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International Coaching Academy

Eliminate technical errors on the portal, optimize the work of the sales department

Field of activity:

International Academy of Coaching and Business Education

Integrations:

CRON

Bitrix24 version:

1C-Bitrix24: Online store + CRM

CLIENT INFORMATION

ICA is the first international coaching and business education academy in Russia.

He has been teaching coaching for more than 25 years according to ICF standards for the business environment and solves the problems of companies through business education.

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TASKS WITH WHICH THE CLIENT CAME WITH

At the time of the request, the client already had the Bitrix24 portal, on which settings, developments and integrations were performed.

The portal is staffed by employees from different departments:

  • Department of Learning Coordination
  • The educational center
  • Sales department
  • Department of Marketing and Advertising

The number of employees working in Bitrix24 is 12.

The client turned to us with a number of complex technical problems that need to be solved and corrected:

  1. Fix errors when creating a portal backup.
  1. Build work with forms on the site.
  1. Customize editable email templates.
  1. Remove clogged Disk with attachments from emails.
  1. Set up CRON for regular synchronization with mail.

IMPLEMENTATION PROCESS, PROJECT FEATURES

First of all, we deployed a test portal and connected the portals to the git version control system, which allows you to save project checkpoints and provides a convenient work for developers.

Fixed an error in creating a portal backup:

  • updated the portal
  • fixed the database structure
  • fixed file permissions
  • connected cloud backup

Then we figured out how the Disk gets clogged with attachments from mail, showed the client how to safely delete files and automate this process.

DEVELOPMENTS

TASK 1. TO BUILD WORK WITH FORMS ON THE SITE MORE PRODUCTIVELY.

Since the company offers many different coaching programs, different forms are connected on the website for each offer.

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Each completed form is a new Lead in Bitrix24.

We made a check that compares the filled data, namely phone and email with an existing customer base for a match.

If this client is already in the database, then the manager who has previously worked with this client is automatically assigned as the responsible manager in the Lead card.

If no matches with the customer base are found, then distribution between managers is in progress.

WHAT TECHNICAL DIFFICULTIES DID YOU ENCOUNTER

Such an algorithm for checking and assigning a responsible manager is available in Transactions, but it is not available in Leads. Therefore, we wrote a php code that performs the check and assigns a manager.

TASK 2. CUSTOMIZE EDITABLE AUTO RESPONSE TEMPLATES ON MAIL.

The Academy holds a large number of events, each on the portal has its own unique code and the corresponding mailing list.

Previously, email templates were configured through a business process. It was difficult to find the right code in a large process branch and edit these templates. Also, the final letter was not clearly visible.

We set up emails through email templates, making the interface for employees more user-friendly.

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TASK 3. CONFIGURE CRON FOR REGULAR SYNCHRONIZATION WITH MAIL.

Thanks to this development, mail is checked every 2 minutes and all letters immediately get to the portal without delay.

REPORTS

For employees of the marketing and advertising department, a demonstration and training was held on how to use standard CRM analytics tools, a report designer, and how to view statistics in CRM using filters.

WORKING WITH THE SOLUTION. RESULTS ACHIEVED

Since the site has its own form for each course, event, seminar and other events, the creation of Leads works most actively after filling out these forms on the site. After the lead enters CRM, the process of checking the client and distribution between managers for further work with him starts. The marketing department uses filters and CRM analytics to analyze the number of leads and the conversion rate of successful deals.

ADVANTAGES FROM IMPLEMENTATION

Automatically assigning responsible managers to Leads saves a lot of time for the company, as it was previously done manually. Managers note that the work has become easier, as they immediately receive a request from their customers and can contact them to clarify the details.

Management's process of evaluating sales figures through reports has been greatly accelerated. Now the head of the department in 2 clicks can see the exact information on the number of leads and conversions.

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By using letter templates, we have greatly simplified the process of adjusting auto-response templates. Now you do not need to waste time looking for the right letter. It is easy to make the necessary edits in the templates and you can immediately see how this letter will look like.

The company's specialists no longer worry about possible data loss, due to the fact that the backup is done efficiently and without errors. In case of any failure or before any development, all data will be easily restored.

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