Step One:
Invite to HubSpot [Link]Settings > Users & Teams > Create User > Enter Email Address > Next
Teams: Choose Appropriate
Roles: Choose Appropriate, as below > Next > Invite
Getting Into HubSpot and Aloware!
Step Two:
Create Aloware [Link]
Users > Add User > Enter: First Name, Last Name, Email Address, Role: Agent > Add
Personalization: Enable Available by Default, But Allow Manual Changes
Lines > Locate Existing Line Extension > Settings
- General: Line Name = Advisor's Full Name
- Greet & Record: Set Operating (Office) Hours, Add "this call be monitored" Recording
- Routing & IVR: Send to a User > Choose Advisor, VM
- Set Personal Line
If New Line is Necessary Contact Stefani: sjohnson@uat.edu
If Adding to Ring Group: Ring Groups > Choose Appropriate Group > Add Advisor to Layer > Save
For Advisors!
Step One: HubSpot Setup for Advisors
Two-Factor Authentication (2FA) is Mandatory and Will Be Required.
- Settings (Gear: Top Right Corner) [Link]
- Basic Info [Link] > Add Personal Cell Phone Number. + Choose Default Homepage (Contacts)
- Integrations > Email Integrations > Connect Personal Email > Office365 > Turn on Automation > Connect Your Inbox > Continue > Sign Into Your UAT Account >
HubSpot Extensions: Download Microsoft/HubSpot Extension - Setup Meetings Link Calendar Integration: Office365 [Link]
- Adjust Chat Availability - Ask Manager [Link]
- Turn on Task Reminders [Link]
- If You Would Like To Adjust Notification Settings [Link]
- Edit Email Signature [Link]:
First Name Last NameOfficial Title University of Advancing TechnologyOffice Hours: Mon-Fri 9am-6pm MSTemail@uat.edu I Meetings Link
Step Two: Aloware Setup for Advisors
Also View for Setup & Use: learn.uat.edu/aloware
- Download Chrome Extension [Link]
- Integrate Aloware and HubSpot [Instructions]
- Issues or Seeing Error Codes? Try Searching Here First [Troubleshooting Guide]
- Aloware > Sign-In > Initials on Top Right > Set Yourself to Available
- Lines [Link] > Choose Your Line > Settings >
Greet & Record: Set Operating (Office) Hours > Save + Working Hours
Routing & IVR: Missed Calls > Record Voicemail > Save
- Users [Link] > Find Your Name > Settings > Answer Type: Using Apps >Personalization Tab: Enable Available by Default, But Allow Manual Changes
> Save - Set Personal Line
- Record Several Pre-Recorded Voicemails for Voicemail Drop
Everything Aloware Can Be Found on Their KnowledgeBase
Step Three: Email sjohnson@uat.edu
Email sjohnson@uat.edu a Professional-ish Photo or Headshot.
If you are an Admissions Advisor, Stefani will need an e-signature ASAP. This can be done using the draw tool in Microsoft Word (Mac) or the NotePad (Windows).
Internal Updates
Stefani Johnson to Update:
Text Tasks Workflow (All)
Book An Appt with Advisor Page (FA & SS)
Seat Deposit Thank You Page (NSA & FA)
Financial Aid Resources Page (FA)
Financial Aid Advisor Assignment Workflow (FA)
Mike + Brittany Pre-Enroll Email Workflow (FA)
Student Services Advisor Assignment Workflow (SS)
Transfer Credit Evaluation Workflow (REG)
Transcript Request Form Workflow (REG)
Degree Application Workflow (REG)
Student Jobs Workflow (HR/OD)
Eventbrite Task Workflow (Founder’s Hall GA)
Student ID Card Workflow(Founder’s Hall GA)
Support:
Permissions & Setup: Stefani Johnson sjohnson@uat.edu I Usage: Kaity Johnston kjohnston@uat.edu
HubSpot Support: Help (Bottom Right) > Contact Support I Aloware Support: support@aloware.com (24/7 Monitored Email)