Author: Vlad

Today, efficient management of educational institutions, particularly online schools, is impossible without a precise and timely approach. Administrators, teachers, and business owners spend significant time on routine tasks: registering students, issuing invoices, sending lesson reminders, and more. To streamline this process, Voopty, a modern CRM system, comes to the rescue. The platform is designed to simplify the operations of educational centers by automating routine tasks and allowing the team to focus on what truly matters. In this article, we’ll explore how Voopty saves time and effort for teachers and administrators, and explain why it’s an indispensable solution in modern education.

What Is Task Automation in Voopty?

Task automation in Voopty minimizes routine work and eliminates human errors. The system takes over the management of tasks such as:

• Class scheduling – Voopty automatically creates and updates schedules, notifying participants of changes via reminders or messages through a chatbot or email.
• Invoice generation – Invoices are generated, and payment tracking is handled effortlessly by the administration.
• Reports and analytics – Voopty’s CRM generates metrics like LTV, employee salaries, and financial indicators such as school expenses and profits.
• Reminders – The system automatically sends reminders about upcoming lessons, deadlines, and payments.

Benefits of Task Automation in Educational Institutions

1. Time Savings
   Voopty helps teachers and administrators eliminate routine tasks such as manual data updates or schedule creation. The time saved can be redirected to improving the learning process or engaging with students.
2. Reduced Human Errors
   Manual work is always accompanied by the risk of errors. Voopty’s automated CRM tools ensure the accuracy and reliability of task execution for both teachers and administrators.
3. Improved Communication
   Voopty’s ERP allows for seamless communication with students and parents through automated messages and integration with popular communication platforms, such as Binotel telephony.
4. Efficient Financial Management
   Voopty’s CRM automates payment tracking, ensuring transparency in financial operations and timely notifications about outstanding debts.

Why Choose Voopty for Automating Repetitive Tasks?

Task automation in Voopty is the key to effectively managing educational centers and online schools. Its user-friendly interface, extensive functionality, and focus on education make it the perfect choice for modern teachers and administrators.

Adopt Voopty today to simplify routine work and focus on what truly matters – education.

Learn more about Voopty’s features on the Voopty YouTube channel.

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.