Using the Additional Information Menu > Applicant Communication History

Use the Communication History option in an applicant record to view details of communication sent to applicants and parents. This provides a useful audit trail.

Four tabs are available for you to work with:

Choose to view:

• Applicant letter history.
• Applicant e-mail history.
• Applicant SMS history.
• Applicant telephone call history.

Applicant Letter History

Use the Letter History tab to view details of all the letters sent to a selected applicant's parents. The iSAMS users who sent each letter and the date it was sent is listed for you.

An example of an applicant's Letter History is shown below:

To access Letter History, follow the steps below:

1. In the Admissions module, select a records tab:
   
2. Search and select an applicant record to work with and select Communication History from the right-hand menu.
3. Click Letter History.
   A number of functions are available:
   
   • Click in the Batch No. column to list all applicants whose parents were sent a selected letter.
   • Click  to see a copy of a selected letter.
   • Click  to export a selected letter into Word. This is useful if you want a backup copy of a letter.
   • Click  to delete a selected letter record. This is useful if a letter has been generated in error.

Applicant E-Mail History

Use the E-Mail History tab to view details of all the e-mails sent to a selected applicant and their parents. The iSAMS users who sent each e-mail and the date it was sent is listed for you.

An example of an applicant's E-Mail History is shown below:

To access E-Mail History, follow the steps below:

1. In the Admissions module, select a records tab:
   
2. Search and select an applicant record to work with and select Communication History from the right hand menu.
3. Click E-Mail History.
   A number of functions are available:
   
   • Click in the Subject or View E-Mail columns to see a copy of a selected e-mail.
   • Click in the Recipients column to view the recipient addresses of a selected e-mail.
   • Click in the Batch No. column to list all applicants who were sent a selected e-mail.
   • Click  to open attachments sent with a selected e-mail.
   • Click  to delete a selected e-mail record. This is useful if an e-mail has been sent in error.

Applicant SMS History

Use the SMS History tab to view details of all the text messages sent to a selected applicant and their parents. The iSAMS users who sent each message and the date it was sent is listed for you.

An example of an applicant's SMS History is shown below:

To access SMS History, follow the steps below:

1. In the Admissions module, select a records tab:
   
2. Search and select an applicant record to work with and select Communication History from the right hand menu.
3. Click SMS History.
   A log of SMS messages sent to the applicant's contacts is listed. You can click  to delete a selected message record. This is useful if a message has been sent in error.

Applicant Telephone Call History

Use the Tel History tab to view a log of telephone calls relating to applicants. You can also:

• Add a new telephone enquiry. This is useful for logging both inbound and outbound call records relating to applicants.
• Edit a telephone enquiry.
• Delete a logged telephone call. Only delete calls which have been added in error. No record is kept of the call.

Add a New Telephone Enquiry

Add a new telephone enquiry to an applicant record. Use this to record telephone communications with applicant contacts. 

To add a new telephone enquiry, follow the steps below:

1. In the Admissions module, select a records tab:
   
2. Search and select an applicant record to work with and select Communication History from the right hand menu.
3. Click Tel History:
   
4. Click Add Telephone Details from the right of the screen.
   A popup window is displayed:
   
5. In the Applicant field, start to type the applicant's surname (this filters the list displayed) and click to select an applicant.
6. In the Caller Details section:
   
   • Enter the name of the person who has called/been called.
   • Set an Start/End Date and Time for the call. Click  and  to save time.
7.  In the Enquiry Details section:
   
   • Enter the member of staff who have taken the call and input the call details. Start to type the staff member's name (this filters the list displayed) and click to select the staff member.
   • Enter details of the call in the Notes field, such as the reason for the call.
8. Click Save Enquiry when finished.
   The telephone call is listed in the applicant record and the View Telephone History screen of the Marketing tab.

Edit a Telephone Enquiry

Edit an existing telephone enquiry record, as required. This is useful for updating internal notes associated with an enquiry.

To edit a telephone enquiry, follow the steps below:

1. In the Admissions module, select a records tab:
   
2. Search and select an applicant record to work with and select Communication History from the right hand menu.
3. Click Tel History:
   
4. Click  by the call record you wish to edit.
   A popup window is displayed:
   
5. Use the fields available to amend the telephone enquiry information, as required.
6. Click Save Enquiry when finished.
   The amended telephone call is listed in the applicant record and the View Telephone History screen of the Marketing tab.

Delete a Logged Telephone Call

Only delete calls which have been added in error. No record is kept of the call.

To delete a logged call, follow the steps below:

1. In the Admissions module, select a records tab:
   
2. Search and select an applicant record to work with and select Communication History from the right hand menu.
3. Click Tel History:
   
4. Click  by the call record you wish to delete.
   A popup window is displayed. You are prompted Are you sure you want to delete this telephone history?
5. Click Yes.
   The call is removed from the log.