Automatic email notifications for application status updates

Purpose

1.1 Automatically notify applicants of their acupuncture school application status, increasing transparency, reducing manual work, improving candidate experience, and ensuring prompt communication across all stages (submission, review, interview, acceptance, waitlist, rejection).
1.2 Facilitate timely updates to applicants, align administrative workflows, minimize errors or missed notifications, and centralize all status-related communications for audit trail and compliance.
1.3 Reduce administrative overhead, maintain consistent messaging, support custom templates per stage, and integrate seamlessly with existing admissions systems.

Trigger Conditions

2.1 Applicant submits a new application via web portal or system.
2.2 Admissions team updates status (e.g., under review, interview scheduled, accepted, waitlisted, rejected).
2.3 System receives webhook or status change event from CRM or Student Information System (SIS).
2.4 Scheduled batch processing for unnotified application status changes.
2.5 Manual overrides or admin-triggered resend for corrections.

Platform Variants

3.1 Microsoft Outlook
• API: Microsoft Graph – /sendMail endpoint.
• Configuration: Register Azure AD application, obtain user delegated permissions, template with merge fields for applicant name/status.

3.2 Google Workspace (Gmail)
• API: Gmail API – Users.messages.send method.
• Configuration: OAuth2 client, setup admin token, design draft with variables in Google Docs for bulk send.

3.3 SendGrid
• Feature: Dynamic Templates with Send Email API (v3/mail/send).
• Configuration: API key, map application data to template variables.

3.4 Amazon SES
• API: SendEmail or SendTemplatedEmail.
• Configuration: Verified domains, template creation with status placeholders, IAM permissions.

3.5 Mailgun
• Endpoint: /messages
• Configuration: Custom templates using stored variables, use webhook for status change triggers.

3.6 HubSpot
• Feature: Workflows with "Send email" action.
• Configuration: Trigger on contact property change (Application Status), use email templates.

3.7 Salesforce
• API: Process Builder or Flow Builder – Send Email Action.
• Configuration: Trigger on object status update, integrate with Email Alerts.

3.8 Zoho CRM
• Feature: Workflow Rule with Email Notification.
• Configuration: Rule triggers on Lead/Contact status field change, associated email template.

3.9 Slack
• API: chat.postMessage (for internal admin notifications of email sent).
• Configuration: OAuth app, status change event triggers, post message to channel.

3.10 Twilio SendGrid
• API: /mail/send endpoint with dynamic data.
• Configuration: Store applicant status, trigger send upon update.

3.11 Freshdesk
• Feature: Automated email notifications via Ticket Status updates.
• Configuration: Set up automations for applicant tickets tied to application status.

3.12 Oracle Eloqua
• Feature: Program Canvas – Send Email step.
• Configuration: Entry triggered on data update, use conditional routing for statuses.

3.13 ActiveCampaign
• Feature: Automation with "Send Email" action.
• Configuration: Trigger on custom field update, use personalization tags.

3.14 Intercom
• API: Conversations and automated messages.
• Configuration: Trigger outbound message upon tag or attribute change for lead/applicant.

3.15 Pipedrive
• Feature: Workflow Automation – Send Email action.
• Configuration: Deal status update triggers, mapped email templates.

3.16 Monday.com
• Feature: Automations – "When status changes, send email".
• Configuration: Board column for applicant status, email integration.

3.17 Notion
• API: External automation tool listening to database status field, triggering external email send.
• Configuration: Integration with mass email provider via API on row status change.

3.18 Airtable
• Feature: Automations – Send email.
• Configuration: Status field update in base triggers email template to applicant's email.

3.19 Workato
• Feature: Workflow automation steps for email integrations.
• Configuration: Multi-platform connectors, use recipe to send emails on status change.

3.20 Jotform
• Feature: Autoresponder email.
• Configuration: Form submission status endpoint, use conditional logic for custom status replies.

Benefits

4.1 Eliminates manual effort and delays in applicant communication.
4.2 Reduces administrative errors and ensures consistency in status updates.
4.3 Offers auditability and clear tracking of communications to applicants.
4.4 Enhances applicant satisfaction by providing timely notifications.
4.5 Supports scalability as application volume grows in the acupuncture school context.