Deal fields

LISTENER REQUESTED FIELD!

Before sending the PUM, make sure that you delete the "LW" or similar at the front and that you write the full name of the student passport. 

• LW - This means lead web and it refers to a lead that has automatically been created from the website.

• LWU - This means a recontacted lead web and it refers to a lead that has automatically been created from the website but already existed in Pipedrive.

LISTENER REQUESTED FIELD!

This field is a MUST and it must be kept updated during the whole sales process. Marketing and management will use this to analyse the potentiabity of different campaigns and changes.

• STOODENT: This label is automatic and will be added to any PUM to know that they have become a YouTOO StOOdent!

• PRE-ENROLMENT: This label is ONLY for those students that have only paid a pre-enrolment fee and will pay the rest in the future. This label allows us to keep a registration of those until they become STOODENT.

• HOT LEAD: Leads that have a high probability to become PUMs in the near future (in general, we'll be talking about 30 days). If there is any problem with the workload, as a Listener, you will always answer those with this label first as they are the most important ones. 

• WARM LEAD: Leads that seem to have a good probability to become PUMs (in general, we'll be talking about 30-60 days). They may be still deciding or asking questions but seem potential. 

• SEEMS WARM: Leads that are not warm but also not cold. Those that may be interested but still deciding (in general, we may WON them in 60 to 90 days). It may also be used for those LEAD INs that have left a potential comment. 

• COLD LEAD: Leads that do not seem potential at all. This label is AUTOMATICALLY added to all new leads. This means that that student does not seem interested and may not be potential. If there is any problem with your workload, as a Listener, these will be the last deals we attend. 

• LONG-TERM: Leads that are interested but in the future (for example, students finishing their Univeristy degrees that tell us that they want to start the process in 6 months when they finish their degree). When you add this label, an activity is automatically added to the deal to remind us to contact them again in 4 months. You may want to change the day depending on what the student said. When you click DONE in that activity, the student will receive an automatic email to re-engage her/him.

• POSSIBLE CANCEL: Label for STOODENTS that may cancel their current program.

• CANCEL: Label for those STOODENTS that have confirmed that they wish to cancel. This will sent an automatic email to Juliana (Visas), Javi and Natalia (Accounts) to let them know about this cancelation. 

• PARTIALLY CANCELED: Label for those STOODENTS that have confirmed that they wish to partially cancel the course or one of her/his contracted courses. This will sent an automatic email to Juliana (Visas), Javi and Natalia (Accounts) to let them know about this partial cancelation. 

• VISA REFUSED: Label used by the visa department when a visa is refused.

• YTP SCHOLARSHIP WINNER: Label used to let us know that that student is the winner of a scholarship/prize.

• CHANGED (OLD DEAL): Label used in the OLD DEAL when a student changes anything (country, school or course, NOT dates) and we need to create a new deal and a new WON.

• CHANGE DEST. XX TO XX: Label used in the NEW DEAL when a student changes destination country and we need to create a new deal and a new WON.

• CHANGE OF SCHOOL (SAME COUNTRY): Label used in the NEW DEAL when a student changes school but in the same country and we need to create a new deal and a new WON.

• CHANGE OF PRICE/COURSE (SAME SCHOOL): Label used in the NEW DEAL when a student changes course or the course changes the price within the same school and country and we need to create a new deal and a new WON.

• EXTENSION OF COURSE (SAME SCHOOL): Label used in the NEW DEAL when a student extends a course in the same school and we need to create a new deal and a new WON.

REQUESTED FIELD!

This refers to the process that the deal belongs to. We have four different options:

1. Listener pipeline. This is the sales process, and where all Listeners will operate. PUMs will also come from this pipeline.

2. Renewal pipeline. This is where we store all the deals that are already in their destination and they may, sooner or later, renew their visa. We don't want to forget any!

3. Visa pipeline. This is the visa process, where the visa cOOrdinators perform all their duties to apply for every student visa. 

4. Student support pipeline. This is the student support process and here you'll find all the tickets with the issues that have been sent to student support. It will also have other matters such as the issue of health insurances, or welcome packs. 

REQUESTED FIELD!

Each pipeline has it's stages. 

Listener pipeline

• Lead in. This is where the deal is created and it should only be here for 24-48h as we must contact them asap.

• Contact made. This is where the deals sits while they respond to us. We should have already sent them an email and a message via WhatsApp or Line but they have NOT replied yet.

• Responsive. This is where the deal has already replied but is not ready to receive quotes as it needs some further information.

• Quote sent. This is where the deal has already received quotes and is deciding what they want to study.

• Enrolment. This is where we are completing the enrolment form for the student, we should already have the documents and it shouldn't be in this stage very long. Unless it's an enrolment for a very complicated school where the enrolment process is longer than usual.

• In process. This is the stage where we have already sent the enrolment to the school and we are waiting for the letter of offer or the student invoice.

• Payment process. This is the stage where you have already sent all the documents to the student and you're waiting for their payment.

• Official documents issued. This is the last stage, where you have the official documents from the school and (if applicable) from the health insurance and you can send the student to the visas department. 

Renewal pipeline

• Assigned renewal. The renewal deal has been assigned but it needs attention.

• Plan activities. The renewal listener is planning the activities.

• Awaiting renewal. The deal is just sitting there, waiting for their visa to expire.

• Renewal. This stage takes the deal directly to the listener pipeline to start the sales process.

Visa pipeline

• Visa - Not assigned yet. Juliana will review this stage and assign the visa deal to a visa cOOrdinator.

• Visa - Assigned. The deal has been assigned and it must be contacted within 24-48h.

• Visa - Preparing docs. The student is preparing the visa documents.

• Visa app. submitted. The visa application has been submitted and we're waiting on a response from immigration.

• Visa granted. The visa has been granted and we're waiting on the student to buy their flight tickets (if applicable).

• COOL & Local Listener assigned. Once the student has an arrival date, a COOL and a renewal listener will be assigned and notified.

• Onshore. The student has arrived to their destination. 

Student support pipeline

• Open. A new ticket has been issued and it must be addressed within 24-48h.

• In process. The ticket is in process and the team is taking the appropriate actions. 

• Closed. The ticket has been completed and closed. 

LISTENER REQUESTED FIELD!

This field is essential for the whole process. It only has four options:

1. OPEN. An open deal is that that's currently in a process and we are actively working with that student.

2. WON. A won deal is a PUM in case of a Listener pipeline, a visa process finished in case of a Visa pipeline and a closed case with Student support pipelines.

3. LOST. Lost deals are always a loss. If it's with a Listener pipeline, it means a lost sale, with the visa process it can be that it has been refused or that the student does not need to apply for a visa, for student support processes, it shouldn't exist and with renewal processes, it refers to students that are not renewing their visa with us for any reason.

4. DELETED. This should never exist unless it has been deleted by management for a specific reason. If you wish to delete a deal, please contact Operations. 

LISTENER REQUESTED FIELD!

 This is the day that you marked the deal as Lost. 

LISTENER REQUESTED FIELD!

• LOST - Never answered. Only valid in the Contact Made stage.

• LOST - Has stopped answering, is "disappeared". It has not given us a reason for not replying anymore.

• LOST -  Will travel later. This student is not planing to travel now but it may in the future. Remember to use the long-term label to contact them again in the future. It is potential in the future. 

• LOST - Saving money. This student is saving money and can't pay now. Remember to use the long-term label to contact them again in the future. It is potential in the future. 

• LOST - Work. This lead is only interested in working. We have informed them about the need of a visa to work and the option of the student visa and still doesn't want to.

• LOST - WH. This lead wants to apply for the Australian, Canadian or NZ Work and Holiday visa and does not want to study.

• LOST - Under-age. This lead is underage. Remember to add an activity if you want to contact them again in the future. It is potential in the future. 

• LOST - Is not interested. This leas has contacted us but is no longer interested in our services, in our destinations, etc.

• LOST - Competidor / Did by himself. This lead has chosen the competition or they did it by themselves.

• LOST - Change of plans. This lead started a process but for some reason has had to change their plans. I.e. family problems.

• LOST - Incorrect contact details. Both email and WhatsApp don't work.

• LOST - Duplicated. You should not use this lost reason, you should merge the deal.

• LOST - Test. You should not use this lost reason, you should delete the deal.

• NP - Too expensive. This student is not potential as it will not be able to travel because they don't have money. Maybe it has mentioned that it is too expensive for them. It might has mentioned that it is too expensive for them.

• NP - Universities. This lead is interested in a University that we can't help them with. We don't have an agreement nor does ApplyBoard.

• NP - Scholarship. This lead is looking for a scholarship and doesn't want to pay.

• NP - Family. This lead wants to travel with the family incluing minors and it isn't potential as it's too expensive or complicated.

• NP - 40+ years old. This lead is not potential due to their age. 

• NP - Nationality. This lead has a passport that can't get a visa granted. 

• NP - Risky profile. This lead has a risky profile for another reason that's not age nor nationaliy. I.e. visas refused, lack of financial support...

• NP - Not enough weeks of study. Leads that do no want to study a min number of weeks

• NP - Sent to Ven a Malta. Deals that have been sent to Ven a Malta.

• Renewal Pipeline - Change type of visa. This renewal lead is now applying for another visa. I.e. tourist, sponsor...

• Renewal Pipeline - Is leaving the country. This renewal lead is leaving the country.

• Visa dept. - No need to apply for a visa. This stOOdent does not need to apply for a visa.

• Visa dept. - Visa refused. This stOOdent got their visa refused.

• Visa dept. - Cancelled. This stOOdent cancelled their course and does not progress with the visa application.

This field is a MUST. It's the nationality of the student. If he/she has two nationalities we are going to put in the most convenient to get the visa.  Also, it is important to get the correct prices of the different courses for that specific nationality. 

LISTENER REQUESTED FIELD!

This is the day you closed the PUM.

LISTENER REQUESTED FIELD!

This field is essential for every department.

1. YouTOOProject Spain: Any student offshore (outside of Australia) with European Passport. If the student has two passports, we'll consider this agency when the passport that will be used to apply to the visa is European.

2. YouTOOProject LATAM: Any student offshore (outside of Australia) with a LATAM Passport. If the student has two passports, we'll consider this agency when the passport that will be used to apply to the visa is from LATAM.

3. YouTOOProject JAPAN: Any student with a JAPANESE Passport. 

4. YouTOOProject AUS: Any student onshore (in Australia). Except those with a Japanese passport.

If there are mistakes with the agency name, there will also be mistakes with many automations.

This refers to where the student is. We have two options: 

1. Onshore: When the student lives in the chosen destination. 

2. Offshore: When the student is outside of the chosen destination 

LISTENER REQUESTED FIELD!

This field is essential for every department.

1. 1st visa YTP: It is the 1st time they apply for a visa with us. If it is a PACK and they are going to two or more destinations in the same WON, we will have various deals and in all of them we'll have 1st visa YTP.

2. 2nd visa YTP: Renewals. It will be used for those students that already have a past WON deal and are renewing their visa with us. 

3. 3rd visa YTP: Renewals. 3rd visa with YouTOOProject...

4. ...

If there are mistakes with the agency name, there will also be mistakes with many automations.

This is the date when the student wants to travel. 

This is the country where the student lives.

We have the next options: 

1. Study

2. Study and Work.

3. Work.

4. Tourism.

5. ¡Tengo la work and holiday!

6. Un curso de inglés.

7. Un curso vocacional (VET o tecnico) 

8. Un grado o postgrado)

When do you like arrive? 

Con quien va a vajar. 

El lugar al que quiere viajar.  ciudad

pais de interés

tipo de curso

cuando ya eligió el destino

COE docuento que nvía la escuela cuando ha pagado el curso, solo aplica para Aus. 

cuantos cursos va a hacer.

Es la fecha máxima que tiene el estudiante para hacer el pago. 

This field was duplicated to capture more options (1 to 5)

This field was duplicated to capture more options (1 to 5)

This field was duplicated to capture more options (1 to 5)

This field was duplicated to capture more options (1 to 5)

This field was duplicated to capture more options (1 to 5)

This field was duplicated to capture more options (1 to 2)es la fecha maxima que da la carta de acepatción de la escuela para hacer el pago. 

This field was duplicated to capture more options (1 to 2)

This field was duplicated to capture more options (1 to 2)   La polítca de cancelación del curso. se esoge la opcion. ver pipedrive

This field was duplicated to capture more options (1 to 5) es el valor de la matricula

This field was duplicated to capture more options (1 to 5) es el abono al tuition o valor del curso. 

This field was duplicated to capture more options (1 to 5) es el pago que hace el estudiante por los materiales, 

This field was duplicated to capture more options (1 to 5) es el abono que paga el estudiante por la matricula

This field was duplicated to capture more options (1 to 5) el abono que hace el estudiante por el pago del examen de admicion. 

This field was duplicated to capture more options (1 to 5)

This field was duplicated to capture more options (1 to 5) es el valor total del curso

This field was duplicated to capture more options (1 to 5)

This field was duplicated to capture more options (1 to 5)

This field was duplicated to capture more options (1 to 5)

This field was duplicated to capture more options (1 to 5)

es una respuesta de si ó no. 

respuesta de si o no. 

Desplegable para elegir, 

Valor en $$

Es un despelgable.

LISTENER REQUESTED FIELD!

This field is essential for accounts and visas.

1. URG - Normal: 

   • Offshore/Offland: More than 5 months until the course starts

   • Renewals: More than 1 month until current visa expire date or course start (whatever happens first)

2. URG - High: 

   • Offshore/Offland: Between 3 and 5 months until the course starts

   • Renewals: 1 month or less until current visa expire date or course start (whatever happens first)

3. URG - Extra high: 

   • Offshore/Offland: Less than 3 months until the course starts

   • Renewals: 15 days or less until current visa expire date or course start (whatever happens first) 

Every day, accounts processes all PUMS starting by those with EXTRA HIGH or HIGH urgency. If the money is in the account, it gets immediately processed. 

However, depending on the payment method, there may be a delay:

• NexPay: 3 business days for payments done by domestic transfer and 5 business days for those paid by card. Regardless of the urgency. Without the money in the bank account, we cannot proceess the payment and it will be checked again the next day.

• Wise: 3 business days for all payments. Regardless of their urgency. 

• From an Australian bank account: same day and they are all processed within 24h (business days).

Click en Go. 

Es el linkde la carpeta de Drive del estudiante

si o no. 

Coemntarios para Natalia y Javier referentes a los pagos hechos por el estudiante. 

Comentarios para el departamento de visados. ejemplo; trabaja, estudia...etc

Just for Australia. It indicates if the student got/paid the YouTOOWork Program.

Validar que haya pagado el curos y el seguro medico. 

AUTOMATIC or LISTENER FIELD! - Only valid for Lead source Ambassador

This field will contain the name of the Ambassador that has refered that student. 

AUTOMATIC or LISTENER FIELD! - Only valid for Lead source Affiliate

This field will contain the name of the Affiliate that has refered that student. 

AUTOMATIC - LISTENER REQUESTED FIELD!

This field is mandatory and supports marketing. 

1. New. New students regardless of their source and origin. 

2. Recontacted. Students that has recontacted us (they normally have the title LWU - )

3. Change. Lead that we have created because they wish to change something after the PUM was sent (i.e. Change from Aus to Can)

4. Renewal. Visa renewals. Students that were already YouTOOProject students and are applying for a new visa.

5. Winner. ONLY for contests or scholarships winners.

ONLY AUTOMATIC FIELD!

• Super Potential

• Potential

• Semi Potential

• Universities

• NP

ONLY AUTOMATIC FIELD!

This field is automatic and it supports marketing. 

1. ESP. This lead has looked our our Spanish website.

2. JAP. This lead has looked our our Japanese website.

3. ENG. This lead has looked our our English website.

ONLY AUTOMATIC FIELD!

This field is automatic and shows the amount of commission collected by YTP according to the payment method.

LISTENER REQUESTED FIELD!

Value is the Commission that YTP earns on each course and is calculated automatically when you enter the payments made by the student.

Value is the real Commission that YTP earns on each course and is calculated and verified by Accounts departments after sending the PUM. The purpose of this field is to unify all payments in a single currency (AUD).

MANDATORY: AUTOMATIC or LISTENER FIELD!

This field support marketing.

• Offline sources: This lead come from an import, offline event, WhatsApp contact, etc.

• Social Media: This lead has been manually introduced by us because someone share it from our social media channels (YTP/Marta) and it was not in Pipedrive earlier.

• Ambassador: This lead has been refered by an ambassador (with a link or directly to us). This may be introduced by us if our ambassador has shared our contact details personally.

• Chatbot: This lead has been manually entered by us because they contacted us through our chatbot. 

• Organic Search: This lead has landed on our contact form from a search engine (i.e. Google). THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Paid search: This lead has landed on our contact form from paid ads. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Email marketing: This lead has landed on our contact form for a link on one of our newsletters. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Organic social: This lead has landed on our contact form from our organic social media content. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Paid social: This lead has landed on our contact form from paid social ads. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Referrals: This lead was visiting an external site and clicked a link that brought them to YTP. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Other campaigns: This lead come from a tracking URL set up within HubSpot. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Direct traffic: Direct lead doesn’t have a known source: either the lead typed the URL directly into the browser, they had it bookmarked, or they manually removed the tracking parameter. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

ONLY AUTOMATIC FIELD!

The last form the contact submitted. This is formatted as the name of the page the form was submitted on, followed by a colon, then the name of the submitted form (i.e., Name of page: Name of form).

AUTOMATIC or LISTENER FIELD!

This field is, in most cases, automatic and supports marketing. Only if you are manually adding a lead you can use this field by selecting "Offline Sources".

• Organic Search: This lead has landed on our contact form from a search engine (i.e. Google). THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Paid search: This lead has landed on our contact form from paid ads. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Email marketing: This lead has landed on our contact form for a link on one of our newsletters. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Organic social: This lead has landed on our contact form from our organic social media content. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Paid social: This lead has landed on our contact form from paid social ads. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Referrals: This lead was visiting an external site and clicked a link that brought them to YTP. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Other campaigns: This lead come from a tracking URL set up within HubSpot. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Direct traffic: Direct lead doesn’t have a known source: either the lead typed the URL directly into the browser, they had it bookmarked, or they manually removed the tracking parameter. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Offline sources: The lead could have been added through an import or manually added by a user. USE THIS OPTION IF YOUR ADDING THIS LEAD MANUALLY.

ONLY AUTOMATIC FIELD!

This field is automatic and it will contain more insight on where the lead is coming from.

ONLY AUTOMATIC FIELD!

This field is automatic and it will contain more insight on where the lead initially came from.

AUTOMATIC or LISTENER FIELD!

This field is, in most cases, automatic and supports marketing. Only if you are manually adding a lead you can use this field by selecting "Offline sources".

• Organic Search: This lead has landed on our contact form from a search engine (i.e. Google). THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Paid search: This lead has landed on our contact form from paid ads. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Email marketing: This lead has landed on our contact form for a link on one of our newsletters. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Organic social: This lead has landed on our contact form from our organic social media content. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Paid social: This lead has landed on our contact form from paid social ads. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Referrals: This lead was visiting an external site and clicked a link that brought them to YTP. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Other campaigns: This lead come from a tracking URL set up within HubSpot. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Direct traffic: Direct lead doesn’t have a known source: either the lead typed the URL directly into the browser, they had it bookmarked, or they manually removed the tracking parameter. THIS IS NOT AN OPTION IF YOU MANUALLY INTRODUCE THE LEAD.

• Offline sources: This lead come from an import, offline event, WhatsApp contact, etc.

ONLY AUTOMATIC FIELD

This field is automatic and it will contain more insight on where the lead is coming from.

ONLY AUTOMATIC FIELD!

This field is automatic and it will contain more insight on where the lead is coming from.

ONLY AUTOMATIC FIELD!

This field is automatic and captures the URL that has visited the lead before filling up the form.

ONLY AUTOMATIC FIELD!

This field is automatic and it supports marketing. It will contain the date, name and agency of each webinar or contest. The format will always be DATE NAME - AGENCY (i.e. 23.11.2021 MEET & LEARN IH - SPAIN/LATAM)

• Plain UTM Data

• Etiqueta URL

• Idioma wed

• Lead origin

• Lead source

• Campaign

• Procedencia lead / formulario