Purpose
1. Automate all communications involved in onboarding new architecture students, covering welcome messages, document requests, orientation schedules, FAQs, and pre-class preparation, across all digital channels, to ensure a smooth, consistent, and timely experience for both students and staff.
2. Automation centralizes message delivery, tracks engagement, reduces manual workloads, mitigates missed communications, and assures compliance with institutional standards and timelines.
3. Automates the generation of personalized emails, SMS notifications, onboarding portal access, survey links, resource sharing, and document uploads, ensuring no step is missed by students or administrators.
Trigger Conditions
1. New student record added to Student Information System (SIS) or CRM.
2. Admission status marked as "Accepted" in backend database.
3. Student submission of enrollment deposit or agreement form.
4. API webhook from application platform confirming acceptance.
5. Scheduled batch triggers for bulk onboarding at semester start.
Platform Variants
1. Twilio SMS
- Feature/Setting: Configure Messaging API to auto-send welcome and orientation reminders; use “Programmable SMS” with webhook trigger after confirmation in SIS.
2. SendGrid
- Feature/Setting: Automate mass personalized welcome emails; use “Dynamic Templates” and “Mail Send API” for message content and scheduling.
3. Slack
- Feature/Setting: Onboard students to dedicated channels; use “Conversations API” and scheduled bot messages.
4. Microsoft Teams
- Feature/Setting: Automate invites to class channels; use “Graph API” to add students and send automated resource packets.
5. Zoom
- Feature/Setting: Auto-register students for orientation webinars; use “Create Meeting” API and “Add Registrant” endpoint.
6. Google Workspace
- Feature/Setting: Automate new student Gmail, calendar events, and Drive folder creation; use “Admin SDK” and “Calendar API”.
7. DocuSign
- Feature/Setting: Automate sending, signing, and tracking onboarding forms; use “Envelope API” for document flow.
8. Freshdesk
- Feature/Setting: Create onboarding support tickets; use “Tickets API” to trigger automated responses.
9. Salesforce
- Feature/Setting: Automate onboarding tasks and journey tracking; use “Process Builder” and “REST API”.
10. HubSpot
- Feature/Setting: Automate onboarding email series and task assignments; use “Workflows” and “Engagements API”.
11. Mailchimp
- Feature/Setting: Enroll students in onboarding drip campaigns; use “Add List Member” API and “Automation Series”.
12. Calendly
- Feature/Setting: Automated scheduling of advising sessions; use “Invitee Created Webhooks”.
13. Zapier
- Feature/Setting: Automate cross-platform triggers (SIS to email, SMS, document upload); use “Multi-step Zaps”.
14. Typeform
- Feature/Setting: Automate collection of feedback or paperwork; use “Responses API” for real-time submissions.
15. Airtable
- Feature/Setting: Automate onboarding database updates and reminders; use “Automations” and “Webhooks”.
16. Asana
- Feature/Setting: Automate onboarding task lists per student; use “Task API” for assignment and notification.
17. Notion
- Feature/Setting: Automate resource sharing and onboarding checklist distribution; use “Pages API” for personalized content.
18. Intercom
- Feature/Setting: Send automated onboarding chat messages; use “Messages API”.
19. WhatsApp Business API
- Feature/Setting: Automate delivery of onboarding messages/documents; use “Send Message” endpoint with approval templates.
20. Moodle LMS
- Feature/Setting: Automate course and group enrollment; use “Core Web Service API” for user and cohort creation.
Benefits
1. Automates repetitive onboarding communications, boosting staff efficiency.
2. Automator ensures no steps or required documents are forgotten by students.
3. Automation standardizes process, minimizing manual error and supporting compliance.
4. Automatedly scales onboarding for large student intakes, reducing administrative strain.
5. Automating multichannel notifications increases engagement and readiness.
6. Automates feedback collection and support ticket creation, improving student satisfaction.
7. Automator guarantees real-time tracking of all onboarding steps.
Admissions and Enrollment Automation