Information packet dispatch to interested prospects

Purpose

1.1. Automatically distribute tailored information packets to leads who express interest in adult or continuing education programs.
1.2. Deliver relevant program details, enrollment instructions, FAQs, and contact points directly to prospect’s communication channel of choice.
1.3. Ensure rapid, consistent, and documented follow-up, improving applicant experience and maximizing admissions efficiency.

Trigger Conditions

2.1. Lead completes inquiry form on website.
2.2. Prospect clicks or responds to targeted email link indicating interest.
2.3. Phone inquiry logged in CRM and marked as 'request for info.'
2.4. SMS response received with affirmative keyword (e.g., “INFO” or “YES”).
2.5. Chatbot interaction where user requests program specifics.

Platform Variants

3.1. HubSpot CRM
• Feature/Setting: Workflow automation → “Send Email” action using educational information template—use “Contact added to List” trigger.

3.2. Salesforce
• Feature/Setting: Process Builder/Flow → “Send Email Alert” plus “Create Task” for record-keeping—triggered on new lead status = interested.

3.3. Microsoft Power Automate
• Feature/Setting: Automated Cloud Flow → “When a new response is submitted (Forms)” + “Send email (Outlook 365)”.

3.4. Zapier
• Feature/Setting: Multi-step Zap → “Webhooks (New Form Submission)” → “Gmail: Send Email” or “Slack: Send DM”.

3.5. Mailchimp
• Feature/Setting: Automated Customer Journey → “Signup form completed” starting point → “Send Email” node.

3.6. Twilio
• Feature/Setting: Messaging Service API → Automated SMS/MMS triggered by webhooks on user action (e.g., keyword reply).

3.7. SendGrid
• Feature/Setting: “Transactional Templates” API—Post request on form submit to send custom info package emails.

3.8. ActiveCampaign
• Feature/Setting: “Automation” → Event-triggered email with lead profile merge tags for personalization.

3.9. Intercom
• Feature/Setting: Custom Bots → Action “Send Message”/series when user requests info via chat.

3.10. Freshdesk
• Feature/Setting: Freddy Automation → Auto-ticket generation and info packet attachment when inquiry is logged.

3.11. Aircall
• Feature/Setting: Webhook integration → on call-logged event, trigger CRM API and auto-send email/SMS.

3.12. Google Workspace (Gmail API)
• Feature/Setting: Script trigger on Google Form submission to auto-send info packet as PDF attachment via Gmail.

3.13. Pipedrive
• Feature/Setting: Workflow Automation → Deal/Person added with filter → “Send Email” with document links.

3.14. Typeform
• Feature/Setting: “Connect to” feature → Direct response-based auto-email with document resources.

3.15. Marketo
• Feature/Setting: Smart Campaign → “Trigger: Fills Out Form” → “Send Email” with segmentation by program type.

3.16. WhatsApp Business API
• Feature/Setting: “Template Message” API call on webhook from lead action for instant info dispatch.

3.17. Drift
• Feature/Setting: Playbook automation → Auto-message with downloadable packet when qualifying question is answered.

3.18. Eloqua
• Feature/Setting: Program Canvas/Forms—triggered “Send Email” step with tracked attachment.

3.19. Klaviyo
• Feature/Setting: Flow trigger “Subscribed to list” → “Send Email/SMS” with dynamic tag-based content.

3.20. Zendesk
• Feature/Setting: Trigger automation—on ticket with tag “info_request”, auto-email info PDF/link using macros.

Benefits

4.1. Immediate response increases prospect engagement and trust.
4.2. Automation reduces manual tasks, freeing staff for higher-value activities.
4.3. Consistent messaging and documentation improve brand reputation and compliance.
4.4. Multi-channel approach meets the prospect on their preferred communication platform.
4.5. Full audit trail aids admissions tracking and reporting.