Daily summary transmission

RECRUITMENT – DAILY SUMMARY TRANSMISSION – REC-PRO-001-A

Version: 1.0 | Last update: 06/11/2025 | Department: Recruitment & Admissions

🎯 Objective

Define the standardized process for preparing, verifying, and sending the daily activity summary
of the Recruitment & Admissions Department of the Dubai Precious Metals University.
This document ensures transparency and accurate reporting of the day’s appointments, calls, and student follow-ups.

👤 Who

  • Admissions Officer
  • Recruitment Coordinator
  • Head of Recruitment & Admissions

🧩 Inputs / Outputs

Inputs:

  • List of appointments (from CRM Zoho or calendar)
  • Leads processed during the day
  • Admissions tests completed
  • Follow-up calls made

Outputs:

  • Daily summary file (Excel / Google Sheet)
  • Email transmission to management and coordination team

⚙️ Process Steps

  1. 1. Data Collection
    At the end of each day (before 17h30), the Admissions Officer collects all data from:

    • Zoho CRM (leads, admissions, and tests completed)
    • Outlook calendar (appointments held)
    • Phone call log or call sheet

    Data is compiled in the daily summary file REC-FOR-001.

  2. 2. File Structure
    The file includes the following columns:

    • Date
    • Recruiter name
    • Number of calls made
    • Number of appointments confirmed
    • Number of admission tests completed
    • Number of new leads processed
    • Remarks or comments (issues, pending cases, etc.)

    The file is saved daily in:
    WorkDrive › Recruitment › Reports › Daily Summaries › [Month-Year].

  3. 3. Verification
    Before sending, the Recruitment Coordinator verifies:

    • The coherence of numbers with Zoho CRM statistics
    • The completeness of daily actions

    Corrections are made before final validation.

  4. 4. Transmission
    The summary is emailed to:

    • Head of Recruitment & Admissions
    • Pedagogical Director
    • Enterprise Department (for alternance follow-up)

    Email subject:
    “Daily Recruitment Summary – [Date]”
    Attachments: daily summary Excel file or screenshot from CRM dashboard.

  5. 5. Weekly Consolidation
    Every Friday, the Recruitment Coordinator compiles the 5 daily reports into a weekly synthesis
    (REC-FOR-001-B) with totals and key highlights.
    This document feeds monthly performance reporting.

✅ Controls

  • Daily file completed before 17h30
  • Consistency verified with Zoho CRM
  • Weekly consolidation archived on WorkDrive

📁 Records

  • Daily summary file (REC-FOR-001)
  • Weekly synthesis (REC-FOR-001-B)
  • Stored in WorkDrive › Recruitment › Reports › Daily Summaries › [Year]
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