New Customer Engagement
How to contact and onboard new customers (potential and paying) to SYLVA including sharing demo content and creating their organization accounts
last updated on
June 3, 2019

This document is structured as follows:

Contact Potential Customers

Please use the appropriate email template based on our relationship to the client:

Customize the template based on the situation. Attach the PDF "SYLVA One Pager" provided below under the Quick Links if you believe it would be helpful.

Clients who signed up on the website

‍Subject: Welcome to SYLVA!‍
Subject: SYLVA Learning Platform - Using Wolfram Technology

Hi NAME,

I hope this email finds you well. Thanks for registering for your free account for SYLVA. My team and I are excited for you to get started.

SYLVA has already helped other professors 1) with significant cost and time savings with the auto-grade feature, and 2) transform the classroom into an interactive learning experience for students.

What is a convenient time for you next week? I can demo the platform to help you get started.

I'll send over your account login information in a separate email.

All the best,
NAME

Clients who are Wolfram leads

Subject: SYLVA Learning Platform - Using Wolfram Technology
Subject: Wolfram Research recommended I get in touch

Hi NAME,

I hope this email finds you well. Wolfram Research is our partner for our interactive learning platform SYLVA.

SYLVA integrates Wolfram's knowledge base and computational intelligence into a management platform where you can:

You can easily move your existing Mathematica content to the platform. SYLVA has already helped other professors 1) with significant cost and time savings with the auto-grade feature, and 2) transform the classroom into an interactive learning experience for students. I am attaching a one-page summary sheet with more info.

I wanted to reach out to you to schedule some time next week to demo our product. We'd be happy for you to try out SYLVA for your university teaching efforts.

All the best,
NAME

Clients who we contacted directly "cold calls" (Mathematica users)

Subject: SYLVA Learning Platform - Using Wolfram Technology
Subject: Using SYLVA and Wolfram Tech in your class

Hi NAME,

I hope this email finds you well. I wanted to reach out to give you a brief overview of our interactive learning platform SYLVA, used at Northwestern and the University of Zurich.

Wolfram Research is our partner for our interactive learning platform SYLVA, which integrates Wolfram's knowledge base and computational intelligence into a management platform where you can:

You can easily move your existing Mathematica content to the platform. SYLVA has already helped other professors 1) with significant cost and time savings with the auto-grade feature, and 2) transform the classroom into an interactive learning experience for students. I am attaching a one-page summary sheet with more info.

I wanted to reach out to you to schedule some time next week to demo our product. We'd be happy for you to try out SYLVA for your university teaching efforts.

All the best,
NAME

Clients who we contacted directly "cold calls" (non-Mathematica users)

Subject: Automated grading for your course
Subject: SYLVA - AI-based learning platform

Hi NAME,

I hope this email finds you well. I wanted to reach out to give you a brief overview of our interactive learning platform SYLVA, used at Northwestern and the University of Zurich.

SYLVA is an AI-based learning platform that allows you to:

SYLVA has already helped other professors 1) with significant cost and time savings with the auto-grade feature, and 2) transform the classroom into an interactive learning experience for students. I am attaching a one-page summary sheet with more info.

I wanted to reach out to you to schedule some time next week to demo our product. We'd be happy for you to try out SYLVA for your university teaching efforts.

All the best,
NAME

Onboard Potential Customers

For potential customers, we create a new SYLVA account for them. Their account provides demo material for reference and CREO access so that they can start creating material.

  1. Create a progress status list in Asana
  2. Make a request for the organization
  3. Create demo course
  4. Create demo courseware and assessments
  5. Email the educator

1. Create a progress status list in Asana

We create a progress status list in Asana to track the progress of each potential customer during the onboarding process. Please regularly update the progress in Asana so we can keep track of the stage and timing of each client.

Go to the "Onboard Potential Client Status" list in Asana: https://app.asana.com/0/103126845439434/1123165825308367/f

Click the (...) icon on the toolbar. Select Duplicate Task... on the drop-down window.

Click Create New Task on the pop-up window.

Click on the duplicated task list. Click the (...) icon again.

Select Advanced Options>>Make a subtask of.

On the search box, type the potential client name. From the drop-down, select the client's name.

The progress status list is now available under the client's sales lead task. We can access the list by clicking the speech bubble icon.

2. Make a request for the organization

Go to the Slack channel #admin-requests. Make a request to Maik and Nick to create the client's organization in the Admin tool. Please use the template provided below:

@nick @maik Please create this organization in the Identity Manager.
Organization Name:
Organization Short Name:
Description:
Organization Type: Select_University_or_Organization
Website URL: 
Logo: (attached)
Please also add me as a member of the organization.

Maik or Nick will create the organization within 1 day and alert you. Please update the progress status in Asana.

3. Create demo course

After the organization is created, log in to https://app.sylva.ac

Under Administration, find the course entitled SYLVA Demonstrations Master. Click the pencil icon for the course.

On the edit screen, click Clone Course.

On the pop-up window, set:

Save the course by clicking Clone Course.

4. Create demo courseware and assessments

The cloned course will have the courseware and assessment schedule but not the date settings and actual content.

The courseware schedule should include:

The assessment schedule should include:

For each lecture and assessment, click the pencil icon and set the publication and start date to today.

The schedule is complete.

Now we must manually copy-paste the content in CREO then deploy the content to the new course. In order to copy the courseware and assessment content, open CREO.

Under Open, go to SYLVA Demonstrations Master>>Courseware>>Styles Overview. Open the master file.

Keep the master file open. At the same time, go to Create. Create a new courseware, assign the project to the new course you created for the organization (the very bottom of the drop-down list), and name the file "Styles Overview".

In the master file, click the outermost bracket. The entire file should be highlighted by the bracket.

Copy the material (shortcut: CMD-C).

In the new file, click the outermost bracket. Then paste the material from the master file (shortcut: CMD-V). The file should now be an exact duplicate of the master file.

Deploy the courseware to SYLVA by clicking the paper airplane icon on the main toolbar.

When the lecture opens in the browser, review the material briefly and then click Accept this Proposal at the bottom.

Repeat the same process of copy-pasting the other master files to your new course:

5. Invite the educator

After the courseware and assessment material is deployed and accepted, invite the educator to the course under Users.

Set their role as "Lecturer". Save the information by clicking Submit Invitations.

The educator will immediately receive an email inviting them to the course and to set up their account password.

6. Email the educator

We have now set up an account with demo material for the new client. Follow up with the educator over email to provide detailed information.

Please use the appropriate email template based on our relationship to the client:

Customize the template based on your conversations with the client. Attach the PDF "SYLVA One Pager" provided below under the Quick Links if you believe it would be helpful.

Clients who signed up on the website

Hi NAME,

Thanks for registering for your free account. My team and I are excited for you to try SYLVA.

You should have just received an email inviting you to set up your login information. Simply click "Get started now" in the email.

After you log in, you will see a couple of demonstration lectures and assessments and can start implementing your own materials right away. When you would like to start using SYLVA for your courses and distribute your materials to your students, let us know so we can set up a meeting.

Be sure to check out our tutorials for help getting started: https://www.sylva.ac/product/tutorials

We’re also very happy to answer your questions and receive feedback at support@sylva.ac We’ll be in touch in the next few weeks to see how it’s going!

All the best,
NAME

Clients who are Wolfram leads (after interest is expressed)

Hi NAME,

Thanks for your interest in trying out SYLVA. You should have just received an email inviting you to set up your login information. Simply click "Get started now" in the email.

After you log in, you will see a couple of demonstration lectures and assessments and can start implementing your own materials right away. The authoring tool is set up as a Mathematica notebook so you can easily copy over your existing materials. When you would like to start using SYLVA for your courses and distribute your materials to your students, let us know so we can set up a meeting.

Be sure to check out our tutorials for help getting started: https://www.sylva.ac/product/tutorials

We’re also very happy to answer your questions and receive feedback at support@sylva.ac We’ll be in touch in the next few weeks to see how it’s going!

All the best,
NAME

Clients who we contacted directly "cold calls" (after interest is expressed)

Hi NAME,

Thanks for taking the time to speak with me earlier. My team and I are excited for you to try SYLVA.

You should have just received an email inviting you to set up your login information. Simply click "Get started now" in the email.

After you log in, you will see a couple of demonstration lectures and assessments and can start implementing your own materials right away. When you would like to start using SYLVA for your courses and distribute your materials to your students, let us know so we can set up a meeting.

Be sure to check out our tutorials for help getting started: https://www.sylva.ac/product/tutorials

We’re also very happy to answer your questions and receive feedback at support@sylva.ac We’ll be in touch in the next few weeks to see how it’s going!

All the best,
NAME

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Onboard Paying Customers

Once the client has expressed their interest to pay for SYLVA, we must invoice the client. After the payment is received, their account settings will include an increased number of seats based on the payment package.

  1. Client agrees to pay for SYLVA
  2. Make an internal invoice request
  3. Send invoice to client
  4. Client payment is received
  5. Admin will increase the seats
  6. Email the client

1. Client agrees to pay for SYLVA

The client expresses interest to pay for SYLVA.

2. Make an internal invoice request

Go to the Slack channel #admin-requests. Make a request to Maik to make an invoice. Please use the template provided below:

@maik Please make an invoice for the following:
Organization name:
Main contact:
Payment:
Comments:

Maik will create the invoice and provide you a link or send the invoice directly to the client.

3. Send invoice to client

TBD

4. Client payment is received

TBD

5. Admin will increase the seats

TBD

6. Email the client

TBD

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