School CRM Cheat Sheet

1. Create client records for each of your schools.
   1. Ctrl + N or find a New Client button on most of the Hubs
   2. Use the Client Import Tool. Utilities > Import Clients
2. Schedule appointment records for each of your visits to schools that are not actual Picture Days.
   1. Go the calendar > double click on an empty time slot
   2. Open the client record > new appointment on the ribbon
3. Schedule session records for each of your Picture Days.
   1. Go the calendar > double click on an empty time slot
   2. Open the client record > new session on the ribbon
4. Day of Picture Day
   1. Software should automatically send emails, create tasks, and create call records for you based on your Trigger setup.
5. After Picture Day, send a NPS Feedback email to the school for feedback

Using the Software

1 - Client Record (Automatic):

Utilities > Client Import.

This tool will help you import in a group of client records from an excel file, For more information about importing clients using the Client Import Wizard, check out this help page:  Spectra/myStratus Desktop | Importing Clients (studioplussoftware.com)

1 - Client Record (Manual):

CTRL+ N

To create a client record, click New Client on the toolbar of the Client’s Hub. Or Ctrl + N for the hotkey. Make sure to set the school on the Organization tab. For more information about creating client records, check out this help page: Spectra/myStratus Desktop | Creating a Client (studioplussoftware.com)

2 - Book Appointment Records

To manually create appointment records to track your sales visits. Go to the calendar > find an empty time slot > double click to open the scheduling wizard. The scheduling wizard will walk you through the booking process.

You can also open a client record > click New Apppointment on the ribbon.

Check out this help page for more information on scheduling:

http://support.studioplussoftware.com/helpconsole/spectra/default.aspx?pageid=scheduling_overview

3 – Create call records to track calls

To track any phone call records, open the client record > click on the communication tab on the ribbon at the top > then new call record.

There is a second communication tab on the client record, here you can see a history of any communications you have had with a customer.

4 – Send emails to a school

To send emails from the software, open the client record > communication tab on the ribbon at the top > then new email. You can also choose any form letters or HTML emails that you have created ahead of time.

You can also use the communication wizard to send out mass emails to a group of schools. To do this, go to Tools > Communication Wizard.

Same as for phone calls, there is a second communication tab on the client record, here you can see a history of any communications you have had with a customer.

Check out this help page for more information on sending emails from myStratus:

Spectra/myStratus Desktop | Sending Email (studioplussoftware.com)

5 - Book Session Records

To manually create sessions. Go to the calendar > find an empty time slot > double click to open the scheduling wizard. The scheduling wizard will walk you through the booking process.

You can also open a client record > click New Session on the ribbon.

Check out this help page for more information on scheduling:

http://support.studioplussoftware.com/helpconsole/spectra/default.aspx?pageid=scheduling_overview

6 - Invoice Records

To create invoices on a client record, you need to first figure out where you want to create the invoice. If it’s a generic invoice to the school, open the client record > New Client-Based Invoice on the ribbon. If it’s an invoice related to a certain picture day, open the picture day record > New Session-Based Invoice on the ribbon. It’s important to choose the right type of invoice as it will give you better reporting later.

Check out this help page for more information on invoicing:

Spectra/myStratus Desktop | Creating an Invoice (studioplussoftware.com)