Automated follow-up for absentees

Purpose

1.1. Ensure timely and consistent communication with apprentices who have missed sessions, supporting compliance and engagement.
1.2. Automatically notify absentees via preferred channel (SMS, email, app notification) with tailored follow-ups.
1.3. Log absence events, escalate persistent absenteeism, and update records for continuous oversight and intervention.
1.4. Aid tutors and administrators by reducing manual reminders, thereby improving operational efficiency.

Trigger Conditions

2.1. Attendance marked 'absent' in the learning management system on session completion.
2.2. Data confirmation from biometric entry or digital check-in/out registers.
2.3. Absence exceeding preset thresholds (e.g., two missed classes in a week).
2.4. Non-response to prior follow-up message within defined timeframe (e.g., 48 hours).

Platform Variants

3.1. Twilio
• Feature/Setting: Programmable SMS API — Configure to send absence alert to mobile; use webhook trigger for dynamic message personalization.
3.2. SendGrid
• Feature/Setting: Email API (v3) — Trigger absentee email with customizable templates driven by templated variables (subscriber name, date).
3.3. Slack
• Feature/Setting: Incoming Webhooks — Send automated DM/notification to apprentice or tutor channel when absentee detected.
3.4. Microsoft Teams
• Feature/Setting: Microsoft Graph API / Send chatMessage — Configure automated messages to absentee or group.
3.5. Salesforce
• Feature/Setting: Process Builder / Flow — Auto-update records and send templated follow-up emails or tasks.
3.6. HubSpot
• Feature/Setting: Workflows — Create workflow to trigger email/SMS using contact property changes from attendance data.
3.7. Google Workspace
• Feature/Setting: Gmail API — Auto-send personalized absentee emails via script upon trigger.
3.8. Outlook (Microsoft 365)
• Feature/Setting: Automated Rules / Power Automate — Send emails or calendar tasks for absentee follow-up.
3.9. WhatsApp Business API
• Feature/Setting: Template Messages — Configure automated WhatsApp message for absence notification.
3.10. Telegram Bot API
• Feature/Setting: sendMessage — Automated Telegram alert to apprentices.
3.11. Pipedrive
• Feature/Setting: Workflow Automation — Auto-generate tasks and send emails for absentee follow-up.
3.12. Zoho CRM
• Feature/Setting: Workflow Rules — Trigger notification or task on absentee record update.
3.13. Mailgun
• Feature/Setting: Email Sending API — Configure for dynamic absentee follow-up emails.
3.14. ActiveCampaign
• Feature/Setting: Automation Builder — Set sequence for absentee nurture and notification emails.
3.15. Moodle
• Feature/Setting: Event Monitoring Rules / Webhooks — Auto-notify absentees based on session participation data.
3.16. Canvas LMS
• Feature/Setting: API / Notification Rules — Send absent alerts to apprentices and instructors.
3.17. Trello
• Feature/Setting: Automation (Butler) — Create absentee follow-up cards and checklist items.
3.18. Asana
• Feature/Setting: Rules — Assign absentee follow-up tasks to staff with deadline reminders.
3.19. Google Sheets
• Feature/Setting: Apps Script / OnChange trigger — Log absences and automate email/SMS if absent status logged.
3.20. ClickSend
• Feature/Setting: SMS API — Send template-driven SMS to absentee list on trigger.
3.21. Intercom
• Feature/Setting: Automated Messages — Configure quick chat or email follow-ups post absence detection.
3.22. Mailchimp
• Feature/Setting: Automated Campaigns — Trigger segmented follow-up emails to absentees.

Benefits

4.1. Uniform and timely alert to absentees, reducing manual chasing and missed communication.
4.2. Improved compliance with attendance policies, influencing retention and engagement rates.
4.3. Centralized tracking of absenteeism data for subsequent intervention or reporting.
4.4. Scalable communication, supports personalized follow-up at scale across platforms.
4.5. Free staff time, shifting focus to personal support for at-risk apprentices.