Customers with ACEweb, and that's most of you, know that a registrant must fill out a signup form to be able to register for a course. But some of you have programs where you want or need additional information  for just that course, program, event, etc.

 

Did you know there is something called Supplemental Data Capture page that's already in your ACEweb template folder and available for you to use?

 

Supplemental Data Capture has been around for a long time, but like with most things Student Manager/ACEweb, you may not know it's available.

 

So here's the skinny:  Supplemental Data Capture can ask extra questions in addition to the signup form based on the course the individual selects. They sign up/login and find the course, and when they attempt to add it to their Enrollment Cart, the system will look to see if they have filled out fields you requested. If they have not, the system will prompt for a response. It can even ask on the same page so it is seamless.

 

Scenario 1: You have a kids camp, and you need to request Emergency Contact and Phone Number. If you have a field dedicated for this information within Student Manager, then these fields can be added to the Supplemental Data Capture page to be asked of the registrant. And before you ask, yes, it can be required.

 

Scenario 2: You have classes that require driver's license numbers. Again, you dedicate the field for the information to go into, and we can make it happen.

 

Name and/or Registration User Defined Fields are a good place holder for this information.

 

So what do you need to do if you want to ask additional questions per course?

1. Figure out the questions you want to ask the registrant.
2. Figure out a place to store the information within Student Manager.
3. Ask your technician for assistance setting up a Supplemental Data Capture Page.

More information is available here. You can even capture Unlimited UDFs!

Contributed by Michael Lowry

The power of this report lies in the Interest Code. The Subject Code from your course is automatically applied to the Interest area on the name record when the student enrolls in that course. If the code is already there, the system updates the date to that day (the date they were last interested in the item). You can also assign interests when creating the name record. Or, if you have ACEweb, the student can checkmark their interests when creating their account. Once you have the student's interests, you're ready to use that information. It could be that you are wanting to share a catalog tailored to that interest, or maybe you have a flyer for a hot new course that you want these people to know about. To do that, you need to print mailing labels.

Reports -> Demographics -> Mailing Labels gets you to the Options screen. I recommend you check the, "Exclude 'Don't Mail' names," box. You might also want to check "Record 'CRM' entry," as well. If you are frugal and want to use a partial sheet of mailing labels, check, "Set Start Label Position." It is up to you if you want to do a default or additional report. The next part of this is to select the proper query after you hit "OK." You should have a query titled, "People with interest code = ..." but if not, create it or get with your technician to help you create it. Put in your interest code and get on with the show.

BONUS: If you want to save on postage, you can run the Mass Email Wizard from this area (you should already have an additional report, but get with your technician if you don't have it). In this scenario, you wouldn't want to use the  "Exclude 'Don't Mail' names," options, but instead check the "Exclude 'Don't Email' names," box in the Wizard to comply with the Can Spam act.

In my opinion, this is one of the most valuable reports in your system as it makes marketing to your students fast and easy--which makes it faster and easier to secure enrollments in your courses!. Plus, you are marketing to people who are already interested in what you are doing, which means that you can keep them coming back for more!

Contributed by Matthew Olson