Sending pre-orientation material

Purpose

1.1. Automate the delivery of pre-orientation material to accepted or enrolled students, ensuring timely, consistent, and personalized dissemination of vital resources prior to campus orientation.
1.2. Streamline student onboarding processes by automating initial contact, document dispatch, and data tracking for all new community college admits.
1.3. Automate reminders and follow-ups for students who have not accessed or engaged with material, improving engagement and readiness rates.

Trigger Conditions

2.1. Student record enters "Accepted" status within CRM or SIS.
2.2. Completion of online enrollment form or tuition deposit received.
2.3. Scheduled pre-orientation release date/time reached.
2.4. Manual batch trigger by admissions officer for grouped outreach.
2.5. API webhook reception from external enrollment platform.

Platform Variants

3.1. Salesforce
• Feature/Setting: Process Builder/Flow or API, trigger “Case Creation” to automate content email using Email Alerts and custom object mapping.

3.2. Microsoft Power Automate
• Feature/Setting: ‘When a record is updated’ (Dataverse) flow to automatedly send orientation packets using Outlook Send Email connector.

3.3. Google Workspace (Gmail, Drive, Sheets)
• Feature/Setting: Apps Script/Workflow to automate emails with pre-orientation documents linked from Google Drive when Sheets status column updates.

3.4. HubSpot
• Feature/Setting: Workflow automation on contact lifecycle changes; use Workflow → Send Email action for automating material distribution.

3.5. Ellucian Banner
• Feature/Setting: Integration API, automate batch communication assignment to queue pre-orientation messages via Banner Communication Management.

3.6. Workday Student
• Feature/Setting: Business Process → Student Onboarding Steps with automated notifications triggered by “Admission Complete”.

3.7. Twilio SMS
• Feature/Setting: SMS API to automate sending links to pre-orientation materials upon trigger in admissions tech stack.

3.8. SendGrid
• Feature/Setting: Dynamic Templates and API Email Send endpoint to automate customized batch email with document links.

3.9. Mailchimp
• Feature/Setting: Automations workflow, trigger on subscriber tag (e.g. “Admitted”) to send pre-orientation campaigns.

3.10. Slack
• Feature/Setting: Incoming Webhooks or Workflow Builder to notify staff channels or directly message students with orientation access.

3.11. Zoom
• Feature/Setting: Schedule API to automate webinar invites for live virtual orientation sessions, triggered by student enrollment action.

3.12. DocuSign
• Feature/Setting: REST API/Envelopes, send orientation materials for e-signature/acknowledgment if documents require intent tracking.

3.13. Canvas LMS
• Feature/Setting: API Enrollment and Announcements, automate course invite and resource posting for newly admitted students.

3.14. Blackboard
• Feature/Setting: SIS integration; automate creation of orientation course enrollments and resource rollout using Learn APIs.

3.15. Zoho CRM
• Feature/Setting: Workflow Rule, trigger automated email templates with pre-orientation attachments/links.

3.16. Zapier
• Feature/Setting: Multi-step Zaps, automate from accepted lead in SIS to Gmail, SMS, or Google Drive file share.

3.17. Adobe Sign
• Feature/Setting: Agreements API, send orientation documentation automatedly for digital consent completion.

3.18. DocuWare
• Feature/Setting: Workflow Designer, automates dispatch and tracking of orientation docs upon index field update.

3.19. Amazon SES
• Feature/Setting: SendRawEmail API, automate batch email to new students with onboarding resources.

3.20. SurveyMonkey
• Feature/Setting: Automated email collector to send pre-orientation surveys; links sent upon new record in CRM.

3.21. Freshdesk
• Feature/Setting: Automations → Ticket creation on admission, automate email with knowledge base links for orientation FAQs.

3.22. Typeform
• Feature/Setting: Integrates automatedly with email/SMS tools to send surveys or collect acknowledgment after document dispatch.

Benefits

4.1. Increases automation efficiency and reduces manual labor required for large cohorts.
4.2. Improves communication consistency, ensuring all students receive the same information.
4.3. Automates recordkeeping with engagement and delivery tracking.
4.4. Enables scalable growth for the admissions process by automating bulk tasks.
4.5. Reduces error rates and delays in material delivery, maximizing orientation readiness through automation.
4.6. Supports multi-channel outreach, increasing reach and engagement using diverse communication automators.
4.7. Frees staff for higher-value interactions by automating repetitive sending of orientation materials.