Student Enrollment & AdmissionsPurpose
1.2. Increase document submission rates, reduce manual follow-ups, and maintain compliance with regulatory requirements.
1.3. Identify missing or incomplete documents across various stages of student enrollment and trigger notifications to relevant parties.
Trigger Conditions
2.2. Specific deadline for each required document.
2.3. Submission of some but not all necessary documents.
2.4. Admin manually flags an application as incomplete.
2.5. System scan at scheduled intervals identifies pending documents.
Platform Variants
3.1. Twilio SMS
• Feature/Setting: Programmable SMS API; configure trigger to send text reminders to student’s phone number.
• Sample: Webhook integration with SMS body: “Reminder: Please upload your [missing document]."
3.2. SendGrid
• Feature/Setting: Transactional Email API; automate email notifications for pending or missing documents.
• Sample: API endpoint – /mail/send with dynamic template data fields.
3.3. Slack
• Feature/Setting: Incoming Webhooks or Bot messages to internal channels or direct admin reminders.
• Sample: Send POST to Slack webhook URL with JSON payload of missing student docs.
3.4. Microsoft Teams
• Feature/Setting: Teams Connector or Bot to post reminders in admission-specific channels.
• Sample: Send notification via Teams Bot mentioning student details and docs.
3.5. WhatsApp Business API
• Feature/Setting: Send templated message to candidate using pre-approved WhatsApp notification.
• Sample: Message template ID usage with variables for missing doc type.
3.6. Gmail API
• Feature/Setting: Automated personal reminder emails; utilize Gmail’s send endpoint.
• Sample: POST to /gmail/v1/users/me/messages/send with student info.
3.7. Outlook API
• Feature/Setting: Microsoft Graph sendMail function for reminders from official admission address.
• Sample: Use /me/sendMail with dynamic document list attachment.
3.8. Salesforce
• Feature/Setting: Workflow Rule with email alert; set criteria based on document-related custom fields.
• Sample: Trigger field update on missing docs to send automated email.
3.9. HubSpot
• Feature/Setting: Workflow Automation; enroll contact when document property not complete.
• Sample: Email workflow with “If doc status is incomplete, send reminder.”
3.10. Zoho CRM
• Feature/Setting: Workflow Alerts, SMS or tasks with Blueprint transitions on incomplete submissions.
• Sample: Conditional workflow for “Document Status” triggering reminders.
3.11. Monday.com
• Feature/Setting: Automation Recipe on item status (“Missing Doc” triggers notification/email/Slack).
• Sample: “When column changes to ‘Missing’, notify person.”
3.12. Asana
• Feature/Setting: Rules; incomplete task for document uploads auto-reminds assigned user.
• Sample: Rule: “If document task incomplete after X days, send message.”
3.13. Trello
• Feature/Setting: Butler Automation; card moves to “Missing Docs” list triggers reminder.
• Sample: Card action-based email or Slack reminder.
3.14. Google Calendar
• Feature/Setting: Event reminders for submission deadlines auto-email or notify student.
• Sample: Create event with “Document Submission” and auto-add email reminder.
3.15. Freshdesk
• Feature/Setting: Automated ticket for missing docs, with follow-up sequence via email.
• Sample: Ticket automation for document-type with reminder template.
3.16. Zendesk
• Feature/Setting: Trigger-based email; ticket tags “missing_docs” auto send.
• Sample: Use trigger to email student when ticket label is added.
3.17. Mailchimp
• Feature/Setting: Automated campaign for follow-up based on missing document segment.
• Sample: Segment by custom field and schedule email doc reminder.
3.18. ActiveCampaign
• Feature/Setting: Automation workflow to email/SMS student if document upload tag is missing.
• Sample: “If tag ‘doc_uploaded’ not added, send reminder.”
3.19. Intercom
• Feature/Setting: In-app or email automation targeting users with incomplete forms.
• Sample: Auto message trigger if document field is empty.
3.20. Pipedrive
• Feature/Setting: Workflow automation for deal stage “Documents Pending”; send personalized reminders.
• Sample: Automatic activity/task with reminder email.
3.21. Notion
• Feature/Setting: Database property check with reminder integration (API or linked calendar).
• Sample: “If ‘Status’ is ‘Missing’, schedule email notification.”
3.22. Google Sheets
• Feature/Setting: Script or add-on triggers reminder if document status column is incomplete.
• Sample: Daily onEdit trigger checks “Doc Status” and auto sends email.
Benefits
4.2. Improves compliance and audit readiness for apprenticeship records.
4.3. Enhances applicant experience with proactive, timely communication.
4.4. Decreases application processing time, accelerating enrollment.
4.5. Enables multichannel communication—SMS, email, messaging apps—for maximum outreach.