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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.
Account Types
1
What's an admin account? Who should have one?
Admin accounts don’t have any limitations. These accounts have more control over a network's ScholarLead portal, and are therefore able to:
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add new members, including additional admins, to their network
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send invitation reminders to users invited to their network's ScholarLead portal
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delete invitations to users invited to their network's ScholarLead portal
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deactivate and reactivate members’ accounts
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change a network’s details, including address or hours of operation
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update network and campus goals
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create a new ‘Other’ field in contact details
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customize stages by adding new stages from a provided selection
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delete unnecessary stages
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change a stage's color
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change the order of stages in the enrollment pipeline
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A ScholarLead team member will typically have an admin account on your network so that they can best help your team accomplish their enrollment goals. We recommend that you create admin accounts for your school leaders and enrollment team leaders.
2
Who should have a member account? What can they do?
Members are teachers, family engagement staff, student support staff, volunteers, and any other school staff who help with enrollment. Members can be added to a network and have their permissions upgraded at any point by an admin. They are able to:
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create new contacts in the portal
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import and export contact lists
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edit contact details
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move contacts through the enrollment pipeline
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manage duplicate contacts in the ScholarLead portal
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add notes to contacts
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create tasks for contacts
3
What are the features or functions that members cannot perform?
Members can see the entirety of the ScholarLead platform, but cannot:
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add new members, including additional admins, to their network
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send invite reminders or delete invites
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deactivate or reactivate members’ accounts
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change a network’s details such as address or hours of operation
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update network or campus goals
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create a new ‘Other’ field in contact details
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customize stages by adding new stages from a provided selection
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delete stages from the enrollment pipeline
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change the color and order of the stages in the enrollment pipeline
Networks & Campuses
1
What is a network? Can I also have campuses?
A network is a string of schools that are managed by a singular entity. This can include a network of charter schools, a public school district, or any other possible grouping of schools.
ScholarLead is designed to mimic this logic, with the ability to include multiple campuses that have their own individual enrollment goals. You can include multiple campuses across your school's network or operate using a single 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! ScholarLead allows you to add all of your school's team members onto your network. Admins can add users and set their account type by going to ‘Settings’ → ‘Invite Members’. From there, you can invite members to your network by entering their school email in the ‘Invite Members’ box and hitting ‘Next’ to send them an invitation. It is possible to invite multiple members at once by entering multiple emails in the box. Invitees will then receive an email with a link to join your network on ScholarLead.
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 by going to ‘Settings’ → ‘Manage Members’. Here, you can change a user’s account type (upgrade a member to admin or downgrade an admin to member), manage account invites, and deactivate or reactivate user profiles.
Dashboard
1
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 towards the network goal, an enrollment status breakdown, your enrollment conversion rate, and other essential trackers, such as your network's 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 the page.
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The scorecards let you quickly see how many total parent/guardian leads there are in your database, how many leads 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 of your leads.
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The two middle charts look at enrollment progress. The chart on the left measures total enrollment performance, and allows users to view enrollment progress on a grade-by-grade level. To the right, you have a visualization of your enrollment pipeline, showing how many scholar leads are in each stage of the enrollment pipeline.
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At the bottom, you can see tasks, their status, and their due date and time. This is meant to be a management tool where admins or members can set reminders, tasks, and follow ups for themselves or others 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 includes being added to the platform, edited, or moved through the enrollment pipeline. Inactive leads are contacts with no changes during the last 15 days or more.
4
What are my goals?
Goals help you keep track of your enrollment progress against deadlines. Only admins can set network enrollment goals. In ScholarLead, admins can set the goal for the number of enrolled students across the network and/or for each 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, admins can go to ‘Settings’ and find ‘Goals’ under ‘Network’. There, they can then make edits to goals, such as changing the target number of students to enroll, target grades, total value of students, and enrollment deadlines.
Contact Database
1
Who is a contact? Are they parents/guardians or scholars?
Contacts are the parents/guardians of leads. Reflected in the contact database table is the primary contact for a scholar or scholars. Within a contact profile, you can find additional secondary contacts, which may include other parents/guardians, extended family members, or caregivers. You’ll also find a spot to keep track of scholar information, including their campus of interest, their current grade, 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, 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 in the top right corner. 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 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 can be found by 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 page as well. Finally, you can view the details of the scholar or scholars associated with the contact (lead). Scholar details include information such as student name, date of birth, sociodemographic information, their campus and their student value.
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From here, users can create tasks and notes for each contact. 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 following up with each contact, such as follow-up emails or calls. Tasks can be created with start and end dates to remind you about follow-up activities. As a note, contacts are assigned to specific members of your network and can be reassigned as needed.
Contact Add & Import
1
How can I create new contacts?
New contacts can be created by either manually adding individual contacts or bulk importing multiple contacts at once. A bulk upload pulls data from an Excel sheet, and ScholarLead has a template available for bulk uploads.
To add new contacts individually through ScholarLead, click ‘Create New’ in ‘Contacts’ or ‘Add New’ in ‘Enrollment’.
To import contacts using an Excel file, click ‘Import’ in the Contact Database.
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No matter how you do it, the system always requires a parent/guardian first name, last name, and phone number.
2
What is the bulk contact import?
The bulk contact import allows you to import multiple contacts at once using an Excel file containing contact details. Rather than manually creating new contacts one by one, you can import an Excel file containing the information of multiple guardians and scholars to create multiple new contacts at once. To perform a bulk import, 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 parent/guardian first name, last name, and phone number for each contact. Additionally, you can include the parent/guardian's email, address, preferred language, preferred contact method, relationship to scholar, lead source, and gender pronoun. You can also include their scholar's name, date of birth, race, ESL status, target grade, student value, enrollment status, and more.
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, which will allow you to import contact lists without any issues. The file must be maintained as an Excel sheet (.xls and .xlsx); other file types are not yet supported. Each contact in the list must include a parent/guardian first name, last name, and phone number in order to be imported. You may format free text fields, such as phone number, any way you want (for example, 1235678901 or 123-567-8901), while other columns require you to choose between fixed drop-down options. Fixed fields 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 in the menu that appears or drag your file into the gray box. Once you've imported your Excel file, you will see an ‘Overview’ screen with the details of your imported file, like the file name, import date/time, and who imported the file. The new contacts will then be added to the top of your contacts list, available for you to edit in the contact database. Contacts can be edited by clicking into their contact 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 file details such as the file 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 in our upload template 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
1
What do I see in the enrollment pipeline?
The enrollment pipeline displays where each of your scholars are in the enrollment process. The cards in the pipeline represent each of your scholar leads. On each card, you will find the scholar name on top and their primary contact below.
Different stages in the pipeline reflect levels of interest and steps taken towards enrollment. All newly created scholar leads (contact cards with the scholar name) will automatically appear in the ‘Interested’ column unless otherwise indicated during the contact creation.
The pipeline stages also help schools estimate the value of enrolling various students. The dollar value at the top of each stage represents the total per pupil funding for all contacts contained in that stage, should they enroll.
2
How can I customize the enrollment pipeline to meet my school's needs?
The enrollment pipeline can be customized to mirror your school's enrollment process. To customize the pipeline, click the ‘Edit Stages’ button at the top of the ‘Enrollment’ page. You can select from a list of 13 available stages and edit the color associated with each stage. 9 of the stage options are optional, and can be used if and when applicable. At any time, you can remove stages or add them back, excluding ‘Interested’, ‘Not Interested’ and both ‘Enrolled’ stages, which are always needed to track total enrollment numbers and calculate the conversion rate of your leads. If a stage is removed that contains active leads, all leads in that stage 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 and hold 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 backwards through different stages.
Settings
1
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.
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