Automate collection of emergency contact information

Purpose

1.1. Automate collection of emergency contact information to ensure every enrolled student in the aikido school has up-to-date contacts for safety, rapid incident response, and regulatory compliance.
1.2. Centralize emergency contacts into a secure, accessible database for instructors, administrators, and designated emergency response personnel.
1.3. Enable periodic validation and updates with automated prompts to both students and guardians.
1.4. Reduce paperwork burden and eliminate manual data errors during onboarding or re-enrollment.

Trigger Conditions

2.1. New student registration form is submitted online or in person.
2.2. Existing student profile is updated.
2.3. Start of academic term or re-enrollment period.
2.4. Scheduled quarterly/annual verification campaigns.
2.5. Instructor initiates a request for missing or stale emergency contact data.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Use Twilio Messaging API to send students SMS reminders for emergency contact info; webhook endpoint to receive responses; sample: POST /Messages with template and student phone number.
3.2. SendGrid
• Feature/Setting: SendGrid Mail Send API to distribute onboarding emails with a secure data entry link; sample: POST /mail/send with dynamic fields.
3.3. Google Forms
• Feature/Setting: Create Forms API to generate forms; Auto-collect submissions; example: POST to /forms with emergency contact schema.
3.4. Typeform
• Feature/Setting: Embed Typeform web forms in onboarding process; retrieve responses via Responses API; example: GET /forms/{form_id}/responses.
3.5. Jotform
• Feature/Setting: Custom onboarding forms with conditional fields; collect responses via Webhooks; sample: POST webhook with form results.
3.6. DocuSign
• Feature/Setting: Send recipient-specific emergency contact forms requiring e-signature; fetch returned data via Envelopes API.
3.7. Salesforce
• Feature/Setting: Create custom object for Emergency Contacts; trigger record creation from email/online form; sample: REST API POST /services/data/vXX.0/sobjects.
3.8. HubSpot
• Feature/Setting: Custom property workflow collects and stores contacts; Automate data update reminder; sample: PATCH /crm/v3/objects/contacts/{contactId}.
3.9. AirTable
• Feature/Setting: Table for emergency contacts; REST API POST to add/modify records programmatically.
3.10. Monday.com
• Feature/Setting: Create board for student data; automation recipes send reminders and collect responses; sample: POST /v2/items.
3.11. Zoho CRM
• Feature/Setting: Use web forms to capture data and auto-link to student record; sample: POST /crm/v2/Contacts.
3.12. Microsoft Forms
• Feature/Setting: Generate secure, shareable forms; responses pushed to Excel or Power Automate; sample: POST /beta/me/forms/{id}/responses.
3.13. Cognito Forms
• Feature/Setting: Custom fields and validation rules triggered during onboarding; webhook integration to export responses.
3.14. Slack
• Feature/Setting: Use Workflow Builder to prompt instructors in a channel and collect responses via Slack forms or buttons.
3.15. Trello
• Feature/Setting: Use automation rules to assign card checklists for missing contact data; update via Card Custom Fields API.
3.16. Notion
• Feature/Setting: Set up student database; Notion API to create/update contact pages; example: PATCH /v1/pages.
3.17. Mailchimp
• Feature/Setting: Automate batch email campaigns prompting for data update; collect response via embedded form.
3.18. ActiveCampaign
• Feature/Setting: Automated marketing sequence with conditional actions for non-responders; update contacts via POST /api/3/contacts.
3.19. Pipedrive
• Feature/Setting: Smart Docs to request and store emergency contacts; GET/POST to Persons endpoint for updating info.
3.20. Formstack
• Feature/Setting: Drag-and-drop forms; workflow automation for approvals; use REST API POST /api/v2/form/{id}/submission.
3.21. SurveyMonkey
• Feature/Setting: Template surveys for emergency collection; real-time response retrieval via GET /v3/surveys/{id}/responses.
3.22. Gravity Forms (WordPress)
• Feature/Setting: Conditional logic for students/guardians; webhook integration for processing submissions automatically.

Benefits

4.1. Immediate, reliable access to up-to-date emergency information for all students.
4.2. Significantly reduced staff effort on repetitive, error-prone manual data entry.
4.3. Seamless integration into onboarding, term renewals, and compliance checks.
4.4. Automation ensures no student profile is incomplete prior to class participation.
4.5. Multi-channel communication improves completion rates and data accuracy.