Structuring the work with the information on the educational process

1. We start with configuring data storage in Bitrix24 by using standard tools that let the user fill in and edit data. To do this, we configure the fields in the Contact entity and make it possible to fill in the data about teachers and students. Then we configure the fields in the Deal card, create and fill out the universal lists called Courses and Audiences, and fill in the Products in CRM following the rule “1 product = cost of attending each course for a student”.

Then we customize the fields in Contacts so that one could tie it with courses and Groups. 

When buying a self-hosted Bitrix24 license that includes the meeting rooms module, the audiences can be set up as meeting rooms.

2. Next, we set up template tasks to ensure that the various types of courses are conducted correctly.

3. To have the possibility to manually tie deals to Groups, we need to customize the Deal entity. Therefore, the data on students' Contacts, Customer company, and Products will get to the Group. The course is determined based on the Products.

The invoices are created in the Deal. The payment is expected to be fulfilled in full on behalf of a Company. The solution also takes into account the following scenario: the training is paid for by one Company, and the trainees are the employees of the other Company.

4. Using the standard connector, we set up the exchange between an third-party accounting system (no customization needed in this particular case) and Bitrix24 to transfer the info about invoices and payments from Bitrix24 to the accounting system. It allows sales managers to work only with Bitrix24.

5. As part of the tailoring process, we create a new entity called Groups in CRM. The Group contains all primary fields that are crucial for the business, such as:

• number of students in a group;

• teaching professor;

• course;

• date and time;

• customer;

• list of students;

• whether the group is packed;

• whether the group pays off;

• whether the group is funded, etc.

Part of the data is pulled from other entities: Contacts, Customer Companies, Deals, lists of courses and classrooms.

In the Group, one can generate some forms for printing, for instance: a list of students for the entrance or a list for issuing certificates.

Based on the filled-in data, we automatically create and update the register of subentities called Class, where we store data on each class: Group, classroom, date and time, students, and some other data if needed.

6. Also, we create a calendar called Class Schedule and modify it so that it displays all Classes with their classrooms. The classes are displayed as independent events, and one cannot filter them. 

Usage scenarios:

1. While calling the clients and negotiating some issues with the customers, a sales manager works with the customer base and tasks in Bitrix24 CRM. When the deal takes shape, the manager creates a Deal that is tied to the Company entity of the customer.

The manager attaches all needed Products and Students Contacts to the Deal. Then the manager gets payment right in Bitrix24. He creates an Invoice, gets it paid, and marks it in Bitrix24. When the Deal is paid, it is reflected in the Group. The manager ties the Group to the Deal - right away, if the Group has been created, or later, if not.

2. A training officer is responsible for adding Groups. He adds a Group and accompanies it with the needed parameters, all at once or part by part: course, teaching professor's contact details, classroom, date and time, etc. When saving the Group for the first time, the system creates a template task on arranging a course and composing a register of Classes, that gets reflected in the Schedule right away.

The training officer works with tasks, Groups, Schedule before, during, and after the end of the course until the certificates are issued. They receive the info from their colleagues as swiftly as possible, including those from the sales department.

3. The leader can monitor and adjust the work of the employees in a single system based on the well-structured info.

The leader also gets the opportunity to analyze the info about the customers, groups, students, the work of the employees and use the accumulated data for marketing activities and business scaling.