Automation features
Automated features are built-in to Vacancy.care to help you work more efficiently and lessen your workload. Features including -
Offers
Offers of care can be generated and sent from within Vacancy.care.
- Once an initial offer of care is generated, the CRM will log this information within the family's profile.
- Reminders are automatically sent to the family 48 hours after the offer is sent and again 24 hours prior to the offer expiring.
- When an offer gets accepted, an automated email is sent to the family confirming the acceptance.
- If an offer of care expires, the family receive an automated email confirmation and request they get in touch if a new offer is required.
Waitlist
- Families on your waitlist receive reminders asking for confirmation of their continued interest. Set at intervals of your choosing.
- When a family adds a child to the waitlist, it is reflected in the CRM and the stage in the Sales Funnel reflects this.
Tours
Service tours can be booked through Vacancy.care in three ways.
1. You can send an invite for a family to tour at a specific date and time;
2. Send a booking link for a family to choose a convenient date and time to tour the service;
3. A family can book a service tour directly from a link embedded on your website
However the tour is booked, automated features surround this process, including,
- The stage in the Sales Funnel is automatically updated to Tour Booked.
- An email confirmation is sent to the family and also logged within the family's profile.
- Reminders of the tour booking are sent by both email and SMS to the family in the lead-up to the tour.
Reviews and Feedback
- After a service tour has been completed, an automated request for feedback is sent to the family.
- Regular service reviews and requests for parent feedback can be set - at intervals of your choosing - to enrolled families.
Tasks
- If an offer of care expires, the family will receive an automated email confirming this and requesting they get in touch if a new offer needs to be issued.
- If an offer is rejected, but the family request a new offer of care (with a change to the details), then a Review task will be automatically generated and added to your My Open Tasks panel, to be actioned.
- If an enquiry form is submitted via your service website, a Review task is automatically added to your My Open Tasks panel as a reminder to follow-up the enquiry.
Parent Portal
The Parent Portal is where families can update their details at any time - including family contact details and waitlist preferences.
- Automated emails can be set to send at regular intervals, for families to confirm that their details and waitlist preferences are current.
- Access to the Parent Portal can be via the service website or as an email link. When a family adds a child to the waitlist, the CRM will automatically update the stage in the Sales Funnel to Waitlist.
Get in touch with us today if you'd like further guidance setting up any of the Vacancy.care automated features.