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Knowledge Base
Answers to common questions and guides for working with UMAI CRM
Hashtags 33
#WhatsApp9
#Instagram3
#Robot3
#Auto-reminders5
#Broadcast4
#Notifications8
#Access12
#Role3
#Report25
#Permissions4
#Group23
#Dialogs1
#Chats5
#Grade3
#Rating1
#QR1
#Visits10
#Payment27
#Payroll4
#Export2
#Import2
#Status28
#Debt9
#Arrears1
#Lead17
#Manager11
#Teacher19
#Student36
#Employee18
#Metrics18
#Filter11
#AI bot3
#Template7
UMAI CRM
Аналитика: пробные занятия
Аналитика: пробные занятия
Отчёт «Пробные занятия» показывает, сколько пробных назначено, сколько из них состоялось и сколько учеников после пробного стали клиентами. Также в нём собраны данные о работе администраторов и педагогов.
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UMAI CRM
Как отправить договор на подписание через SIGEX
Как отправить договор на подписание через SIGEX
Как подключить SIGEX и отправить договор заказчику, чтобы он подписал его в eGov mobile, а подписанный документ сохранился в карточке ученика.
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UMAI CRM
Как создать и настроить шаблон договора
Как создать и настроить шаблон договора
Шаблон договора позволяет один раз подготовить текст, а затем формировать договоры для учеников с уже подставленными данными.
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UMAI CRM
Кастомизация
Кастомизация
Вкладка «Кастомизация» позволяет назвать разделы Umai CRM так, как принято в центре, и оставить только те функции, которыми центр пользуется.
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UMAI CRM
Звонки
Звонки
Раздел «Звонки» собирает журнал всех входящих и исходящих звонков, совершённых через интеграцию с Aisar: пропущенные вызовы и записи завершённых разговоров.
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UMAI CRM
Карточка ученика: звонки
Карточка ученика: звонки
Вкладка «Звонки» в карточке ученика отображает звонки, привязанные к этому ученику.
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UMAI CRM
Продажи менеджеров
Продажи менеджеров
Раздел показывает, сколько лидов конвертировал в учеников и сколько абонементов продал каждый менеджер за выбранный период, а также сколько денег по этим продажам фактически поступило в кассу.
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UMAI CRM
Как ученику создать личный кабинет
Как ученику создать личный кабинет
Данная инструкция поможет вам самостоятельно зарегистрироваться в мобильном приложении Umai CRM и получить доступ к личному кабинету.
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UMAI CRM
Notifications to the Manager
Notifications to the Manager
This section helps the manager learn about mass and irreversible actions performed by employees, for example deleting a large number of payments or students. Such operations may be part of normal work or happen by mistake, so information about them is additionally sent to the manager.
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UMAI CRM
Activating a Student's Personal Account by Phone Number
Activating a Student's Personal Account by Phone Number
For registration by phone number, email and password are not required; access to the personal account (личный кабинет) is confirmed by a one-time code.
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UMAI CRM
Activation of a Student's Personal Account via Email
Activation of a Student's Personal Account via Email
Through the personal account a student can view the schedule, visits, Memberships and other training information in the Umai CRM mobile app.
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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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UMAI CRM
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
How to set employee access to conversations in Aisar
How to set employee access to conversations in Aisar
In Aisar you can configure which conversations are available to each employee. This is useful if several managers work with clients in the center and you do not want every employee to see all dialogues.
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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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UMAI CRM
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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UMAI CRM
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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UMAI CRM
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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UMAI CRM
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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UMAI CRM
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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UMAI CRM
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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UMAI CRM
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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UMAI CRM
Summary report
Summary report
The summary report collects all key metrics in one place — sales, attendance, revenue, and student activity.
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UMAI CRM
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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UMAI CRM
Comments
Comments
In the tab you can leave comments about the Student.
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UMAI CRM
Карточка ученика: история
Карточка ученика: история
Во вкладке отображаются все изменения и действия, связанные с учеником: переписки, смена стадии, действия сотрудников и автоматические события.
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UMAI CRM
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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UMAI CRM
Карточка ученика: занятия
Карточка ученика: занятия
Вкладка «Занятия» показывает, на какие занятия записан ученик. Здесь его записывают на новое занятие, открепляют и оформляют абонемент.
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UMAI CRM
Карточка ученика: обучение
Карточка ученика: обучение
Вкладка предназначена для управления программами обучения ученика. Здесь можно создать программу на основе ступени обучения, настроить её состав и условия, назначить преподавателя, оформить оплату и расписание, а также отслеживать прогресс ученика.
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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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UMAI CRM
Как настроить ставки сотрудника и проверить расчёт зарплаты
Как настроить ставки сотрудника и проверить расчёт зарплаты
Как выбрать тип ставки сотруднику, как система считает зарплату по каждому типу и где проверить начисления перед выплатой.
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UMAI CRM
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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UMAI CRM
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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UMAI CRM
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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UMAI CRM
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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UMAI CRM
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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UMAI CRM
Канбан лидов
Канбан лидов
Канбан лидов показывает путь каждого обращения от первого контакта до результата. Результатом может стать продажа или отказ. Лиды распределены по этапам воронки, а карточка каждого лида хранит всю историю работы с ним.
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UMAI CRM
Group attendance
Group attendance
The section shows the level of attendance of Classes and helps track month-to-month dynamics.
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UMAI CRM
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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UMAI CRM
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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UMAI CRM
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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UMAI CRM
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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UMAI CRM
Room occupancy
Room occupancy
This section helps track the efficiency of room usage and make decisions about the Class Schedule.
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UMAI CRM
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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UMAI CRM
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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UMAI CRM
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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UMAI CRM
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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UMAI CRM
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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UMAI CRM
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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UMAI CRM
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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Карточка ученика
Карточка ученика
Карточка ученика объединяет данные об ученике и позволяет вести учёт его обучения, посещений, абонементов и платежей.
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Finance
Finance
This section configures the key elements of the center's financial accounting.
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Товары
Товары
Раздел «Товары» находится в «Финансах» и объединяет каталог товаров, услуги, допы к урокам и поставщиков. Здесь можно добавлять и редактировать товары, учитывать закупки, передавать товары между филиалами, а также работать со справочниками услуг, допов и поставщиков.
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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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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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Income recording
The “Income” section collects information about all receipts of the training center. The section opens automatically when you go to “Finance” from the side menu.
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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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