Lesson 7.1: Daily Tasks
Duration: 10 minutes | Your Daily Checklist
💡 Key Takeaway: Your daily routine is simple and consistent. Start your day with a dashboard check, respond to alerts as they come, close out at end of day.
⏰ A Typical Day
Most of your work is reactive – the system alerts you when something needs attention. Your daily routine creates structure so nothing gets missed.
Morning Dashboard Check (5 minutes)
🌅 Start Your Day (9:00 AM)
Step 1: Log In & Review Dashboard
Your dashboard shows 5 color-coded sections:
✓ What You’re Checking: Are there urgent items? How many tasks are due today? Any new alerts overnight? Typically: 0-3 urgent, 5-10 today tasks, 2-5 alerts.
Open Items Review (10 minutes)
📋 Review Your Work Queue
After dashboard check, review applications and enrollments you’re working on:
| Queue | What to Check | Typical Volume |
|---|---|---|
| New Applications | Any submitted overnight – assign to yourself if unassigned | 2-5 per day |
| In Progress | Applications you’re processing – check if documents arrived | 10-15 active |
| On Hold | Waiting for student response – check if reminder needed | 5-8 waiting |
| Pending Enrollment | Offers accepted – ready to enroll | 3-6 ready |
| CoE Ready | Enrollments complete – generate CoEs | 1-3 per day |
💡 Quick Scan: You’re not processing everything now – just identifying what needs attention today vs this week. Prioritize based on deadlines and alert levels.
Alerts and Notifications (Throughout Day)
🔔 Responding to Alerts
Alerts arrive as they’re triggered. You respond based on priority:
🚨 RED Alerts – Immediate (within 1 hour)
- Attendance below 80%
- Student withdrawal request
- Visa-related compliance issue
- Under-18 welfare concern
→ Stop what you’re doing, handle immediately
🟡 YELLOW Alerts – Same Day (within 4 hours)
- Attendance 75-79% (warning level)
- Document request follow-up due
- Application on hold > 7 days
- Academic progress concern
→ Handle during the day, before end of shift
🔵 BLUE Alerts – This Week (within 2 days)
- Scheduled follow-up reminders
- Routine document checks
- Non-urgent student queries
- Agent application received
→ Schedule time within next 1-2 days
End-of-Day Close-Out (10 minutes)
🌙 Before You Leave (4:50 PM)
End-of-Day Checklist:
All red alerts handled or escalated
Anything not completed moves to tomorrow
Quick notes on progress, next steps
Flag 3-5 items to tackle first thing
Work-life balance matters!
📌 Purpose: Clean handover if you’re off tomorrow, ensures nothing urgent gets missed overnight, helps you mentally close the day.
What Takes 5 Minutes vs 30 Minutes
⏱️ Time Estimates for Common Tasks
| Task | Time | Notes |
|---|---|---|
| Morning dashboard check | 5 min | Quick scan only |
| Respond to attendance alert (yellow) | 5 min | Template + documentation |
| Send document request to student | 3 min | Template + status update |
| Escalate urgent issue | 5 min | System escalation form |
| Open items queue review | 10 min | Scan 5 queues |
| Review new application | 10-15 min | Document check + validation |
| Process application (complete) | 20-25 min | If all documents present |
| Complete enrollment | 10-15 min | If checklist complete |
| Generate CoE | 5 min | Mostly automated |
| End-of-day close-out | 10 min | Daily checklist |
💡 Time Management: You’ll process 4-6 applications/day, respond to 5-10 alerts, complete 2-3 enrollments. Templates and automation mean most tasks are quick. The 20-30 minute tasks are the full workflows (application review start to finish).
Sample Day Timeline
📅 Example: Tuesday
9:00 AM – Morning Check (5 min)
Dashboard: 1 urgent (attendance red), 6 today tasks, 3 new alerts (yellow)
9:05 AM – Handle Urgent (20 min)
Red alert: Student attendance 76% → Send formal notice, escalate to Student Services, document
9:25 AM – Queue Review (10 min)
3 new applications overnight, 2 CoEs ready to generate, 1 enrollment pending
9:35 AM – Process Applications (90 min)
Review 3 new applications, generate 2 offers, request documents for 1
11:05 AM – Yellow Alerts (25 min)
3 attendance warnings (75-78%) → Send templates, document, set reminders
11:30 AM – Enrollments & CoEs (30 min)
Complete 1 enrollment, generate 2 CoEs, send to students
12:00 PM – Lunch (60 min)
Disconnect, recharge
1:00 PM – Student Queries (45 min)
4 emails responded to, 2 phone calls, 1 in-person inquiry
1:45 PM – Continue Applications (90 min)
2 more applications processed, 1 agent inquiry responded to
3:15 PM – Follow-Ups (30 min)
Check on-hold applications, send reminders to 3 students
3:45 PM – Admin Tasks (45 min)
Update student records, check documentation, data quality review
4:30 PM – Close-Out (15 min)
End-of-day checklist, set tomorrow’s priorities, log off
Summary: Processed 5 applications, completed 1 enrollment, generated 2 CoEs, handled 1 urgent alert, responded to 7 alerts, 9 student contacts
🎓 Key Takeaways
- Daily routine: Morning check (5 min) → Queue review (10 min) → Respond to alerts → Close-out (10 min)
- Dashboard shows 5 sections: Urgent, Today, Alerts, Stats, Quick Actions
- Alerts prioritized by color: Red (immediate), Yellow (same day), Blue (this week)
- Most tasks take 5-15 minutes thanks to templates and automation
- Full application processing: 20-25 minutes when all documents present
- Typical day: 4-6 applications, 5-10 alerts, 2-3 enrollments
- End-of-day close-out ensures clean handover and nothing missed
✓ Lesson Complete! Next: Reports You’ll Use