Author: Vlad

Transitioning to the Voopty ERP system can significantly simplify the management of your educational institution or online school. However, thorough preparation is essential for successful implementation. Clearly defining the necessary steps and organizing your data will help avoid potential challenges and ensure a smooth transition.

Voopty is a specialized system for educational institutions, integrating automation, student management, and financial features. This checklist outlines the key points to consider to make the setup and launch of the system as efficient and comfortable as possible.

Steps to Prepare for Transitioning to Voopty CRM:

Assess Your Business Needs

Before starting with the Voopty ERP system, conduct an analysis of your institution’s requirements. At this stage, determine:

• The primary processes requiring automation.
• The number of students, teachers, and administrators who will use the system.
• Specifics of your schedule, financial operations, and communication needs.

Familiarize Yourself with Voopty CRM Features

Explore the functionalities of Voopty to understand its potential and capabilities.

Prepare Basic Information About Your Institution

The following data will be used to create your account in Voopty:

• A list of active students with their contact information.
• Information about teachers, administrators, or co-owners of the school.
• Names and detailed descriptions of lesson types and existing subscriptions.
• Information about courses and groups, as well as the schedule for group classes.
• Schedules for students taking individual lessons.
• Financial details, including subscriptions, remaining lessons/funds, debts, etc.
• Information for the “Customer Acquisition and Retention” section, such as leads with their contact information and sales funnel names.

Proper organization of this data will facilitate its integration into Voopty.

We recommend appointing a responsible administrator or manager during the preparation phase. This individual should have a clear understanding of your business structure, quickly acquire basic technical skills, and act as a guide to ensure a seamless transition to the CRM system for the entire team.

Plan a Phased Transition to the ERP System

The transition can be divided into the following stages:

• Test Launch: Configure a small set of data and test the system’s functionality.
• Full Launch: Transfer all necessary data.
• Team Training: Organize training sessions for teachers and administrators.

Features to Simplify and Accelerate the Transition to Voopty CRM

• Video Tutorials: Check out materials on the Voopty YouTube channel, focusing on videos about schedule setup, automated notifications, and financial modules.
• System Demonstration: Our specialists can organize a system demonstration via Google Meet at a time convenient for you. This will provide a visual walkthrough of how the system works and introduce you to its main sections.
• Technical Support: Voopty technical support is available on Telegram. You can reach out with your questions Monday to Friday, from 9:00 AM to 6:00 PM Kyiv time. This support will greatly ease the transition and system setup process.
• Full Setup Service: When paying for three months of system usage in advance, Voopty specialists will set up your account “turnkey” according to your institution’s needs. This will save you even more time and allow you to start working faster.

In today’s world, effective time management is a necessity. It is an axiom among managers and directors who strive to save as much time and effort as possible while automating all critical processes in the best way. For educational centers and online schools, automatic reminders and notifications have become indispensable tools. Thanks to the Voopty CRM system, you can significantly enhance the productivity of teachers, administrators, and students.

Voopty is more than just a CRM for business management. It is a specialized CRM/ERP system designed specifically to meet the needs of educational institutions. It helps efficiently control all processes, including through features like automatic reminders and notifications.

Step-by-Step Guide to Setting Up Automatic Reminders and Notifications in the Voopty CRM System:

1. Log in to the Voopty platform using your username and password. If you are a new user, please register.
2. Navigate to the CRM system section called Mailings. This section can be found in the main menu on the left by clicking the three horizontal lines.
3. In the Mailings section, you will find two subsections — Mailings and Reminders.
4. After selecting one of the subsections, explore all available options and determine which notifications are needed for specific situations:
   • Mailings: This subsection allows you to create and automate bulk mailings for students or their parents. For example, you can notify them about important events at the educational institution or upcoming school holidays. This can be set up for students from the My Clients section or for leads in the Client Acquisition and Retention section. For better understanding, watch the video tutorial on mailings on our YouTube channel.
   • Reminders: This subsection is specifically designed for setting up personal reminders. You can configure triggers for automatic notifications based on your needs. For instance, reminders for upcoming lessons, overdue payments, or expiring subscriptions. Reminders can be set for both teachers and students, with options to choose the timing — from 1 to 24 hours before the event. More information about the setup is available in the video tutorial on reminders.
5. In the Voopty CRM system for educational institutions, you can select different channels for sending reminders:
   • Email
   • Telegram/Viber bot
     This depends on the information stored in the teacher’s or client’s card, such as an email address or phone number (provided the recipient is subscribed to your institution’s chatbot).
6. After completing the setup and verifying its accuracy, activate the feature and test it. Send a test notification to ensure everything works correctly.

Benefits of Automatic Reminders and Mailings:

• Improved student discipline: Regular reminders about lessons and assignments help students stay organized and avoid absences.
• Increased efficiency for teachers and administrators: By automating routine processes, staff can focus on more critical tasks.
• Enhanced communication: Thanks to multichannel notifications, messages reliably reach recipients, whether via email or chatbot SMS.
• Full integration with other modules: Voopty synchronizes notifications with schedules, financial data, and tasks, ensuring seamless system operation.

Automatic reminders and notifications in the Voopty ERP system help maintain student discipline, optimize the routine work of teachers and administrators, and improve communication among all participants in the educational process. With integration into schedules, financial modules, and tasks, Voopty ensures complete control over all processes.

CRM systems have become an integral part of modern business operations.
Their main purpose is to organize customer relations, optimize internal processes, and improve team efficiency, as employee comfort is crucial for business success.
The Voopty CRM system is a convenient, flexible, and functional tool, perfectly suited for small and medium-sized businesses.

Why is Voopty the Perfect System for Your Team?

Convenience and Intuitiveness.
Voopty is designed to help users navigate the interface quickly, even if they’ve never worked with CRM systems before. Its ease of use reduces the time required for employees to adapt.

Customization Flexibility.
The system allows you to tailor functionalities to the specifics of your business. You can add new fields, create automations tailored to your needs, and integrate the system with other services, such as Binotel telephony or payment systems like WayForPay, LiqPay, and Stripe.

Voopty Support.
Voopty provides quality customer support via Telegram and video meetings on Google Meet. This ensures prompt and effective resolution of any issues and smooth implementation of the system.

How to Properly Prepare Your Team to Work with Voopty?

Assess Your Business Needs.
Before implementing Voopty, it’s essential to identify the tasks the CRM system should address. For instance, it could be organizing a customer database or automating reporting. These and many other requirements are met by Voopty’s extensive functionality.

Employee Training.
The Voopty CRM team offers several support options:

• Telegram Support Chat: If you have questions, the Voopty team will quickly respond in the Telegram chat, help you set up your account, and explain all the principles of using Voopty.
• Google Meet Video Meetings: If your team needs detailed visual explanations, Voopty specialists will organize a meeting where they will demonstrate step-by-step how to use the CRM system.
• YouTube Training Videos: The Voopty YouTube channel provides setup tutorials and video-format answers to the most common customer questions.

Implementation Stage.
We recommend creating a Voopty account and using the “14-day free trial” to set up the system according to your business needs with your team’s help. This will help identify gaps in understanding the system and make necessary adjustments from the very start of using Voopty.

The Voopty CRM system is an excellent choice for businesses seeking convenience, automation, and efficiency. Thanks to high-quality, continuous support via Telegram chat, Google Meet video meetings, and YouTube training materials, your team will quickly master the system, and your business will operate more productively.