I.T. team or website developer to embed into the services website.
Waitlist Form Example
Special Note: By default, all online enquiries will be converted into the system and marked as ‘Waitlisted’. If you would like to turn this feature off, and treat these enquiries as ‘Pending’, see Automation Settings in the Settings Menu of the System.
Email Templates
Email templates are pre formatted to ensure administrators can quickly and efficiently respond to families enquiries.
To customise your email templates, administrators will navigate as follows:
1. Select 'Start' on the dashboard
2. Select the email template you would like to edit by clicking on the pencil icon next to it's name.
- Add attachments using the upload button below the text editor.
- Use the placeholder button to add personalised text such as "Child First Name".
- Add other email addresses which you would like to also receive the email as a carbon copy (CC) - see CC field above the text editor
Please Note:
If you copy and paste an Email Template from a different file (such as a Word or Google document) you will need to replace the placeholders as they will 'break' in the copy and paste process and the required information will not generate.
Tour Slots/Settings
Administrators are able to set up their Tour Booking Calendar. This will ensure families can book in tours at the services quickly, at a time centre teams are available. Centre's can set one calendar or multiple. Setting multiple would enable designated persons to conduct tours. Example, Centre Manager, Assistant Centre Manager, Administrator might all have their own calendar.
1. Select 'Start' on the dashboard
2. Calendar Setup will enable centre's to create a calendar in their system. By selecting 'Add Calendar' administrators will be navigated to a new page.
Inputed the relevant details, the admin team will select 'Save' to cement on their system.
Please note: If you assign an administrator to this calendar and populate their email and mobile phone, they will receive tour notifications via email and SMS. Notifications include confirmations, reschedules and cancellations of tours. Only the family will receive a ‘Thank you for Attending’ email with a Feedback Survey. If you do not wish to use our SMS feature, click ‘Settings’ in the header menu then select ‘SMS Notifications' on the LH menu bar.
3. Setting up Time Slots within a Calendar:
Navigating to the Booked Tours screen, administrators can select their calendar view (if they have multiple in the system) and then input:
- New Tour Times: This will enable administrators to set parameters for tour bookings. This would include the availability, day, date and time.
- Block Out Calendar: This will enable administrators to block their calendar to disable a booking to be made.
- Clear Tour Slot: This will enable administrators to remove any pre set settings.
- Once completed, the administrator should select 'Submit' to cement changes into the system.
After submission, the calendar will show your configured time slots. The image below shows an example of configured time slots.
4. To delete a created time slot, click on the rubbish bin icon located next to the slot.
Please note: if this time slot is a part of a series of reoccurring time slots, the entire series will be deleted.
Administrators will be prompted to confirm this action by pressing the 'Delete' button.
5. Calendar Settings enable administrators to configure booking rules that will run coincide with the New Tour Times. Administrators will go through and answer each of the questions. Once completed, they will select 'Save' to embed into their system.
Campaign Settings
1. Click the Create Campaign button to create a new campaign. A drop-down menu will appear. Click 'Automated Campaign'.
2. Define your distribution list:
a. Select the centre(s) you wish to receive this campaign
b. Select the child's status - Waitlisted, Inactive, Offered etc.
c. Apply any other filters to create a targeted list.
d. Click Preview - this will show you a sample of your distribution list at present that meet your filtered criteria.
e. Click Next to proceed to the next page.
3. Complete the Campaign Message screen;
a. Fill in the fields such as Title (for your reference) of the campaign and Subject (email subject)
b. Choose which template to use (instructions to upload a template click here).
d. Choose your from and reply email
e. Test your email template by using the 'Test' button.
f. Once happy, click Next to proceed
4. Define your Campaign Schedule - choose your event trigger and when you would like the campaign to run.
a. Select Campaign Send Date
b. If the send date is not in the list, choose Custom Days and indicate your desired number of days.
c. Choose Before or After the trigger date to send campaigns, if you have chosen a set number of days.
d. Select the Trigger Event e.g. Waitlist Inactive Date, Offered Date etc.
e. Click Save.
5. It will then appear in the Campaign List after clicking Save.
6. Click on drop down arrow to show menu such as Delete, De-Activate and Edit.
As the campaign continues to run in the background, this reporting snapshot will continue to populate.
For more questions and enquiries, please email us at support@mywaitlist.com.au
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