Watch how it works
Short videos recorded on the real dashboard with made-up sample data. No sound; the captions explain each step.
1What this page is for
What this page is for
It answers one question: who should I call first? Every open inquiry that is waiting on the school is listed, the most expensive to ignore at the top. The amount beside each person is the tuition of the program they asked about — what walks away if nobody follows up.
Who appears here
Only people who are still open (not parked, not finished) and who are waiting for one of four reasons:
| Reason shown in the "Why" column | Rule | Urgency |
|---|---|---|
| Never contacted | No first contact recorded at all. | Highest (red) |
| Contacted but stalled at Lead / Contacted | First contact made, but still in the first two columns after 24 hours. | High (amber) |
| Application open N days | Started the application more than 3 days ago and has not finished. | High (amber) |
| Accepted but not enrolled | Application completed more than 5 days ago, no registration yet. | Medium |
Within the same urgency, higher tuition comes first.
Which people are counted
People who arrived inside the time window chosen at the top (30d / 90d / 12mo). Widen the window to see older items.
2The number cards
The cards across the top of the page, left to right.
| Card | What it counts |
|---|---|
| Needs action now | How many people are in the queue right now. Red when it is more than zero. |
| Never contacted | How many of those have never had a first contact recorded. These are the ones that cost the most, because the chance of enrolling drops fastest in the first hours. |
| Tuition attached | The published tuition of every program in the queue, added up. It is face value, not a forecast — what is at stake, not what you will collect. |
| Longest wait | The oldest untouched item, in days from when the inquiry arrived. Red once it passes three days. |
3Ageing of everything open
What it shows
The queue split into four age bands by how long the person has been waiting since they arrived: Under 24 hours, 1–3 days, 3–7 days and Over a week. Bars are people; the purple line is the tuition attached to each band (right-hand scale).
How to read it
- Healthy: tall green bar on the left, almost nothing on the right.
- A tall Over a week bar means inquiries are going cold before anyone reaches them — that is lost money, not a marketing problem.
- If the line is high where the bar is low, a few expensive programs are stuck.
Where the numbers come from
The same people as the queue below; age is measured from the moment the inquiry arrived.
4The queue
What it shows
Every waiting person, one per row, most urgent first, up to 50 rows.
The columns
| Column | Meaning |
|---|---|
| Why | The reason they are on the list (red = never contacted, amber = stalled or application open, plain = accepted but not enrolled). |
| Name | As they typed it on the form. |
| Program | What they asked about. Website inquiries show the website's short code. |
| Tuition | Published tuition of that program; $0 when the program has no published price. |
| Waiting | Time since they arrived, in plain words (under 1 hr, 6 hr, 3 days, 2 weeks). |
| Contacted? | The green/red dropdown. Change it here to record a first contact; the date shown beside it can be clicked to change the time. |
| Owner | Staff member responsible, or Unassigned. |
| Phone | Click to call. |
Sorting
Click any heading; click again to flip. Sorting by Contacted? groups the not-contacted people together.
5Staff action counters
What it shows
Five running counts of work to do. Any counter above zero is outlined in red. Click one to see the people behind it.
| Counter | Who is counted |
|---|---|
| New leads (today) | Everyone who arrived since midnight, Texas time. |
| Applications incomplete | Open people sitting at Application Started. |
| Follow-ups needed | Contacted, still open, not yet accepted, and it has been more than a day since they arrived. |
| Never contacted | Open people with no first contact recorded. |
| Stale over 3 days | Open, not yet accepted, older than three days. |
Why "days" is measured from arrival
The dashboard does not yet record the moment a person entered each stage, so "waiting" is counted from when the inquiry arrived. It is a fair proxy for a lead, less so for someone months into an application.
6People behind the counter
This list appears only after you click a staff action counter. It shows up to 100 people with name, program, stage, days waiting, owner and phone. Timeline opens the person's profile drawer. Clear filter hides the list again.
Names and phones appear because this page is behind the login, the same as the admissions queue — do not print or share it outside the school.
7Step by step
Work the queue
- Look at the top row: the "Why" pill tells you the reason.
- Click the phone number to call from a phone or Mac. To text instead, find their card on the Pipeline tab and click it to open the profile, then use Text.
- When you have spoken to them, change the Contacted? dropdown to Contacted, confirm the time and how, press Save. They drop out of "Never contacted" and, if they were a brand-new lead, move to the Contacted column on the Pipeline.
- If they should move further (Interested, Application…) do it on the Pipeline tab.
Sort the queue a different way
- Click any column heading (Why, Name, Program, Tuition, Waiting, Contacted?, Owner, Phone).
- Click the same heading again to flip the order. The arrow shows the current sort.
- The default is urgency first, then tuition.
See who is behind a staff counter
- Scroll to Staff action counters.
- Click a counter (for example Follow-ups needed). A list of the people appears below it with name, program, stage, days waiting, owner and phone.
- Press Timeline on a row to open that person's profile.
- Press Clear filter to hide the list.
8If something looks wrong
9Flip-book edition
The same subject as a page-turning flip-book. Opens in a new tab.