Role-Based Scenarios

Daily Workflow

Advisors log in each morning, check the CRM dashboard for pending follow-ups, review new leads assigned to them, and start generating study plans.

What You Can Do

• Create and manage your own leads
• Edit lead details after creation
• Generate study plans for your prospects
• Send study plans via email or WhatsApp
• Log communication (calls, emails, WhatsApp, meetings)
• Schedule and complete follow-up reminders
• Run the Qualification Checker for MBA prospects
• Create APEL.A portfolios for applicants
• View your own dashboard with stats
• View prospect tracking (view counts, timestamps)
• Submit support tickets when you need help

What You Cannot Do

• View leads assigned to other advisors
• Manage users, programmes, or templates
• Access the admin dashboard or analytics
• Run Google Sheets sync

Common Scenario: New Lead Arrives

1. Check the CRM dashboard - the new lead appears in your lead list.
2. Open the lead and review their details.
3. Log a call or WhatsApp message to make first contact.
4. Move the lead to Lead Approached in the pipeline.
5. Generate a study plan when the prospect is ready.
6. Share the tracking link and schedule a follow-up.

Daily Workflow

Admins monitor the analytics dashboard, manage user accounts, review programme settings, and support advisors with escalated issues.

What You Can Do

• Everything an advisor can do
• Create, edit, and delete user accounts
• Manage PIC (advisor) profiles and assign them to users
• Edit programmes, modules, and fees
• Edit and version study plan templates
• View all generated study plans with full history
• Access the analytics dashboard
• Manage global settings (WhatsApp number, message templates)
• Create follow-up sequences for sales stages
• View and manage APEL.A portfolio submissions
• Edit prospect contact details and reassign leads
• View and manage support tickets from all users

What You Cannot Do

• Run Google Sheets sync (super admin only)
• Access system-level seed endpoints

Common Scenario: Onboarding a New Advisor

1. Go to User Management and create a new user.
2. Go to PIC Management and create an advisor profile.
3. Assign the PIC to the new user.
4. Ask the advisor to log in and configure their SMTP settings.
5. Assign existing leads to the new advisor as needed.

Common Scenario: Updating Programme Fees

1. Go to Programme Management and select the programme.
2. Update the fee amounts for each duration option.
3. Update the fees notes if the payment terms have changed.
4. Save the changes - new study plans will reflect the updated fees.
5. Existing study plans keep their original fee data.

What You Can Do

• Everything an admin can do
• Run Google Sheets bulk lead import
• View sync history and trigger manual syncs
• Access system seed endpoints
• Manage system-level configuration

Common Scenario: Initial System Setup

1. Run npm run db:push to set up the database schema.
2. Run npm run db:seed to create default programmes and templates.
3. Create the first admin account.
4. Configure global settings (WhatsApp number, SMTP defaults).
5. Create advisor accounts and PIC profiles.
6. If migrating from a spreadsheet, run the Google Sheets Sync.

What Prospects Can Do

• Open the tracking link shared by their advisor
• View and download their study plan PDF
• The view is recorded and visible to their advisor

What Prospects Cannot Do

• Access the CRM or admin panel
• Create or edit study plans
• See other prospects' information