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Knowledge Base
Answers to common questions and guides for working with UMAI CRM
Hashtags 33
#WhatsApp5
#Instagram3
#Robot3
#Auto-reminders5
#Broadcast4
#Notifications7
#Access12
#Role3
#Report23
#Permissions4
#Group23
#Dialogs1
#Chats5
#Grade3
#Rating1
#QR1
#Visits10
#Payment24
#Payroll4
#Export2
#Import2
#Status27
#Debt9
#Arrears1
#Lead15
#Manager10
#Teacher19
#Student31
#Employee16
#Metrics16
#Filter11
#AI bot3
#Template5
UMAI CRM
Активация личного кабинета ученика по номеру телефона
Активация личного кабинета ученика по номеру телефона
Для регистрации по номеру телефона электронная почта и пароль не требуются, вход в личный кабинет подтверждается одноразовым кодом.
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UMAI CRM
Активация личного кабинета ученика через электронную почту
Активация личного кабинета ученика через электронную почту
Через личный кабинет ученик может просматривать расписание, посещения, абонементы и другую информацию об обучении в мобильном приложении Umai CRM.
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UMAI CRM
How to activate an employee's personal account
How to activate an employee's personal account
After receiving an invitation, the employee needs to activate their personal account and install the application corresponding to their role
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How to send a student an invitation in Umai CRM
How to send a student an invitation in Umai CRM
An invitation allows a student to register in the mobile app and get access to their personal account. Before sending, check that the student’s phone number or email in the card is correct.
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UMAI CRM
How to grant personal access to an employee
How to grant personal access to an employee
For an employee to sign in to the system, you must first provide their email and send an invitation.
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UMAI CRM
Как настроить доступ сотрудников к перепискам в Aisar
Как настроить доступ сотрудников к перепискам в Aisar
В Aisar можно настроить, какие переписки будут доступны каждому сотруднику. Это удобно, если в центре с клиентами работают несколько менеджеров и не нужно, чтобы каждый сотрудник видел все диалоги.
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UMAI CRM
How to get started with Umai: setup wizard
How to get started with Umai: setup wizard
The setup wizard helps quickly prepare the system for work after center registration: specify the field of activity, create the first class, add the first student, and configure automatic messages to parents. Completing the wizard takes a few minutes and allows you to start working in the system right away.
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UMAI CRM
How to connect messengers to the system
How to connect messengers to the system
The Aisar section consolidates the center’s communication channels in one place. Here you connect WhatsApp, Instagram and other messengers that are later used for correspondence, mailings and automation.
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UMAI CRM
Universal import
Universal import
Universal import allows you to bulk-create Teachers, Classes and Students in the system from a CSV file, and immediately assign students to classes. The function is located in the Settings (Настройки) section, on the Integrations (Интеграции) tab.
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UMAI CRM
Marketing
Marketing
This section helps evaluate the effectiveness of paid advertising. Here you can see how much money was spent, how many leads and sales the advertising brought, and also understand which advertising campaigns work best and which do not pay off.
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Student Analytics
Student Analytics
The section displays statistics on the center's students for the selected period: branch comparison, key metrics, and a table with data for each student.
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Pricing plan
Pricing plan
The section contains information about the center's current subscription, a pricing matrix with prices and feature sets, a comparative table of features by plans, and the payment history.
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Products and Inventory
Products and Inventory
This section shows the movement of the center's products. The section shows how many were received, how many were sold and for what amount during the selected period. This helps control stock levels in the inventory and see which products generate the most revenue.
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UMAI CRM
Robots in Kanban. Clients
Robots in Kanban. Clients
The "Robots (Роботы)" section in the "Clients (Клиенты)" tab automates communication with Students and Employees: class reminders, payment notifications, birthday greetings and other scenarios. A robot is tied to a funnel stage or to a Student event and triggers automatically, without manager involvement.
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UMAI CRM
Robots in Kanban. Leads
Robots in Kanban. Leads
The Robots section automates the manager's actions at stages of the funnel (воронка). A robot is attached to a specific stage and triggers when a Lead enters that stage — immediately or after a set time. For example, it can remind the client about an appointment.
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Shift
Shift
This section helps track employees' working hours and record Students' attendance. Here you can open and close a shift, see who is currently working, and manage tablet kiosks for scanning QR codes.
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Memberships
Memberships
The section consolidates all center memberships in one place and lets you see who is signed up for which Classes, how many visits remain, when the validity period ends, and the total amount of Memberships issued.
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Non-working days
Non-working days
This feature is used to mark a period when classes are not held: for example, during public holidays, an unscheduled center closure, or a teacher's vacation.
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Trash
Trash
This section is used to store temporarily deleted objects.
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Class Planner
Class Planner
The view is used to see the schedule in a time-grid format by rooms.
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Planning
Planning
Without clear goals it’s hard to tell whether the business is growing or merely staying afloat. This section lets you set target metrics that will be compared with actual results in the Summary report (Сводном отчёте) — so a manager always sees where the plan is being met and where action is required.
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Summary report
Summary report
The summary report collects all key metrics in one place — sales, attendance, revenue, and student activity.
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Documents
Documents
In the Documents (Документы) tab you can work with a Student's documents: upload ready files or generate documents directly in the system.
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Comments
Comments
In the tab you can leave comments about the Student.
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History
History
All changes and actions related to the student are displayed.
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Visits
Visits
The tab displays the visit history for all Classes of the Student with the status of each visit.
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Payments
Payments
The tab displays the full payment history for the student. Here you can see which amounts were paid, if there were refunds, and how the client's financial history was formed.
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Classes
Classes
This tab displays the Classes the Student is enrolled in.
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Training
Training
The tab is intended for managing a student's educational programs and configuring all conditions of their training.
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Memberships
Memberships
All memberships issued to a student are displayed in the tab.
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Employee card
Employee card
The employee card consolidates all information about a worker in one place. It displays classes, schedule, payments, rates, conducted classes and work schedule.
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Schedule
Schedule
This tab displays an employee's Schedule and their work shifts.
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Work Schedule
Work Schedule
In this tab you configure the employee's work schedule.
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Conducted Classes
Conducted Classes
The tab displays a list of all classes that an employee conducted.
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Payouts
Payouts
This tab is intended for recording all financial accruals to an employee.
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Rates
Rates
The tab displays an employee's rates used to calculate their payouts. Rates determine the amount an employee receives for providing services or working with clients.
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Recording Outstanding Balances
Recording Outstanding Balances
This window records all Students' outstanding balances for Classes. It displays information about clients who have unpaid amounts.
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Gamification
Gamification
This section allows you to use game elements in teaching. Students can earn points, stickers, and exchange accumulated coins for goods in the shop.
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Training Stages
Training Stages
This section is used to create and manage educational programs. Here you can build the training structure by dividing it into sequential stages (ступени) and adding lessons to them.
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Group occupancy
Group occupancy
The section helps track how effectively Groups are filled and make decisions about schedule planning and Student distribution.
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AI Dialogue Analysis
AI Dialogue Analysis
The section is intended for automatic analysis of conversations with clients using AI. It shows the total number of dialogues and their distribution by sentiment: positive, neutral, negative, and problematic.
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Payment reconciliation
Payment reconciliation
This section is intended for matching a bank statement with Umai income. It helps quickly detect errors and verify data accuracy.
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Working with Leads
Working with Leads
After creation the lead appears in the “Kanban of Leads (Канбан лидов)” section at the selected stage. Further work is built around moving the card through stages and recording the manager’s actions.
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Group attendance
Group attendance
The section shows the level of attendance of Classes and helps track month-to-month dynamics.
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Board settings
Board settings
This section defines how the Kanban will work: which stages are displayed, whether their order can be changed, how Leads are distributed among Employees and where the card goes after the deal is closed.
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WhatsApp Settings
WhatsApp Settings
This section is intended for connecting integration with WhatsApp, automating message processing, and using AI tools to analyze correspondence.
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Instagram Settings
Instagram Settings
The section is used to connect the integration with Instagram and to automatically create leads from incoming messages.
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Telephony Settings
Telephony Settings
This section is used to connect SIP telephony and enable automatic handling of calls in the CRM. After setup, incoming calls can create Leads, and repeat contacts can be merged to avoid duplicates.
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Robots
Robots
This section is used to automate actions in the Sales funnel. Robots perform specified actions when certain conditions occur: they send messages, create tasks, add comments, or notify employees.
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AI bots
AI bots
AI chat-bots are used for automatic correspondence with clients in Aisar. A bot can answer questions, consult, create Leads and, if necessary, work with Kanban (Канбан): change stages, fill the card and create records.
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Client card in Kanban
Client card in Kanban
The client card shows all information about an active Student: memberships, payments, balance, and interaction history.
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Room occupancy
Room occupancy
This section helps track the efficiency of room usage and make decisions about the Class Schedule.
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By status
By status
The "By status" view is used to see Classes according to their current state. This format helps quickly assess which Classes are scheduled, which have already taken place, and also to see canceled or missed lessons.
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List
List
The format is used to view the schedule of classes as a table. The schedule is displayed sequentially by time with the Teacher, room, and number of Students indicated.
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Timeline
Timeline
The "Timeline" mode is used for a visual view of the Schedule of all Teachers during the day. In this format, Classes are placed on a time line, which allows you to quickly see Teachers' workloads, free intervals, and possible time overlaps.
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By Teacher for the Week
By Teacher for the Week
The section is used to plan and control teachers' schedules for the week.
In this mode, Classes are displayed separately for each Teacher, allowing you to quickly assess their workload and distribution of Classes (По учителю на неделю).
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Roles
The section defines which parts of the system an employee can see and what actions they can perform in them. A role is assigned to an employee and determines their access level across the system.
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Access
This section is intended for managing system users and assigning them roles.
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All Teachers for the Day
All Teachers for the Day
The section is used to plan and coordinate all classes of the center. Groups and individual lessons are created here, Teachers are assigned, Students are added, and room occupancy is tracked.
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Class Card and Class Tabs
Class Card and Class Tabs
This section displays detailed information about the class and provides tools for managing participants, Memberships, Schedule, and held Classes.
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Schedule
Schedule
The tab displays the Class schedule.
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Classes
Classes
The section consolidates all actions related to classes: creation, configuration, schedule, and student list. It helps manage the process and control class delivery.
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Conducted Classes
Conducted Classes
The tab displays a list of Classes that have already taken place.
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Participants
Participants
The Participants (Участники) tab displays the Students enrolled in the Class, and below are the Teachers.
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Memberships
Memberships
The tab displays Membership templates that are used for this Class.
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Integrations
The tab shows all services and modules that can be integrated with the system to automate work, exchange data, and communicate with clients.
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Statuses
Statuses
This section allows you to configure statuses for marking Students' attendance and Employees' work to properly account for attendance, deduction of Classes, and Payment.
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Premises
Premises
The tab displays a list of all premises of the center that are used when creating Classes and compiling the Schedule.
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Company settings
Company settings
The section includes the main parameters for the center's operation.
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User
User
The section contains profile personal data and password change settings. It opens via the settings side menu, the first item in the list.
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Student card
Student card
The student card consolidates all client information in one place. It displays Classes, Memberships, Payments, Visits, action history, Comments (Комментарии) and Documents (Документы).
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Finance
Finance
This section configures the key elements of the center's financial accounting.
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Additional Sales
Additional Sales
Section for accounting everything sold additionally: products, services, and add-ons for classes. Allows quickly adding new items and tracking their quantity and price.
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Lead card in Kanban
Lead card in Kanban
The card shows the lead's full path within the center. It shows who is handling the client, what stage the deal is at, and which actions have already been completed. The change history allows you to reconstruct the entire workflow.
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General settings. Initial Kanban setup.
General settings. Initial Kanban setup.
This section is used to launch and perform the basic setup of the Kanban. Here you enable the Kanban itself, configure automatic notifications, and define how new Leads are created.
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UMAI CRM
Birthday Greeting
Birthday Greeting
This section allows you to automatically send personalized birthday greetings to clients on their birthday.
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Payment reminder
Payment reminder
This section allows you to automatically send notifications to clients about upcoming or overdue payments.
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Missing Membership
Missing Membership
This section is intended for automatic sending of notifications to clients who are scheduled for a Class but do not have an active Membership. Such messages help remind them in advance to purchase or renew a Membership before the Class.
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Mailing History
Mailing History
The section allows you to view previously created mailings, track their status, and quickly find the messages you need.
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Clients Kanban
Clients Kanban
Shows the current status of active students: how many classes remain, when the Membership ends, and whether there is outstanding debt.
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Cohort analysis
Cohort analysis
The report shows how clients stay with you after their first month of training. It helps you see not just the total number of Students, but how many of them continue over time.
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Creating a New Lead
Creating a New Lead
A new Lead is created directly from the “Kanban of Leads (Канбан лидов)”.
In the desired column click “+ Add”, after which the “New Lead” window will open.
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Teachers
In this section you can see how Teachers handle their tasks: who earns more, who has a stable workload, and who retains Students. The data helps maintain the team’s strengths and find growth opportunities.
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Managers
The Managers (Менеджеры) section shows who is handling potential clients and deals: how many Leads come in, how many Contracts were closed, and how quickly managers respond. With this data it is easy to understand where things are going well and where you should help employees or adjust processes.
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Lead Conversions
The section shows how Leads move through the stages of the Sales funnel: from first contact to deal. This is not just statistics on applications — it is an analysis of where money is lost and at which step the process fails.
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Sales funnel
The Sales funnel collects data about current and closed deals. Analyzing this data helps you notice delays in time and allocate resources so that Leads are not lost.
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Memberships
The “Memberships” section contains information about all issued memberships: their statuses, validity periods, and payments. The data helps you understand the current center workload and the financial situation.
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Financial report
The financial report shows how the center actually operates in numbers: how much money came in, where it was allocated, and what financial result was achieved for a given period.
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Recording Expenses
This window records all expenses of your center. It serves as a cost control tool and allows you to track where money goes to avoid unexpected overspending and distortions in the financial picture.
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Фиксация доходов
Раздел «Доходы» собирает информацию обо всех поступлениях учебного центра. Раздел открывается автоматически при переходе в «Финансы» из бокового меню.
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Information blocks
Information blocks
Lists that require the administrator's attention are located in the central part of the screen.
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Tasks
This section is intended for creating, assigning, and monitoring the completion of work tasks within the system.
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Notifications
The section is used to send messages to clients and Leads. It allows you to inform about important events, remind about Payment, congratulate Students on their birthday, and notify about the absence of a Membership.
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Main screen
The Main screen is a workspace that gathers the center’s key metrics and provides quick access to the system’s main sections.
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Visits and attendance statuses
This section is designed to record the actual presence of Students at Classes. It notes who attended a Class and who was absent, and for what reason. This mark determines whether the Class is deducted from the Student's Membership, and also the awarding of points, coins and stickers for activity during the lesson.
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Employees
The section is used to maintain the center's employee database. Employee cards are created here, contact details are stored, and information about the employee's position, specialization, and status is displayed.
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Memberships
Memberships — this is management of classes and payments: selling a Membership to a Student, deducting sessions, renewing, and controlling debts.
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Students
The section is used to maintain the student database. Student cards are created here, contact details are stored, and key information about education is displayed.
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Classic schedule view
This section is used for planning and coordinating all Classes of the center. Groups and individual lessons are created here, Teachers are assigned, Students are added, and room occupancy is tracked.
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Bookings
The section is used to schedule client visits for trial classes, consultations, and group programs.
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