GPC Staff Portal
Secure access for school operations
Sign in with your GPC email to manage leads, students, fees, invoices, and workflows. Access is limited to authorised staff only.
Sign in with your GPC email to manage leads, students, fees, invoices, and workflows. Access is limited to authorised staff only.
GPC CRM Workflow Reference
Getting Started
The GPC CRM manages the full student journey from first contact to admission, fees and beyond. Here's how the pieces fit together.
Add a Lead
Every prospective student starts as a Lead. Go to Lead Management and click New Lead to capture their details.
Move Through the Pipeline
Advance the lead through each pipeline stage as they progress — from first contact all the way to Enroll.
Share Application Form
Move the lead to Application Form Sent — a pre-filled link to the online application form appears automatically. Copy it and share it with the parent so they can fill it in.
Advance to Enroll
Once the deposit threshold is met (NCUK fee + ≥30% of tuition/hostel), advance the lead to Enroll. Set up the fee plan in School Fees if not already done.
Create the Admission Record
In Admissions, click Admit Student on the accepted application. Once saved, the lead automatically advances to Admitted status. The student is now active across all modules.
Assign Hostel
Assign the admitted student to a hostel room in Hostel & Facilities if accommodation is required.
Lead Management
This is where every prospective student's journey begins. Manage, track and advance leads through the admissions pipeline.
Create a New Lead
Click New Lead. Fill in the student's name, email, phone, intake period, destination country, programme level, lead source, and assign a counsellor.
Pipeline Stages — in order
New Parent Engaged College Visited Application Form Sent Submitted Application Form Provided Conditional Offer Paid Deposit Enroll Admitted
Advance the Stage
Click the → arrow on a lead card to move them to the next stage. Some stages have gates — if a condition isn't met (e.g. no payment recorded for Paid Deposit), a confirmation prompt appears with an override option.
Application Form Link
When you move a lead to Application Form Sent, a pop-up shows a pre-filled link to the application form. Copy and share it with the parent. The link is always available in the lead's View Details panel under "Application Form Link".
Score & Filter
Each lead has an auto-calculated score. Use filters to focus on high-score leads or specific intake months. Use Segments in Marketing to group leads for campaigns.
Marketing
Reach the right leads at the right time using Segments, Campaigns, and automated Email workflows.
Create a Segment
Go to Lead Management → Segments. Define criteria (destination, programme level, lead source, score range) to group leads automatically.
Launch a Campaign
In Campaigns, create a new campaign and target one or more segments. Set the campaign type, budget, start and end dates, then activate it.
Set Up Email Automation
In Email & Automation, build workflows that send emails automatically when leads reach a certain stage. Create email templates first, then attach them to workflow triggers.
Track Performance
Attribution Analytics shows which lead sources and campaigns are converting best. Use this to guide where to focus marketing spend.
Enrollment
Once a lead is enrolled, manage their formal application and transition them into a fully admitted student.
Application Submitted via Form
The parent fills the online application form using the pre-filled link from Lead Management. The submission creates a record in the Applications module and automatically advances the lead to Submitted Application Form.
Review & Update the Application
Open the application to review details — parent info, passport, 3 course choices, programme chosen, and any notes. Update the status as the review progresses.
Set Status to Accepted
When the application is approved, change the application status to Accepted. This unlocks the Admit Student button on the application.
Admit the Student
Click Admit Student. An Admissions record is created in the Admissions module pre-filled from the application — including the 3 course choices shown as colour-coded cards. Once saved, the linked lead automatically moves to Admitted status.
Student 360 View
Once admitted, the student appears in Student 360 (Action menu). This gives a complete view of their journey — lead, application, fees, documents, and hostel — in one place.
Finance
Manage student fee payment plans, generate invoices, track expenses, and review financial reports.
Set Up School Fees
Go to School Fees. Select a student and create their fee plan — choose the number of instalments for tuition and hostel fees, and set due dates.
Record Payments
As the student pays each instalment, mark it as paid in their fee plan. The system tracks outstanding balances automatically.
Generate Invoices
In Invoices, create invoices for students or third parties. Invoices can be downloaded as PDFs and sent to the recipient.
Log Expenses
Staff log operational expenses in Expenses. Expenses are grouped by category (Marketing, HR, Operations, etc.) and can be submitted as expense reports for approval.
Review Financial Reports
Financial Reports gives a high-level view of revenue collected, outstanding balances, and expenses by period. Use this for management reporting.
HR & People
Manage staff records, leave requests, payroll, and organisational structure all in one place.
Add Staff Members
Go to Staff under People & HR. Add each staff member with their role, department, contact details, and salary. Use Settings → Account Provisioning to grant them CRM access.
Process Leave Requests
Staff submit leave in Leave Requests. Managers approve or reject them via Settings → Approval Workflows. Approved leave is reflected in the staff record.
View the Organogram
The Organogram shows the full org chart based on staff departments and roles. It updates automatically as staff records change.
Run Payroll
In Payroll, initiate a payroll run for the current period. The system calculates gross pay, deductions (tax, pension) and net pay for each active staff member. Export the payroll summary as needed.
Compliance & Visa
Track student eligibility, manage document checklists, and monitor visa application progress for international students.
Document Checklists
In Eligibility & Compliance, create a document checklist for each student. List all required documents (passport, transcripts, English test, etc.) and mark each as received or pending.
Eligibility Checks
Record and track each student's eligibility criteria — English language scores, academic qualifications, and any programme-specific requirements. Flag those who do not yet meet the criteria.
Visa Tracker
The Visa Tracker monitors the visa application status for each international student — from application submission through to approval or refusal. Update the status at each milestone.
Hostel & Facilities
Assign admitted students to hostel rooms in Hostel & Facilities. Track occupancy, log utility readings, and manage room allocations across all blocks.