Registration & Inquiry Feature Guide

Introduction

The Registration & Inquiry feature is an online management tool tailored for educational institutions, cram schools, and similar organizations. It allows students or visitors to actively leave their contact information and course-related inquiries through a website form. All submitted entries are instantly organized in the backend, enabling administrators to view, filter, categorize, edit, and respond efficiently.

This feature supports various notification methods such as email, LINE Notify, and cloud message push. When a new inquiry is submitted, administrators receive real-time notifications, ensuring no potential student is overlooked. It serves as a vital channel during the early stages of recruitment, helping institutions gather interest and plan their follow-up actions and communication strategies effectively.

Step-by-Step Instructions

1. Log in and Access the Management Interface

• Log into the LOL platform using your administrator account.
• Locate and click "Registration & Inquiry" from the left menu.

2. Search Registration Records

• The system offers several filters for searching, including name, phone number, email address, gender, and status.
• If there's a large amount of data, you can use keywords to narrow the results. Click the "Search" button to display matching entries.

3. View Registration Form Details

• Click on a registration record to expand and view its detailed information.
• Information includes name, gender, contact details, email, inquiry topic and content, submission time, and more — helpful for prioritizing which inquiries need urgent follow-up.

4. Edit Registration Content

• To update the form content, click "Edit Inquiry Form."
• You can revise contact details, status labels, inquiry topics, and other fields.
• Click "Save" after making changes to update the record.

5. Reply to the Inquirer

• The system supports sending replies via email or LINE directly from the backend.
• If the student has installed the app and is using a supported version, you can also send push notifications via the Cloud Message module to ensure timely delivery.
• We recommend creating standardized response templates to improve workflow efficiency.

Example Scenarios

Example 1: Online Registration via Website

A student clicks the "Course Inquiry" button on the institution's website and fills out a form. The system immediately sends this form to the admin backend, where staff can contact the student and arrange a consultation.

Example 2: Social Media Ads Lead to Registration Page

The institution runs Facebook or Instagram ads directing users to a registration form. Once submitted, the entries are gathered in the backend and categorized by topic or interest. Administrators assign the inquiries for follow-up.

Example 3: Call-In Inquiry Handled by Front Desk

When a potential student calls, the front desk staff logs in and manually adds a registration entry with the caller's details and needs, making it easier for relevant staff to follow up.

Example 4: External Form Data Integration

If you're using tools like Google Forms to collect student interest, you can export the data as Excel files and import them into the LOL platform for centralized processing.

Example 5: Pre-registration for Camps or Short Courses

For trial classes, short-term camps, or seasonal programs, use this feature as a pre-registration tool to understand demand and plan resources accordingly.

Frequently Asked Questions (FAQ)

Q1: Can the system auto-notify admins about new submissions?

A: Yes. Go to "System Management > Settings > Notification Settings" and enable Email or LINE Notify to get real-time alerts.

Q2: Can admins edit the content submitted by users?

A: Yes. Each form can be edited by admins. Just click "Edit Inquiry Form" to make changes.

Q3: Is there a way to quickly count the number of registrations?

A: Yes. After filtering records using the search tool, click "Export" in the top right corner to download the data in Excel for easy counting.

Q4: Can these registrations be directly converted into official student accounts?

A: Not yet automatically. Admins must manually create new accounts via the Student Management module.

Q5: Can the registration data be backed up or transferred?

A: Yes. Use the "Export to Excel" function in the Registration & Inquiry section to download the data for backup or further analysis.

Additional Notes & Recommendations

This feature plays a key role in the recruitment process, especially during the initial engagement phase with potential students. When paired with modules like SMS and Cloud Messaging, it allows for real-time, cross-platform communication, significantly improving conversion rates.

We also recommend integrating this feature with all institutional entry points, such as the homepage, LINE Official Account menu, or Facebook post links. This maximizes visibility and encourages prospective students to sign up.

Moreover, this module can serve as a long-term database for tracking inquiry trends, interests, and conversions. With proper use, it supports statistical analysis, targeted follow-ups, and improved recruitment efficiency across the board.