This Help Center grows with the CRM. Whenever we add a meaningful term, report, or workflow, its definition or instructions belong here too.
Definitions of Terms
IP — Industry ProfessionalIP means Industry Professional. A registrant is counted as working with an IP when they indicated they are already working with a real estate agent and/or lender.
HBS — Home Buyer SeminarStandard abbreviation for Home Buyer Seminar.
Late RegistrationA successful registration made within the final couple of hours before class but before the 9:53 AM Pacific cutoff. The student still proceeds through the normal registration and confirmation workflow.
Late AttemptA submission made at or after 9:53 AM Pacific on the class date. The attempt is preserved for audit purposes, but the student is not automatically admitted and no automatic confirmation is sent unless an administrator deliberately overrides the cutoff.
Confirmation ReadyThe class has the required authoritative confirmation data from Seminar Coordinator → Confirmation Letters and can enter the confirmation workflow, subject to timing and delivery controls.
Setup IncompleteThe class shell exists, but the authoritative confirmation-letter data required for student confirmations has not yet been populated.
Class Operations
Reading Class HealthCompare total registrations with Working with IP and Not Working with IP. This gives instructors a fast read on whether a class is building well, looks weak, or may be approaching cancellation territory.
Six-Week Class WindowThe active seminar schedule mirrors the public website: six weekends, two classes per weekend, for 12 active classes total. Saturday is Bellevue and Sunday is Seattle. Classes outside the website's current six-week window are not publicly selectable, do not accept registrations, and do not send confirmations.
Dashboard Action CardsThe four top cards are navigation tools, not generic totals. Upcoming Classes opens a compact class picker; Next Class jumps to the next seminar; Late Attempts opens the first class with a late attempt; when there are none, it opens a message confirming that no late registration attempts have been recorded yet; Open Alerts opens a dedicated Alert Center. Alerts are no longer mixed into class cards. The dashboard shows class-level summaries only. Tap a class to open its separate Class Detail screen with registrants and individual information. Registrants on the Class Detail screen are always displayed alphabetically by last name, then first name; registration time does not control roster order.
Open AlertsOpen Alerts are handled in a separate Alert Center so they do not clutter class cards. Each alert shows the person, the event, and whether it is Awareness Only, Action Needed, or Review Needed. Tapping an alert opens the related registration and places the alert directly under the person’s name/contact information. Duplicate alerts show the original registration and the duplicate attempt for comparison. Mark Reviewed / Resolve removes the alert from the open list.
9:53 AM Same-Day CutoffBefore 9:53 AM Pacific, same-day registration may proceed normally. At 9:53 AM or later, the automatic path closes and the submission becomes a Late Attempt unless an administrator overrides it.
Class-Specific Confirmation ON/OFFEvery Class Detail screen has its own confirmation control. Turning confirmations OFF affects only that seminar date. Registration stays open, new registrations continue to be captured in the CRM, and Samantha still receives the forwarded registration copy. The forwarded copy clearly states that confirmations are off for that class. Other classes are not affected. Turning the control back ON restores automatic confirmation eligibility for that specific class.
CRM Tools & Workflows
Reschedule for a Future ClassFrom a student contact or class registrant card, tap Reschedule for a Future Class. Choose an active future seminar, review the exact date, then tap Confirm & Send Now. The CRM preserves the original class in history, moves the student to the new class, and immediately sends the short confirmation letter. Every reschedule omits the opening welcome paragraph. Student-facing emails use the student’s first given name. Every reschedule confirmation visibly CCs Samantha at her CMG email.
Classes with RegistrationsThe compact Classes with Registrations strip near the top of the dashboard shows only seminar dates that currently have one or more registrations. Each item displays the class date and current registration count. Tap an item to open that exact Class Detail screen and see the full registrant roster. The complete Upcoming Classes section remains available below. While you are logged in, the dashboard quietly refreshes these live counts every two minutes so new registrations normally appear in this strip within about two to three minutes of intake.
Search PeopleUse the Search People box near the top of the dashboard to find anyone in the CRM by full or partial first name, last name, email, or phone number. Partial matches begin after two characters. Results are independent of class date; tap a result to open that person’s CRM record and registration history.
View Registration HistoryEvery registration card includes View Registration History. It opens the complete enrollment timeline for that registration: original signup/class, every reschedule, who made each change and when, plus cancellation, no-show, completion, or successful-attendance milestones when those events are recorded. History is preserved; current status never replaces prior events.
Package A / Package BThese are reusable standard post-class packages. The master email letter is uploaded separately as a Word document (preferred) or PDF (accepted), converted to an email-body preview, and must be approved before use. The master-letter source file is retained but is never sent as an attachment. Samantha’s shared email signature is uploaded once and automatically placed below the approved master letter in both Package A and Package B emails; it is not a standard attachment. PDFs, flyers, and other generic materials uploaded under Standard Attachments are actual email attachments. A class-specific Scantron must never be stored as a generic Package A or Package B attachment.
End of Class PackagesOpen this from the normal Class Detail screen. The CRM shows a split-screen roster: Working with an IP routes to Package B; Not Working with an IP routes to Package A. An unclear IP answer automatically routes to Working with an IP and Package B, while the original submitted wording remains in the registration history. Every student receives the class-specific Scantron attached to that exact class, regardless of Package A or B. Attendance must be explicitly marked for every person before any package can send. Attended students receive Package A or B; No-Shows are excluded and automatically added to Follow Up With No-Shows. The bulk-send button remains blocked when required package content or the class Scantron is missing.
Attendance — Attended / No-Show / ClearBefore end-of-class packages can send, every person on the class roster must be marked Attended or No-Show. Attended turns green and clears that person for the appropriate package. No-Show turns red, excludes that person from the package send, and adds the person to Follow Up With No-Shows. Clear resets only that specific person back to unmarked; it does not change anyone else. Once a person is cleared, the class remains blocked from sending until that person is marked again.
Add ContactUse Add Contact from the Search People area or from End of Class Packages when someone needs to be entered manually. Enter first name, last name, email, and phone when available. When adding someone from the end-of-class screen, also identify whether the person is Working with an IP or Not Working with an IP so the CRM can place the attendee in the correct package group.
Add HouseholdUse Add Household beside an existing class member when another household member attended with that person. The added attendee is recorded separately and marked Attended. If no separate email is entered, the CRM uses the original registrant's email. The CRM sends one package email to the original registrant and adds a sentence noting the household attendee and asking that attendee to complete the Scantron.
Contact NotesEach contact can have multiple notes. Add a new note whenever useful information should be preserved, such as a class observation, conversation, follow-up, or relationship detail. Notes are non-destructive: prior notes remain in the contact history, and each note records when it was entered and which administrator entered it, with newest notes shown first.
Follow Up With No-ShowsAnyone marked No-Show is automatically added to the Follow Up With No-Shows list on the dashboard. This keeps missed registrants visible for future follow-up. When a person should leave the active list, choose Remove From No-Show Follow-Up and enter the reason. The reason is permanently added to that person’s contact notes, while the person is removed from the active follow-up list.
Class-Specific ScantronEach seminar date has its own Scantron. Upload or replace it from that class’s Class Detail screen. The CRM ties the Scantron to that exact class and keeps it separate from the reusable Package A and Package B materials.
Coming Soon
Reports & StatisticsReports and statistical tools have not yet been implemented. Planned reporting includes class reports, historical comparisons, registration timing, IP mix, attendance, conversion reporting, and other seminar performance statistics.