Author: Voopty

Do your clients often forget to pay for lessons or payments? Today, we’ll talk about how to set up mailings and reminders through the Vupti SMS system. You can do this in several ways: via e-mail, Viber, or Telegram.

1st way – E-mail

• When using email, make sure that the required email is specified in the client section or enter it in the client’s personal account. In this case, this particular client will be included in the mailing list you have configured according to the necessary parameters.

• Later, you can go to the Campaigns – Reminders section and select the necessary parameters for setting up notifications to customers. You can:

1. notify clients or teachers about new visits
2. to remind about debts
3. notify that the subscription is coming to an end
4. remind teachers and clients about upcoming lessons

• You can also choose how long before the lesson you want to send a reminder. The system has a sample message that can be personalized for each client or tutor. Moreover, it is possible to add a note at the end of the reminder with a formal end to the message.

• Then you should save the settings and the campaign is ready. In the window on the right, the system analyzes the messages that were or were not sent and reports the reason.

2nd way – create a Viber chatbot

• You can create a chatbot for Viber on the Viber Admin Panel website and get a bot token. To do this, log in to the website using the phone number you are registered with in Viber.
• Then click “Create Bot Account” and fill in all the required fields.
• You will then receive a Token. The token will be automatically generated after the account is created. You only need to copy it
• Connect Viber to the Voopty messaging system. Contact us and we will work with the developers to connect the chatbot.
• The last step is to subscribe to your Viber chatbot. This is necessary to add your profile in Viber and test the message chain before implementation

3rd way – Telegram chatbot

• First, you need to open the Telegram messenger and log in to your account or create a new one
• Then, enter @BotFather in the search field and select the bot. The official Telegram bot will have a blue checkmark next to its name
• Click the “Run” button to activate the BotFather bot. Send the /newbot command.
• Next, you need to name the bot – customers will see this name when communicating with the bot. And the bot’s nickname – it will be used to find the bot on Telegram. Remember that the nickname should be unique, not repeat the existing ones in the database, and end with the word “bot”.
• After you choose a suitable name, the bot will be created. All that remains is to go to the bot @BotFather and enter the /token command. Next, select the bot you want to connect. Copy the token value.
• The rest is left to the Voopty CRM command. The token should be transferred to the Voopty manager, and then we, together with the developers, will add the bot to your account. That’s all – the bot is activated.

Remember that Voopty crm managers are always ready to help you. Write to us by mail or Telegram and we will advise on any questions.

First, let’s talk about how to add a faculty member to the Voopty CRM system. By the way, let’s remind you that one of the main advantages of an electronic journal is that it is not lost. No matter how many managers you change, all information about your company, employees, and customers will remain in place.

How to add a teacher to Voopty CRM

1. You need to go to settings – My employees – Add employee
2. In the future, you should add information about the teacher and Avatar, position, description (phone and email)
3. In Voopty, you can add a more detailed description of the teacher: adjust the Cashier, the default lesson type, and the “Can change payments made” column (this is especially useful if you have an offline business)
4. The last step is to click “Update employee information”

If a teacher teaches not only group classes but also individual ones, he or she should be added to the system in the “Courses and Groups” section.

1. Go to the “Courses and groups” section
2. Click “Add course”
3. Add a description, a photo and all the necessary information
4. Choose an employee and the duration of the lesson
5. Save the course

Now, when a client signs up for an individual lesson, they are recorded not on the employee’s page, but on the course page. This means that a separate course should be created for each employee who conducts individual lessons. In the Courses and Groups section, you can add group classes separately.

How to change employee information

1. Go to the “My employees” section and go to the page of a specific teacher
2. In the “Information” column, you can edit the necessary data about the employee
3. In the “Activity” column, you can see the activity of the teacher, the dynamics of classes
4. The “Absence” column. For each teacher, you can set the unavailability, which is the time when the teacher is absent and cannot receive students. You can set a permanent absence (standard work schedule) or a temporary absence (for example, vacation) on the Employee profile. Additionally, you can edit whether or not it is “All day” and the dates.
5. In the “Salary and expenses” column, you can set up what salary the teacher receives for a particular lesson. To do this, click Edit and specify the price tag for individual and group lessons. In this way, you can set up all types of lessons that the teacher works with.
6. If an employee teaches several languages, you can specify this in the Voopty CRM system.
7. If you need to delete an employee, click on the trash can and he or she will be automatically deleted from the system.

By the way, you can also set up branch inaccessibility

If a branch is closed for a certain period of time (for example, New Year’s holidays), you can suspend the branch and prevent online booking during this time.
To do this, go to the Visit log, click the pencil in the lower right corner and select Suspend Studio.

The transition to online learning is forcing many language schools and tutors to face the challenges of organizing the learning process, providing materials, and monitoring the quality of learning. Of course, there are several solutions, but they are mostly too resource-intensive.

For example:

Use of an unlimited number of messengers and paper records: free tools, but not adapted for training and difficult to manage

Using specialized online platforms: more convenient, but can be expensive and have a complex interface

Creating your own website or program: maximum flexibility, but requires significant development and maintenance costs

In turn, the Voopty CRM system allows tutors to:

• store all customer information in your personal account
• keep a convenient schedule with a clear interface
• the ability to plan for months and years
• the ability to monitor changes in the schedule online from anywhere in the world
• the ability to store all important information in the tutor’s personal account
• the ability to enter the courseware system from any device

How do you know if the Vupti courseware is right for you? Use this checklist:

• Voopty is right for your business;

The Wupti CRM system is developed taking into account the specifics of the business. For example, Wupti can store all the necessary customer data, which greatly simplifies the work of an online tutor.

• CRM Voopty is a comprehensive solution;

No one says that you can’t download separate programs for scheduling, accounting, online booking, tracking visits, or create excel spreadsheets on Google Docs for your customer base and reports. It’s just easier and faster to solve these tasks with one service.

• Voopty is scalable;

As your business grows, your CRM should grow with it. It’s worth paying attention to how many employees and branches the CRM system can handle.

• Increases work efficiency;

Process analytics will help the tutor with the organization of all paperwork and save a lot of time.

• The CRM system saves money;

The automation program helps to save on communications and website management.

Voopty CRM meets all the requirements and is an ideal solution for a training center, dance studio, or tutor. You can find out more details on our website.You will get a free demo access to the system and see for yourself its convenience and functionality.