Use Case Walkthroughs

Scenario: A new advisor joins the team and needs to start generating study plans.

1. Admin creates a new user account with the user role.
2. Admin creates a PIC (advisor profile) and assigns it to the new user.
3. The advisor logs in for the first time and sets up their SMTP email settings.
4. Admin verifies the advisor profile has a photo and correct details.
5. The advisor is ready to create their first study plan.

Scenario: An advisor has a new MBA prospect and wants to generate a personalised study plan.

1. Create a new lead in the CRM with the prospect's name, email, phone, and programme (MBA).
2. Open the lead detail page and click Create Study Plan.
3. Fill in the prospect info: name, email, phone, qualification, work experience.
4. Fill in professional info: job title, industry, current role.
5. Select programme details: duration, mode of study, start date.
6. Choose area of interest and career goals (or select "Not sure yet").
7. Review personalised modules recommended by AI.
8. Preview the study plan, then generate the PDF.
9. Share the tracking link with the prospect via WhatsApp or email.

Scenario: A prospect received their study plan but hasn't responded in 3 days.

1. Open the prospect's detail page and check the Last Viewed timestamp.
2. If the prospect has viewed the plan, update the stage to Study Plan Sent.
3. Schedule a follow-up reminder for tomorrow.
4. Log a note: "Sent study plan via WhatsApp, waiting for response."
5. When the follow-up is due, the system shows it on the CRM dashboard.
6. Call or message the prospect and mark the follow-up as completed.

Scenario: You have a spreadsheet of leads from a marketing campaign and want to import them.

1. Ensure your Google Sheet column headers match the expected format (see Google Sheets Sync).
2. Go to Sync Leads in the admin panel (super admin only).
3. Click Sync Now to run an immediate import.
4. Review the sync results: how many leads were created, updated, or skipped.
5. Assign advisors to the newly imported leads.

Scenario: The university has updated its cover letter wording and you need to update all templates.

1. Go to Template Editor in the admin panel.
2. Select the programme (e.g., MBA) you want to update.
3. Edit the cover letter body with the new wording, keeping template variables like {{name}} and {{fee}} intact.
4. Use Preview PDF to verify the layout looks correct.
5. Save the template. New study plans will use the updated version.
6. Repeat for other programmes (MIM, MEdU, RPEL) as needed.

Scenario: An admin wants to review which advisors are most productive this month.

1. Go to the Admin Dashboard.
2. Check the Advisor Ranking section for leads handled per advisor.
3. Review the Communication Activity chart for call/email volume.
4. Click on individual advisor profiles in PIC Management for detailed stats.
5. Use the data to identify top performers and those needing support.

Scenario: An applicant does not have standard qualifications but has 10+ years of work experience. You need to create an APEL.A portfolio for them.

1. Go to APEL.A in the sidebar.
2. Fill in Personal Details: name, NRIC, nationality, programme (e.g., MBA), level (Master).
3. Add Formal Learning: any school or university qualifications they have.
4. Add Informal Learning: their work experience with job descriptions and evidence.
5. Add Non-Formal Learning: any training courses or workshops they attended.
6. Write the Justification (at least 500 words for Master level) explaining how their experience prepares them.
7. Complete the Declaration with their name, date, and signature.
8. Click Save to save to the server, then Export PDF to download.
9. Admin can view the portfolio in Admin APEL.A Management.

Scenario: You have a new prospect who needs a study plan urgently, and they have similar background to previous prospects.

1. Go to the programme page (MBA, MIM, MEdu, or RPEL).
2. Click the Quick Create button.
3. Enter the prospect's name and email.
4. The system automatically fills in other details from previous submissions.
5. Review and adjust any details if needed.
6. Click Generate to create the study plan.
7. Share the tracking link with the prospect.

Scenario: You encounter an error while generating a study plan and need help from the support team.

1. Go to Support in the sidebar.
2. Click Submit a Support Ticket.
3. Choose a category (e.g., "Study Plan Issue" or "Bug / Error").
4. Write a clear subject line (e.g., "Cannot generate study plan for MBA").
5. Describe the problem in detail (what happened, what you expected).
6. Upload screenshots if possible (up to 5 images).
7. Click Submit Ticket.
8. Check My Tickets to see the status and any updates from the support team.