Steps to Create Counsellor Allocation

Counsellor Allocation

Topics covered in this article

Terms used in Counsellor Allocation
How to configure Counsellor Allocation Logic > Round Robin?
How to configure Counsellor Allocation Logic > Round Robin with Custom Business?
How does Counsellor Allocation Logic work?

Terms used in Counsellor Allocation.

1. A set of options is available in Counsellor Allocation Logic. Select Method for Allocation,  refers to how the counsellors should receive leads.
   

   Round-Robin: Allocate leads equally between the counsellors

   Round-Robin with Custom Business: Set several AND/OR rules to allocate leads fairly among counsellors. Ex: Leads from Delhi AND interested in BBA can be allocated in a round-robin fashion among Counsellor A and Counsellor B, and Leads from Tamil Nadu AND interested in Design course can be allocated to Counsellor C.

2. Allocation Criteria Drop-down,   lets you either choose to include Auto-save data or exclude Auto-save data from allocation. (Auto-save data: All such cases where the intent of registration has not been explicitly shared by a lead are shared as auto-save data set and present before the institutions to convert these)

3. Allocation Criteria Drop-down, 
   
   Allocation Basis Registration Only:
   At the time of registration or when the auto-saved data is captured in the system, the leads are allocated to the respective counsellors basis the allocation logic. This lead is never included in the assignment again.

   Allocation Basis Modification: At the time of registration or when the auto-saved data is captured in the system the leads are allocated to the respective counsellors basis the allocation logics. Now if this lead modifies any of the lead details the lead again goes in the assignment logic and basis the criteria selected is either:

   1. Assigned to a new Counsellor only (Meeting the criteria as per the lead changes) – Modified Lead – Overwrite Counsellor
   2. Assigned to new Counsellor in additional to the already assigned counsellor – Modified Lead – Add Counsellor
      
      
4. Assign agent created leads to counsellors checkbox, , is selected if you want to apply allocation logic to leads that were created by agents.

How to configure Counsellor Allocation Logic? - Round Robin

1. Navigate to Settings > Institute Configurations > Counsellor Allocation Logic. 
2. Counsellor Allocation page will open. Select required institute from the Institute name drop-down and click on Search.
3. Select Round Robin.
4. Then select required Allocation Criteria drop-down option for Auto-save data.
5. Enter the required counsellors from Select Counsellors drop-down.
6. Assign agent created leads to counsellors checkbox is selected based on requirements.
7. Click on Save to save allocation criteria.

How to configure Counsellor Allocation Logic? - Round Robin with Custom Business

1. Navigate to Settings > Institute Configurations > Counsellor Allocation Logic. 
2. Counsellor Allocation page will open. Select required institute from the Institute name drop-down and click on Search.
3. Select Round Robin with Custom Business.
4. Then select required Allocation Criteria drop-down option for Auto-save data, followed by Allocation Criteria drop-down for lead allocation basis Registration/Modification.
5. You can see individual blocks of conditions you can apply and select counsellors accordingly based on the logic. The conditional blocks here are much like the ones used in Application Manager. 
6. Allocate Leads that match, :
   All Criteria: Only those leads which match all the criteria in that block will be allocated.
   Any Criteria: Leads that match at least any one of the conditions in that block will be allocated.
7. Allocation criteria, , is the logic that you want the lead to match.
8. Add button, , is used to add another criteria within a block
9. Add another block, : is used to add another set of criteria. Individual blocks are separated by And/Or condition.
10. Select Counsellors, : this drop-down gives a list of all the counsellors from where you may select the required counsellor/s.
11.  Assign Applications By Lead Configuration checkbox, ,is selected, then the leads when converted into applicants will continue with their current counsellor.  
12. After applying counsellors as per needs, click on Save button at the bottom right corner of the screen to apply the logic.

How does Counsellor Allocation Logic work?

Lead Allocation automatically assigns leads to counsellors in your account based on pre-defined rules.

Example: Allocate Delhi leads to Counsellor A, Mumbai leads to Counsellor B.

Case 1:Lead A enters the system with blank State (API, Offline Upload maybe)

- Configuration: Allocation Basis Registration Only (do not select any option). - Lead A remains unassigned.

- Configuration: Allocation Basis Modification: Modified Lead – Overwrite Counsellor
- Lead A remains unassigned.

- Configuration: Allocation Basis Modification: Modified Lead – Add Counsellor
- Lead A remains unassigned.

Case 2: Lead A edits profile and update State as Delhi.

- Configuration: Allocation Basis Registration Only (do not select any option).
- Lead A still remains unassigned.

- Configuration: Allocation Basis Modification: Modified Lead – Overwrite Counsellor.
- Lead A assigns to Counsellor A.

- Configuration: Allocation Basis Modification: Modified Lead – Add Counsellor.
- Lead A assigns to Counsellor A.

Case 3: Lead A edits profile and update State as Mumbai from Delhi.

- Configuration: Allocation Basis Registration Only (do not select any option).
- Lead A still remains unassigned.

- Configuration: Allocation Basis Modification: Modified Lead – Overwrite Counsellor.
- Lead A assigns to Counsellor B.

- Configuration: Allocation Basis Modification: Modified Lead – Add Counsellor.
- Lead A assigns to Counsellor A and Counsellor B.