Students
- Create student records
- Store all of a student's personal, medical and financial information in one easily accessible place.
- Link students to agents
- Each student is linked to an international agent and vice versa, meaning group lists can be created for that agent or you can view an agent's details from the student's record
- View homestay history
- Store a complete and rich history of homestay changes for each student, including details such as how much the homestay family was charged or why the student left
- Airport pick ups & drop offs
- With a single click you can easily view full reports, detailing Airport arrivals and departures for any given day
- Visa tracking
- Track each student's visa details and keep on top of expiry dates with automated reminders
- Hold interview records
- Record all ongoing interviews with your students, as per the 'code of practice' requirements
- Create & view reports
- Easily view reports of all date related items such as visas, insurance, arrivals and departures, passports and birthdays
- Automate correspondence with students
- eSchool Pro lets you automatically create letter templates for different purposes which you can then use multiple times. After the letter is sent by post or email, it is saved to the database for future reference
Agents
- Store main details
- Keep all the details of your agents in one place, the contact names, pictures of agents and the countries covered by that agent.
- View performance history
- See how the agent contributes to your intake of students over time, helping you identify top contributors and reward this who work best for you.
- Contact history
- Keep a record of the important conversations and letters sent to the agent. Knowing what you said and when you said it can make all the difference sometimes
- Students history
- See all the students currently being contributed by each agent, which is essential during those phone conversations discussing issues that may arise with one student that may affect another
- Visit logs
- Using the visit log when you travel abroad allows you to pick up threads of conversations held 12 months previously. Remember to mention the progress of any special students as well as the uncanny ability not to offer the same gift twice. When travelling to one country this allows you to prioritise visits to agents you haven’t seen for a while
- Create mass email templates
- Send emails to a set of agents you select using preset templates. For example, this would allow you to you to send advance warning to all agents in Japan of your impending visit to the country with details of cities and dates. Each email can be customised to each recipient. How quickly can YOU write to all your agents?
Homestays
- Easy homestay matching
- Easily match up your international students with a homestay family.
- Create profiles for agents
- Print profiles for each homestay detailing the amenities, location, travelling times.Its like a brochure tailor made for each homestay! Each profile shows pictures of the homestay and location maps
- Automated correspondence
- Form letters can be produced at the touch of a button, loaded with personalised infomration for each recipient. Letters can be indivudual communications or part of a mass mailout.
- Create buyer invoices
- As part of the homestay charging process each student is billed for the “booking’ at the homestay and their homestay balance deducted accordingly. The second part of the same process creates a buyer created invoice from the homestay to the school that can then be emailed to the homestay automaticaly. Processing homestay billing can be brought down from a few days work to 15 minutes.
- Automatic payments / Bank exports
- Payments to homestays can be be uploading to electronic banking and a remittance advice emailed straight to the homestay. The biggest time saving produced by eSchool Pro is in the mass processing of this kind of paperwork.
Finance
- Track students accounts
- Student finance can be a real headache, take all that away with eSchool Pro. eSchool will produce an invoice to the student while still overseas, track payments as they come in and even assign to costs centres within the school. Do you know how much homestay funds you are holding on behalf of your students? eSchool does!
- Mange student funds
- Each student has a built in bank account where funds are deposited when tuition , insurance, homestay and other funds are deposited. Over time that balance is reduced by the system as homestay funds are withdrawn and paid to homestays Each student has a homestay funds balance and an overall funds balance. You always know who has what funds available.
- View homestay payment reports
- Each homestay payment removed fro a student's balance is also then ‘charged’ on behalf of the homestay to the school in a separate invoicing system. This enables reports to e produced showing all financial transactions with each homestay. Can you say how much you have paid each of your homestays in the last financial year?
- Upload directly to internet banking
- All homestay payments can be emailed as a remittance advice to each accommodation provider. Once a homestay rollover process has finished you have the option of loading all payments to homestays into a bank transfer file for uploading directly into your internet banking!
- Overseas billing
- Each student receives an invoice from the school prior to their arrival detailing what funds need to be paid. A detailed receipt can then be issued showing each stage of payment fulfilling the need for visa issuing authorities. Everything is clean, clear and meets all necessary guidelines.
- Automatically email remittances
International
- Efficient tracking of international students
- eSchool gives the Director of an International department a full indication of the finances, the student body, homestay and contact with overseas agents. everything is open but still protected by password level security. Student arrivals, departures, expiring visas, insurance and even birthdays are on a single super flexible report.
- Remote access from overseas
- Using Remote desktop or VNC software eSchool Pro can be accessed on a school network or even from overseas when your marketing staff are visiting your agents abroad. Agent notes can be entered same day before subtleties of recent conversations are lost. The full details of an agents history with the school are available the morning before a visit. Make sure you don’t give the same gift twice, it’s all on record.
- Information at your finger-tips
- With regular updates from a schools SMS data can be updated from source as well as all the extra information an international department generates. It’s quick, clear and instantly available, from the finance officer, homestay co-ordinator to the International Director and School Principal. It also offers protection for the school for vital information in the department locked in one person’s head. When a staff member changes jobs or retires, that vital information is not lost That makes it easier for all your staff
- Online manual
- All software has a manual, eSchool is no exception. All documentation is available online. It’s available to all staff all the time! It’s always up to date in a constantly improving environment. You can’t lose it or hold hold a shelf up with it. It also comes with a reference section and frequently asked questions
Schools
- Retains the school's corporate look
- eSchool’s printouts are clean and professional looking, these are your face to your clients, they are your first impression and speak to your efficiency. When your staff visit an agent fully clued up, when your homestay co-ordinator has all homestay inspections up to date, when your student’s exit surveys are fully summarised for a board meeting a week ahead. Then your organised, then you’re using eSchool like a Pro.
- Huge labour savings
- A fully populated administration system can yield significant labour savings for a school. Homestay payments can be a long and tedious process, long and tedious processes also breed human errors. The eSchool homestay rollover typically takes a few minutes and can do hundreds of students, error free. How much would that save you? Reporting that possibly couldn’t even be attempted before due to complexity of paper records now becomes a breeze
- Easy staff training
- eSchool is an intuitive system that is easy to pick up, it can be compartmentalised for individual staff members to focus on their own tasks but can also give an easy overview to the running of the entire department. The software has been running for nearly two years before it’s first public release, it’s been worn smooth by use before and continues to grow with an emphasis on easy integration of new features and navigation that uses common sense as a foundation.
Latest News
eSchool at the New Zealand International Education Conference
We had the pleasure of attending the New Zealand International Education Conference in Wellington this year. And what a great conference it was, we gained lots of new interest in eSchool pro and made lots of new friends. If you were unable to attend the conference but are still interested in eschool pro, contact us at sales@eSchool.co.nz, or alternatively you can call us on 0800 367 658.
" With our recent pandemic alert we were easily able to meet our tasks and deadlines using eSchool Pro. "
Robbie Pickford,
International Director - Rangitoto College