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      CONFIRM NEW STUDENT IS BOOKED FOR ORIENTATION

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      STANDARD OPERATING PROCEDURE

      (Confirm New Student is Booked for Orientation)

       

      Department:

      Administrative

      Staff Members Name:

      Pink Dressle Lim

      Title/Position:

      Programs Support Assistant

      Date Prepared:

      03/05/23

      Revised Date:

       

      Revised By:

       

       

      Background: Newly signed-up clients need to particularly go through the welcome orientation for them to know how to specially navigate the portal and to answer any questions they might have.

       

      Purpose: This is to provide instructions in confirming that the new student is already booked for the welcome orientation.

       

      Contacts:

       

      Related Standards and Procedures:

      • Make sure that the student’s email address is ready and ensure that Hubspot is open.
      • Once we are informed about new enrollees, we will then be calling them and ensure they have booked for the orientation. The important part: students need to book within 48 hours.
      • For us to confirm to them their orientation, they need to book the said session first. We can check this through Wix. Orientations are done every Monday, so just check whether their names appear on the Monday Welcome Orientation booking slot.

       

      Procedure:

      1. Go to Hubspot and type in the student’s email address in the search bar. Their information will appear once you press enter. Click their information and you will be directed to their contact information.
      2. Click the phone call button under their name to make a phone call. Confirm the orientation session they have booked. Let them know that the date and time are all set and you’ll see them that day.
      3. If a student hasn’t booked the orientation yet, remind them to do so. Walk them briefly through the procedure on how to do so. Let them know that they need to open their portal and if they’re using the desktop browser, they can see on the right side “New Member Orientation.” They can click that and inform them they will be immediately directed to the DU+ Welcome Orientation. They can then choose the date that works best for them.
      4. Before ending the call, let them know that if they have any questions, they can always email us at support@shaybetter.com.
      5. If a student is unavailable, we can opt to use OpenPhone for calling them.

       

       

      Checklist:

       

      Tools:

      • Hubspot
      • OpenPhone (if the client isn’t available on Hubspot)

       

      Related Forms and Documentation:

       

      Records:

       

      Definitions:

       

      • DU - Diva University