Archiving Contacts
If you want the client or prospects to be removed from the list of clients or prospects then they can be archived. Archiving contacts in OZIAgent helps keep your database organized by managing inactive or irrelevant contacts without permanently deleting them. Common Reasons to Archive Contacts: Inactive Contacts – Leads or clients who are no longer engaging with your services. Duplicate Entries – Avoid confusion while preserving records. Lost or Unresponsive Leads – If a prospect is unresponsive after multiple follow-ups. Completed Services – Clients who have successfully completed their applications but may return in the future. Archiving ensures a clutter-free CRM while allowing you to restore contacts if needed, keeping your data structured and manageable. Please note, that there should not be any ongoing applications to archive the clients. Please discontinue the application if there is any ongoing application. To Archive the contacts Step 1: Select Contacts from the dashboard. Step 2: Select Clients or prospects Step 3: From the list select the contact you want to archive then click on the three-dot button from the right end and click on archive. You can also directly go to the contact’s profile and select this archive icon to archive the client. Step 5: Once the contacts are archived, the contacts will be listed in the archived list. Step 6: From this list, you can either restore a client or delete their information permanently by clicking on the three-dot icon
Changing assignees
The assignee assigned to the contact can be changed if required, learn the process here. You may need to change the assignee of the contacts(Prospects and Clients) in cases such as staff reassignment, specific knowledge, workload management, or client preference. OZIAgent makes it easy to reassign contacts, ensuring smooth client handling, avoiding disruptions, and maintaining high-quality service. Follow the following steps to change the assignee of the contacts(Prospects and Clients). Step 1: To change the assignee of any contact, you need to edit the contact. Step 2: There is an option to change the contact’s Assignee when you are on the edit contact page. You can choose a team member to whom you want to assign a contact Step 3: Click save and the new Assignee will receive a notification as soon as they have been assigned..
Editing Contact details
Learn the steps to edit the details of the contact added. The Editing Option in OZIAgent allows users to update and modify Contact(Enquiries, Prospetcs and Clients) details when necessary. This ensures that records remain accurate and up to date, improving overall data management. With the right permissions, users can edit important contact(Enquiries, Prospetcs and Clients) details such as name, phone number, email, and other relevant information. This feature is particularly useful when correcting errors, updating client information, or adding missing details To edit the client details Step 1: Go to Contacts in the side navigation bar Step 2: Select Clients or prospects. Step 3: From the list select the contact whose details are to be edited and click on the three dots at the right end. Step 4: Select edit from the drop-down. Step 5: You can also edit contacts by going directly to their profile and selecting the edit icon. Step 6: The edit page will appear and you can make necessary changes and select save. For example if you previously miss adding the contact phone number while adding the contacts then you can add the email here.
Finding or Searching Contacts
Learn the way to search the contacts You can quickly search for contacts using the Top Bar Search function in OZIAgent. This feature allows you to instantly find contacts without navigating through multiple pages, saving time and improving efficiency. In OZIAgent contacts are categorized into Enquiries, Prospects, and Clients for efficient contact management. Enquiries (Leads) Enquiries are potential students who have expressed interest in your services by submitting Lead Forms through various channels, such as your website, Facebook campaigns, or QR code scans. These individuals may require assistance immediately or consider engaging with your services in the future. Action: Collect their details and follow up. Goal: Convert them into Prospects. Prospects Prospects are the students who have shared their information but have no assigned application. They are assigned to one of the users for further engagement and follow-up. You can manage their details, documents, and interested services. Action:Organize their profile and provide necessary information. Goal: Move them to Clients. Clients Clients have started an application and are actively using your services. Action: Track progress and offer support. Goal: Ensure a smooth application process.The Quick Add option in OZIAgent allows users to instantly add new contacts with minimal steps, improving efficiency and reducing data entry time. For finding or searching contacts, follow the following steps In OZIAgent, a Client ID is a unique identifier assigned to each client for easy tracking and management. This ID helps differentiate clients, ensuring efficient record-keeping and quick retrieval of information. Step 2: The search results will show the contact’s full name, email, phone number, status, and office. Simply click on the contact to go directly to their profile page. However, you won’t be able to view the contact profile if you are not authorized to. You will get an error message in this case.
Adding New Contact
In this article, you will learn to add the Prospects and Clients. OZIAgent helps education and migration institute manage contacts efficiently by categorizing them into Enquiries, Prospects, and Clients. Enquiries (Leads) Enquiries are potential students who have expressed interest in your services by submitting Lead Forms through various channels, such as your website, Facebook campaigns, or QR code scans. These individuals may require assistance immediately or consider engaging with your services in the future. Action: Collect their details and follow up. Goal: Convert them into Prospects. Prospects Prospects are the students who have shared their information but have no assigned application. They are assigned to one of the users for further engagement and follow-up. You can manage their details, documents, and interested services. Action:Organize their profile and provide necessary information. Goal: Move them to Clients. Clients Clients have started an application and are actively using your services. Action: Track progress and offer support. Goal: Ensure a smooth application process.The Quick Add option in OZIAgent allows users to instantly add new contacts with minimal steps, improving efficiency and reducing data entry time. The Quick Add option in OZIAgent allows users to instantly add new clients with minimal steps, improving efficiency and reducing data entry time. To add the client or prospects, follow the following steps: You should have the permission to add the client. Please confirm Step 1: Click on the “Add Client” tab on the top info bar. You can also add New contacts from the Prospects or Client Tab under the Contact Menu. Step 3: Fill in the details of the client on the pop-up that appears after you click on the Add tab. The fields that are marked asterisk are the mandatory fields. Note: Avoid the Application section and Email section if you are willing to add prospects. Step 4: Click on Save tab once you add the details.
Converting Prospect to Client
In this article, you will learn the process to convert the prospect to client. Prospects Prospects are the students who have shared their information but have no assigned application. They are assigned to one of the users for further engagement and follow-up. You can manage their details, documents, and interested services. Action: Organize their profile and provide necessary information. Goal: Move them to Clients. Clients Clients have started an application and are actively using your services. Action: Track progress and offer support. Goal: Ensure a smooth application process.When an application is started for the prospect, the prospect is converted into a client and denoted as “In progress” in OZIAgent. Application An Application is the specific service a client decides to pursue, such as university admission or visa processing.Each application is linked to Workflows (Service process), Partners (institutions), and Products (services). Clients can have multiple applications for different services, ensuring seamless management under one profile. Note: The email address of the contact is mandatory to start an application for the contacts. To convert Prospects to Clients, follow the following steps: Step 1: Select Contact from the dashboard Step 2: Select Prospects Step 3: Click on the Name of the prospects Step 4: Select the Interested Service tab Step 5: Applications can also be added from the Application tab Step 6: To add the application, select Add tab
Managing Enquiries and Converting them to Prospect
Managing Enquiries and Converting them to Prospect. Prospects are the student who have shared their information but have no assigned application. They are assigned to one of the users of the education and migration business for further engagement and follow-up. You can manage their details, documents, and service interests. Prospects are the student who have shared their information but have no assigned application. They are assigned to one of the users of the education and migration business for further engagement and follow-up. You can manage their details, documents, and service interests. In OZIAgent, leads can be collected from various sources, including lead forms, bulk imports, Facebook Lead Ads integration, and check-ins. Once captured, these leads are automatically listed in the Enquiries section under the Contacts tab for easy tracking and management. In the Enquiries list, you will also see In Queue column, which provides you with the time frame the leads have filled up the form so that you do not miss assigning the lead to the assignee or following up the lead. Similarly, you can view other columns such as “Ratings” , “Source”, “Tags”, “Added From” based on which you can nurture the leads. OZIAgent enables to list the enquiries based on different filters. For this select Add New Filter and select the required filter. Convert an enquiry into a Prospect Assigning leads to users ensures accountability and timely follow-ups, increasing the chances of conversion. By turning leads into prospects by assigning to the users, you streamline the sales process, improve engagement, and enhance overall efficiency. Step 1: Click on their Name to open their Profile Page. Step 2: Then click on the Tick Icon. As soon as the lead is assigned to an assignee, the lead is converted into the prospects. Step 4: During Enquiries or Prospect state, you can always add Interested Services that the student is willing to take in the future.
Understanding contacts
In OZIAgent, contacts are categorized as Enquiry, Prospects, and Clients. OZIAgent helps education and migration institute manage contacts efficiently by categorizing them into Enquiries, Prospects, and Clients. Enquiries (Leads) Enquiries are potential students who have expressed interest in your services by submitting Lead Forms through various channels, such as your website, Facebook campaigns, or QR code scans. These individuals may require assistance immediately or consider engaging with your services in the future. Action: Collect their details and follow up. Goal: Convert them into Prospects. Prospects Prospects are the students who have shared their information but have no assigned application. They are assigned to one of the users for further engagement and follow-up. You can manage their details, documents, and interested services. Action: Organize their profile and provide necessary information. Goal: Move them to Clients. Clients Clients have started an application and are actively using your services. Action: Track progress and offer support. Goal: Ensure a smooth application process. Why Categorization Matters? Streamlines lead management Enhances communication Boosts conversion rates Improves efficiency With OZIAgent CRM, you can effectively guide students from initial inquiry to successful application.