Example setups · Education and everything else
College admissions office
For a college admissions office in June and July, when parents arrive with files and one corridor holds enquiries, document checks, counselling and fees all at once.
The setup
Lines and what people choose
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Enquiries walk-in
About 5 min each · up to 80 waiting
- Course and eligibility 5 min
- Prospectus and forms 3 min
- Hostel and transport 5 min
-
Document check walk-in
About 8 min each · up to 60 waiting
- Admission documents 8 min
- Undergraduate 8 min
- Postgraduate 10 min
- Migration and transfer certificates 6 min
- Scholarship and category papers 10 min
- Admission documents 8 min
-
Counselling walk-in + bookings
About 15 min each · up to 40 waiting
- Course choice
- Arts and commerce 15 min
- Science 15 min
- Postgraduate programmes 20 min
- Fee instalments 10 min joins Fee counter
- Course choice
-
Fee counter walk-in
About 6 min each · up to 50 waiting
- Admission fee 6 min
- Receipt copy 3 min
Desks
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Help table
Calls from Enquiries
-
Check desk 1
Calls from Document check
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Check desk 2
Calls from Document check, Enquiries
-
Counselling room 1
Calls from Counselling
-
Counselling room 2
Calls from Counselling
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Accounts window
Calls from Fee counter
Team
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Registrar Owner
Sets the lines and hours for the admission season and reads Insights each evening.
-
Admissions head Manager
Watches the Live Board, changes which lines a desk calls from when one fills, checks in booked families whose phone has died, and records leave.
-
Admissions counsellor × 2 Staff
Runs a counselling room, calling from the Counselling line.
-
Document clerk × 2 Staff
Checks originals against photocopies and calls the next file.
-
Help table volunteer Staff
Answers enquiries and adds anyone without a phone at the desk, handing them a slip.
Ticked: Front desk
-
Accounts clerk Staff
Takes the admission fee and issues the receipt at the Accounts window.
Visits with several steps
-
Documents, counselling, fees
A student whose documents are in order goes on to counselling and then to the fee counter, without joining a new line by hand at each step.
For Undergraduate, Postgraduate
- The service itself
- Go to Counselling
- Go to Fee counter
The day
Hours, the TV and the poster
-
Opening hours
Monday to Saturday, 9:30 am to 5 pm; Sunday closed.
Close the office on the college's holidays and the day of the merit-list display, and keep longer hours on counselling days as special hours for that date. Anyone who booked a counselling slot on a closed day is listed so you can cancel or keep each one.
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TV display
The token being called and the room or window to go to, for each line.
In the corridor outside the counselling rooms, facing the benches.
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QR poster
At the main gate, on the help table and on the corridor wall, so a parent can take a place before reaching the desk.
Tips
-
Let the Help table add the students without phones.
Give your volunteer the Front desk ability. They add a visit from the desk and hand over a slip with a QR, which the family can scan to follow the turn.
How it works → -
Put counselling on bookings for the busy fortnight.
The Counselling line takes walk-ins and bookings together, for today and the next six days, so families who can plan arrive at a time and the rest still get a place. A booked family presses I am here on their phone when they arrive.
How it works → -
Lend a check desk to enquiries when the corridor fills.
Check desk 2 serves two lines. On the Live Board, use Calls from to give Enquiries the bigger share when the help table is long, then even it out again.
How it works → -
Mark merit-list day as a special day.
Add the date with its own hours or as a closed day. Bookings it cuts are listed rather than lost.
How it works → -
Read the waiting times at the end of week one.
Insights shows which hours and which line ran longest. Add a second clerk to that line next week.
How it works →
The plan
Fits on Standard
The smallest plan that holds this setup, worked out from its size and what it uses.
- Lines 4 of 30
- Desks 6 of 15
- People 8 of 30
- TV screens 1 of 5
- Uses booking Plan Basic and up
- Uses desks across several lines Plan Basic and up
- Uses managers Plan Basic and up
- Uses the Front desk, Urgent and Run desks abilities Plan Basic and up
- Uses away days Plan Basic and up
- Uses waiting times in Insights Plan Basic and up
- Uses multi-step visits Plan Standard and up
How to set this up
From sign-up to your first visit
- Sign up from this page and step 1 opens with Something else already picked. Set up your business
- At step 2, name your lines: Enquiries, Document check, Counselling, Fee counter. Set each one's type and usual time. Lines, services and desks
- At step 3, add your people and desks: Help table, Check desk 1, Check desk 2, Counselling room 1, Counselling room 2, Accounts window. Your team, roles and leave
- Open Set up › Services and build each line's menu as above. Lines, services and desks
- Open Processes and build Documents, counselling, fees . Processes: visits with several steps
- In Settings, set Opening hours and add closed days. Opening hours, closures and special days
- Open Displays, pair the TV and choose what it shows. TV displays
- Print the poster from Settings › QR code and poster and put it up. Posters, links and QR codes
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