.svg)
All communication with a lead or student is stored on the Activities tab, which can be found on both the student and the lead page.
Important: Activities, when used effectively, can offer further opportunities for tracking and reporting student progress and processes.
Activities Use Cases and Best Practices:
-
Use Case: Meetings
-
Notate a meeting that has already occurred. Include information such as date/time, assigned rep, meeting outcome, comments etc.
-
Schedule an upcoming meeting and set up and alarm reminder to be reminded of the meeting before it occurs
-
-
Use Case: Communication
- Texts and emails sent from within VIAS will automatically reflect as an Activity within the Activities Tab.
- Text, Emails, and Phone Calls that occur outside of the VIAS system can be notated as an Activity.
-
Use Case: Notes and/or interdepartmental communication
- Notate any important updates for reference, such as lead status changes, program enrollment updates (e.g. application submitted, background check received), schedule changes, SAP warnings, etc.
- Utilize Activity Types and Keywords to improve the search functionality of the Activities Tab.
-
-
- To search for activities: Use Ctrl+F to search for keywords, names, dates, etc. to quickly find information in the Activities Tab.
- Utilize the 'Academics Category' field while creating an Activity. This allows your activity to pull up within the 'Activities Report'
-
Best Practice: Consistently use the same keyword for a given process to allow the Ctrl+F function to work at it's maximum potential.
How to Add an Activity
Select “Add Activity.” from a Student or Lead profile page
Select the Activity Type from the drop-down menu.
Fill in the resulting Add Activity Form
Click 'Save Activity'.
The Activity will now be stored on the Lead Page in the column on the right.
Best Practice: Add detailed notes in the Comments section. When another staff or faculty member is viewing the student file, they will be able to see all of the communication with the student from other departments.
List of Fields used for Activity Types
*Note: Not all Fields listed will populate for every Activity Type
| Field | Description | Required? |
| Start | Select the Start Date the Activity should be associated with | YES |
| Program | Select the Program the Activity should be associated with | YES |
| Meeting Outcome | Select the result of the Activity (if applicable at that time) | NO |
| Why Not Enrolled | Select the reason the student did not enroll, for reporting purposes (if applicable at that time) | NO |
| Activity Date | Select the day the activity occurred or is scheduled to occu | YES |
| Activity Time | Select the time the activity has or will occur | YES |
| Alarm | Toggle the Alarm on to be reminded of this Activity before it's scheduled time | NO |
| Assigned To | Select which employee to assign the Activity to (Optional) | NO |
| FA Employee | Select which employee to assign the Activity to (Optional) | NO |
| Communication | Select the result of the Activity (if applicable at that time) | NO |
| Academics Category | Assign a category to the Activity (Optional but HIGHLY encouraged) | NO* (Highly encouraged) |
| Description | Enter a brief description of the activity, i.e. Spoke with Student, Scheduled Meeting, or Returned My Call | YES |
| Comments | It is best to be as detailed as possible in this section. You can refer to the comments in conversations with your leads to help you remember more about them. | NO |
Editing an Activity
Only the user who created an activity can edit it.
To make changes to a saved activity, simply click on the edit button.
You can modify all aspects of the activity except for the activity type, which cannot be altered once saved:
