Enrollment and Registration AutomationPurpose
1.2. Eliminate manual tracking of waitlisted applicants and reduce errors or delays in communicating openings for after-school childcare programs.
1.3. Integrate multiple channels for alerts (SMS, email, push) and enable automated follow-ups, reminders, and reporting for operational efficiency and enhanced parent experience.
Trigger Conditions
2.2. A seat becomes available (cancellation, withdrawal, or promotion from waitlist).
2.3. Parent updates contact information or preferences.
2.4. Scheduled reminders for waitlist status or incomplete registration.
2.5. Administrative status change (priority, sibling admission, policy changes).
Platform Variants
• Feature/Setting: “SendMessage” API for parent notification when status changes; configuration: POST to /Messages with parent’s number, template message, and merge status data.
3.2. SendGrid
• Feature/Setting: “Send Email” API for batch or trigger-based waitlist update emails; use dynamic templates and recipient personalization in request body.
3.3. Slack
• Feature/Setting: “chat.postMessage” for staff alerts to dedicated channel for new waitlist entries or free spots; configure with webhook URL and JSON payload.
3.4. Google Sheets
• Feature/Setting: “Append Row” for auto-logging waitlist entries or updates; configure columns for child info, status, timestamp.
3.5. Airtable
• Feature/Setting: “Create Record” in waitlist base for structured, searchable status tracking; use child, parent, status, and time fields.
3.6. Microsoft Teams
• Feature/Setting: “Send channel message” for administrative notification of status changes; setup via Teams webhook and formatted card message.
3.7. HubSpot
• Feature/Setting: “Contact Property Changed” workflow to trigger notification when parent’s record is updated; connect enrollment pipeline stage.
3.8. Mailchimp
• Feature/Setting: “Add/Update Subscriber” and “Send Campaign” for personalized waitlist emails; use merge tags for status.
3.9. Zapier
• Feature/Setting: “Webhooks by Zapier” to coordinate multi-platform triggers (e.g., Google Forms submission triggers SMS/email).
3.10. Salesforce
• Feature/Setting: “Process Builder” to automate case updates and trigger custom notifications based on waitlist logic.
3.11. ActiveCampaign
• Feature/Setting: “Automations” for status-based email workflows; triggers when custom field ‘Waitlist Status’ updates.
3.12. Intercom
• Feature/Setting: “Outbound Messages” to send automated chat/email when user is added to waitlist or promoted.
3.13. Google Calendar
• Feature/Setting: “Create Event” for reminders of re-application dates or meetings based on waitlist length.
3.14. Discord
• Feature/Setting: “Webhook POST” for channel updates to staff/moderators; configure JSON payload for new/available spot alerts.
3.15. Notion
• Feature/Setting: “Create Page” for new waitlist member documentation in a structured workspace; configure with parent/child status and notes.
3.16. Typeform
• Feature/Setting: “Webhooks” integration to submit new form entries directly to the automation flow.
3.17. BambooHR
• Feature/Setting: “Time Off Request Created” trigger for staffing adjustments in relation to waitlist demand and notifications.
3.18. Monday.com
• Feature/Setting: “Item Created” automation for each new waitlist entry, with update pulse for status change.
3.19. Zendesk
• Feature/Setting: “Ticket Fields Updated” trigger for parent inquiries linking to waitlist application status auto-responses.
3.20. Constant Contact
• Feature/Setting: “List Join” trigger to send periodic waitlist updates and informational newsletters to parents.
Benefits
4.2. Provides timely, consistent, multi-channel communication to parents and staff.
4.3. Enhances transparency of waitlist process and improves parent satisfaction.
4.4. Frees up staff resources for higher-value engagement and operational tasks.
4.5. Scales easily across sites and programs with centralized tracking and reporting.