We want to help.

In-Store Help

Click here to edit the text and add your own content to this paragraph.

Same-Day Delivery

Click here to edit the text and add your own content to this paragraph.

Contacts

What makes a contact and how do I add them to my database?

Personal Shoppers

Click here to edit the text and add your own content to this paragraph.

Easy Returns

Click here to edit the text and add your own content to this paragraph.

Get quick fixes and official information on every ScholarLead feature based on these general help topics. If you still need help after browsing, just contact our wonderful team of customer care professionals. 

FAQ Vector_edited.png

Account Types

What's an admin account? How should have one?

Admin accounts don’t have any limitations. These accounts differ from member accounts (which do have restrictions) when it comes to :

  • adding new members, including additional admins, to their network

  • sending invite reminders and deleting invites 

  • deactivating and reactivating members’ accounts

  • changing a network’s details such as address or hours of operation 

  • updating network goals, even down to the campus level  

  • creating a new ‘Other’ field in contact details

  • customizing stages by adding new stages from a provided selection, deleting unnecessary ones, changing color and order of the stages in the enrollment pipeline. 

2

Who should have a member account? What can they do?

Members are teachers, family engagement staff, student support staff, volunteers, and other school staff who help with enrollment. Members can be added to a network and have their permissions upgraded at any point by any admin. They interact with ScholarLead in an almost identical way as admins with just a few higher, network-level customizations left to admins. This way, members can focus on their tasks and build rapport with future families, while admins ensure the coordinated and streamline use of all the users across the charter network.

3

What are the features or functions that members cannot perform?

Members can see the entirety of the ScholarLead platform, but cannot carry out the following: 

  • adding new members, including additional admins, to their network

  • sending invite reminders and deleting invites 

  • deactivating and reactivating members’ accounts

  • changing a network’s details such as address or hours of operation 

  • updating network goals, even down to the campus level 

  • creating a new ‘Other’ field in contact details

  • customizing stages by adding new stages from a provided selection, deleting unnecessary ones, changing color and order of the stages in the enrollment pipeline. 

Networks & Campuses

What is a network? Can I also have campuses?

In reality, charter networks are a string of (independently run, though state funded) public schools that belong to and are managed by a singular entity. There are many benefits of this model, which has been revolutionizing education in the 21st century. One of them is easy collaboration and resource sharing across a larger geographic and demographic area. ScholarLead’s network mimics this logic. Your network can include all campuses, or, if you are just starting out, your network can act as a singular campus. 

2

As an admin, how can I edit campus details or delete one all together?

At this time, it is not possible for admins to make edits to or to delete campuses. For now, please reach out to the ScholarLead support team at team@scholarlead.com for any assistance needed with editing or deleting campuses in your network.

3

Can I add more members to my network? 

Yes! The ScholarLead logic allows you to get everyone, admin and member alike, onto the same network. Admins can add users and set their account type by going to ‘Settings’ → ‘Invite Members’. From there, invite members to your network by entering their school email in the ‘Invite Members’ box and hitting ‘Next’ to send out invites. It is possible to invite multiple members at once by entering multiple emails in the box. Invitees will then receive an email to be able to sign up for ScholarLead, joining the network.

4

As an admin, how do I change permissions for the users in my network?

Admins can change user permissions for users in their network from ‘Settings’ → ‘Manage Members’. Here, you can change a user’s account type (upgrade to admin or downgrade to admin), manage account invites, and deactivate or reactivate user profiles.

 
 

Dashboard

What do I see on the dashboard?

The dashboard is the first thing you’ll land on when you log in to ScholarLead. There, you can see key enrollment metrics, such as the total number of students enrolled against the network goal, an enrollment status breakdown, and your enrollment conversion rate, and other essential trackers, such as a member activity feed and a task list.

2

What's what and what's where?

There are three major components of the dashboard: scorecards at the top, enrollment performance and pipeline charts in the middle, and task reminders and member activity at the bottom of your screen.

The scorecards let you quickly see how many total parent/guardian leads there are in your database, the number that are active (contact details having been updated sometime in the last 2 weeks) and inactive (updated more than 2 weeks ago), the total number of enrolled students and the conversion rate.  

The two middle charts look at enrollment progress. To the left is the enrollment performance total, and then broken down by grade. To the right, you have an “In the Pipeline” visualization, showing how many scholar leads are in each stage of the enrollment pipeline.

At the bottom, you can see tasks, their status, and date/time by when they’re due. This is meant to be a management tool where admins or members can actually set reminders, tasks, and follow ups for themselves or assign them to other folks across the tool.

3

What are active versus inactive leads

Active leads are contacts who have had any activity take place within the last 14 days - this included being added, edited, or moved through the enrollment pipeline. Inactive leads are contacts with no change during the last 15 days or more.

4

What are my goals?

Goals help you keep on top of your enrollment progress against deadlines. Only admins can set network goals. In ScholarLead, admins can set the goal for the number of enrolled students across the network and/or for the campus and the date by which the goal must be met. Goals also take into account the dollar value of each student and archive the enrollment goals by the year for which you are enrolling.

5

How can I update or change my goals?

To update or change your goals, admin can go to ‘Settings’ and find ‘Goals’ under ‘Network’. They can then make edits to goals for the target number of students enrolled, target grades, students total value, and enrollment deadlines.

 
 

Contact Database

Who is a contact? Are they parents/guardians or scholars? 

Contacts are parent/guardian leads and there, you can store their information. Reflected in the contact database table is the primary contact for a scholar or scholars. Within a contact profile, you can find additional contacts, which may include other parent/guardians, extended family, or caregivers. You’ll also find a spot to keep track of scholar information, including their campus of interest, their grade of entry, and their unique student value. 

2

What can I find in the database?

In the contact database you can find the most essential details for each parent/guardian. In the main table are the primary contact’s phone number, email, address, and additional details like preferred language and preferred contact method (if they are known). To see more contacts all at once, change the view from 25 to 50, 75, or 100 contact entries per page or filter through the pages one by one. 

3

Can I filter my contacts? How?

Yes, you can filter contacts by going to the Contacts page and clicking the ‘Filter’ button. From there, you can filter contacts by a variety of properties, including guardian details (such as last name, email, phone number, city, etc.), or scholar details (such as scholar last name, whether they are an ESL student, their campus, etc.). Simply add the conditions you would like to filter by - for example, you could add the condition to filter by “zip codes that are equal to 80222” and “contact language preferred is Spanish” - and then click ‘Apply’. You will then be shown how many contacts out of the total in the database these conditions are applicable to. 

 

To then export a list of filtered contacts, simply click ‘Export’ and wait for the CSV file to download. 

4

How do I save customized filters?

If certain filter conditions are used frequently in your day-to-day operations, you can save them to ‘My Filter’ and name them as you would like. For example, you might filter by ESL students and name your filter ‘ESL Students’. These filters will become available across the tool so other people in your network can apply them as well. 

5

What can I find in contact details?

In the contact details page, which is where you land when clicking on a contact from the database, you can find information about the primary contact, including their contact information and preferences, background details such as preferred contact language and lead source, and more. Other family members/guardians that might be involved in the enrollment can be recorded in the primary contact’s account. Finally the scholar or scholars associated with the contact (lead). Scholar details include information such as student name, date of birth, sociodemographic information, and campus and value information. 

From here, users can create tasks and notes. Notes are added manually and can be used to capture any information relevant to that contact, which cannot be recorded elsewhere in contact details. You can also create tasks related to the contact about follow-up actions related to that contact, such as follow-up emails or calls. Tasks can be entered with start and end dates to remind you about follow-up activities. As a note, contacts can be reassigned to different admin/members if needed.

Contact Add & Import

1

How I can create a new contacts?

New contacts can be created by either manually adding in new contacts individually or by bulk importing multiple contacts at once. A bulk upload pulls data from an Excel sheet, which SL has already templated for our users.  

 

To add individual new contacts through ScholarLead, click ‘Create New’ in ‘Contacts’ or ‘Add New’ in ‘Enrollment’. To import contacts using an Excel file, click ‘Import’. No matter how you do it, the system always requires a parent or guardian first name, last name, and phone number. 

2

What is the bulk contact import?

Bulk contact import allows you to import multiple contacts in a batch by importing an Excel file of contact details. Rather than entering contact details manually into ScholarLead by creating a new contact, you can import an Excel file with multiple contacts to upload the information of multiple guardians and scholars at once. To do so, click the ‘Import’ button on the top of the Contacts page and follow the instructions written below. 

3

What information do I need for a bulk contact import? What can I include?

To be able to use the bulk contact import feature, you must include the guardian first name, guardian last name, and phone number. Additionally, you are able to include information such as guardian email, address, preferred language, preferred contact method, relationship to scholar, lead source, gender pronoun, scholar name, date of birth, race, ESL, target grade, student value, and enrollment status. 

4

How do I import a contact list?

To import a contact list to ScholarLead, start by clicking the button ‘Import’. Next, download and fill out the ScholarLead Excel template to be able to import contact lists without issues. The file must be maintained as an Excel sheet (.xls and .xlsx); other file types are not yet supported.  Contact lists must include at least guardian first name, guardian last name, and phone number in order to be imported. You may format free text fields, such as phone number as you want (for example, 1235678901 or 123-567-8901), while other columns require you to choose between drop-down options. These include: preferred language, preferred contact method, relationship to scholar, lead source, gender pronoun, scholar race, ESL, target grade, and enrollment status. 

 

Note: we highly recommend filling out our Excel template with your contact data to ensure success with this step. 

 

After that, click on the ‘Import an Excel’ button and either choose your file or drag your file to the gray box. Once you've imported your Excel file, you will see an ‘Overview’ screen with details of your imported file, like the file name, date and time of import, and who imported the file. The new contacts will then be added to the top of your contacts list, available for you to edit by way of the contact detail pages. To do so, click on the row with a contact page and you will be directed to their contact details page.

 

Note: If you do run into issues with importing contacts, go to the ScholarLead Excel template (found by clicking the ‘Download’ hyperlink on the ‘Import Contacts’ screen) and ensure that your contact details are in the same format as the template. 

5

How can I review my newly added contacts after I've finished importing a file?

After you have uploaded a file with contacts, you will be brought to an ‘Overview’ screen that includes details of the file including imported name, when the file was imported, and who imported the file. The contacts will then be uploaded to the contact page.

 

To review bulk imports from the past, go to ‘Settings’ and then click ‘Logs’ under the ‘Network’ section. Here, you will be able to download previously imported files by clicking on the link button to review.

6

How do I transfer my contact data from another CRM, like Hubspot, to ScholarLead?

To transfer contact data from one CRM to another, download contact data from the first CRM as an Excel file. The data will need to be cleaned up and reformatted to be read by our system, then saved as an Excel file to import into ScholarLead. For further instructions, please refer to ‘How do I import a contact list to ScholarLead? What information do I need?’

 

Enrollment Pipeline

What do I see in the enrollment pipeline?

The enrollment pipeline displays the stage of a scholar with respect to the enrollment process. The cards in the pipeline are student cards, or your scholar leads. On each card, you will find the scholar name on top and the primary contact below. 

 

Different stages in the pipeline reflect levels of interest and various outreach activities. The pipeline stages also help schools estimate the value of enrolling various students. All created leads (contact cards with the scholar name) will automatically be entered in the ‘Interested’ column to begin unless otherwise indicated. 

 

The dollar value at the top of each stage represents the total per pupil funding if all of those potential leads were to be enrolled at your school.

2

How can I customize the enrollment pipeline to meet my school's needs?

The enrollment pipeline can be customized to meet your school’s needs. To make customizations, click the ‘Edit Stages’ button at the top of the ‘Enrollment’ page. Customizations available include selecting from a list of 11 potential stages and editing the color associated with each stage. You can choose to use 8 of the stage options if and when applicable. At any time, you can remove stages or add them back, excluding ‘Interested’, ‘Not Interested’ and ‘Enrolled’ which are always needed to track total enrollment number and calculate the conversion rate. If a stage is removed that contains active leads, you may proceed but all leads will be moved back to ‘Interested’.

3

How can I use the enrollment pipeline? How do I move leads through it?

To move a contact through the enrollment pipeline, simply click on a contact card and drag it to the appropriate stage. You can click and hold anywhere on the contact card to move it. It is possible to move contacts both forward and back through different stages. 

 

Settings

What  is in my logs?

You can access logs of previously imported and/or exported files by going to ‘Settings’ → ‘Logs’. From there, you can click on the ‘link’ icon to download previously imported and/or exported files.

 

Can't find what you are looking for? Fill out this form and we'll be in touch ASAP!