Sending a Prospectus

Use the Prospectus Send wizard in the Admissions module to work with applicant enquiries for a selected day. This is useful for sending prospectuses and covering letters by mail merge. You can respond to enquiries quickly using predetermined letter templates. The letters and address labels are automatically filled out with the applicant's information when they are generated using the wizard.

To send prospectus letters to enquiring applicants, follow the steps below:

1. In the Admissions module, select the Applicant tab.
2. Click Routines.
3. Click Prospectus Send.
   The Prospectus Send wizard is displayed:
   
4. Select a date for enquiries. Either:
   • Use the drop down lists in the top right of the window.
     or
   • Click Previous Date and Next Date to scroll to your selected date.
     The applicants who have enquired on your selected date are listed. Applicants are colour coded to indicate whether they have received a prospectus or not. Applicants who have not received a prospectus are highlighted white.
5. Use the checkboxes next to each Applicant Name to select the applicants for your mail merge.
6. In the Letter Enquiry field for each applicant, use the drop down list to select the letter that you want to send. The letters available are setup in the Templates function.
7. In Family Preferences select either:
   • Send to all children. This sends your letter to all the children you have selected for your mail merge.
     or
   • Send one per family. Use this to save time and resources, if appropriate.
8. In Address Label Template Selection, select the label size or format for your mail merge.
9. Click Mail Merge. It may take a few moments for the mail merge to generate.
   The Operation Complete window is displayed once your mail merge is complete:
   Your letters and labels are produced as separate documents. Each is listed in the Operation Complete window.

10. Click on the letters and labels links to open or save the mail merge documents, as required.

11. If your mail merge documents have not generated as expected, you can review and change your selections. Click either:

    • Return to Previous Selection and Options Page.
      

      or

    • Back to Report.

12. Click Close Window when finished.
    After running the Prospectus Sent wizard, an applicant Admissions Status automatically changes to 'Prospectus Sent'. This term must be listed in Global Lists for Admissions Status.