Automated survey distribution and feedback collection

Purpose

1.1. Deliver automated surveys to parents or guardians after a child attends an after-school program session, workshop, or semester.
1.2. Collect structured feedback to gauge satisfaction, suggest improvements, confirm child well-being, and ensure regulatory compliance.
1.3. Centralize parent input for better communication, quicker response to concerns, more tailored programming, and elevated engagement.

Trigger Conditions

2.1. Child check-out recorded in attendance system.
2.2. End of program week or semester.
2.3. Completion of special events or field trips.
2.4. Manual initiation by program staff for special feedback.
2.5. Receipt of positive/negative incident reports.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: "Programmable Messaging API" — configure automated SMS sends using parent phone numbers after attendance is marked.
3.2. SendGrid
• Feature/Setting: "Transactional Email API" — trigger HTML survey emails with unique links after session ends.
3.3. SurveyMonkey
• Feature/Setting: "Collect Responses API" — auto-generate and distribute survey URL by email or SMS.
3.4. Slack
• Feature/Setting: "chat.postMessage" — send parent survey reminders to child’s family communication channel.
3.5. Microsoft Teams
• Feature/Setting: "Outgoing Webhooks" — notify parents in Teams group chat and deliver survey link.
3.6. Google Forms
• Feature/Setting: "FormResponse.create" — programmatically distribute form links and auto-collect responses.
3.7. Typeform
• Feature/Setting: "Responses API" — initiate surveys and gather structured data, accessible via webhook.
3.8. HubSpot
• Feature/Setting: "Workflows" and "Surveys API" — dispatch parent surveys post-event, log feedback to CRM record.
3.9. Salesforce
• Feature/Setting: "Process Builder" + "Surveys API" — auto-send parent survey emails, record responses in contact field.
3.10. Mailchimp
• Feature/Setting: "Transactional Email API" — segment parent list and auto-email surveys for targeted follow-up.
3.11. Zoho Survey
• Feature/Setting: "Survey Distribute API" — send unique survey invitations based on events in child profile.
3.12. ActiveCampaign
• Feature/Setting: "Automations" — build automated workflows sending feedback requests post-program.
3.13. WhatsApp Business via Twilio API
• Feature/Setting: "Messages API" — deploy parent feedback forms via WhatsApp after program end.
3.14. Facebook Messenger
• Feature/Setting: "Send API" — distribute surveys as Messenger chat links following session close.
3.15. Microsoft Outlook
• Feature/Setting: "SMTP Send Email" — auto-generate and email survey invitations from staff account.
3.16. Google Workspace (Gmail)
• Feature/Setting: "Gmail API" — script personalized survey email dispatch on attendance event.
3.17. Airtable
• Feature/Setting: "Automations" + "Form Links" — send Airtable feedback forms based on record trigger.
3.18. Formstack
• Feature/Setting: "Webhooks" — integrate form delivery and response capture when new attendance entered.
3.19. Monday.com
• Feature/Setting: "Automations" — fire survey workflow for each new week completed.
3.20. Jotform
• Feature/Setting: "Email Invitations API" — send out feedback forms tied to specific after-school program events.

Benefits

4.1. Reduces manual outreach, guaranteeing every parent receives and can complete feedback.
4.2. Ensures all responses are time-stamped, associated with correct session/event, and centralized for review.
4.3. Enables data-driven improvements through rapid aggregation of structured parent input.
4.4. Boosts parent engagement and trust via prompt, consistent communication.
4.5. Supports regulatory compliance and program quality reporting with transparent parent feedback loops.