Automate new student registration and welcome emails

Purpose

1.1. Enable automated onboarding for new Aikido school students by registering their details, assigning access to school resources, triggering a customized welcome email, and updating admin dashboards for efficient management.
1.2. Reduce manual data entry, minimize errors, streamline the student onboarding workflow, and deliver an engaging, immediate first communication for retention and professionalism.

Trigger Conditions

2.1. New student submits registration via website form, mobile app, or in-person tablet.
2.2. Receipt of a new contact in student CRM or an entry in admissions Google Sheet.
2.3. API call signifying successful registration from third-party systems.

Platform Variants

3.1. Google Forms
• Feature: Form Submission Trigger — Use Apps Script webhook to capture each submission and launch automation.
3.2. Microsoft Forms
• Feature: "When a new response is submitted" trigger in Microsoft Power Automate.
3.3. Typeform
• Setting: Webhook on form completion (Configure ‘Webhooks’ in Typeform’s Connect panel).
3.4. JotForm
• Feature: POST submission data using JotForm Webhook integration endpoint.
3.5. Gravity Forms (WordPress)
• Feature: ‘gform_after_submission’ PHP action hook for backend automation triggers.
3.6. HubSpot CRM
• API: "Create Contact" endpoint; automate when a new contact is created with student tag.
3.7. Mailchimp
• API: Add Subscriber endpoint, trigger "Welcome" journey in Customer Journeys.
3.8. ActiveCampaign
• API: "POST /api/3/contacts" and trigger automation via List Add.
3.9. Salesforce
• API: "Create Lead" or "Create Contact" in Student object; Process Builder to trigger flows.
3.10. Airtable
• API: "Create Record" in registrations base, use Airtable Automations to trigger welcome.
3.11. Zoho CRM
• API: "Leads" or "Contacts" creation triggers Zoho Flow for email sequence.
3.12. Pipedrive
• API: "POST /persons" — On new person, trigger workflow automation to send welcome email.
3.13. Trello
• Feature: Card creation in "New Students" list triggers Butler automation for notifications.
3.14. Notion
• API: New database entry for "Students"; use Notion API webhook for further processing.
3.15. SendGrid
• API: "Send Email" — configure transactional email template and send using “mail/send” endpoint.
3.16. Amazon SES
• API: SendEmail operation for customizable onboarding sequence.
3.17. Twilio SendGrid
• Feature: “Marketing Campaigns” automation for event-based welcome messages, set up via API.
3.18. Slack
• Feature: Incoming Webhook for admin notifications on new registration; set up via Slack API.
3.19. Microsoft Teams
• Feature: Incoming Webhook to send admin notification card using MS Graph API.
3.20. Calendly
• API: “Webhooks” to notify when a student schedules an intro class; trigger flow for onboarding instructions.

Benefits

4.1. Eliminates manual onboarding, cuts time spent per registration by >90%.
4.2. Ensures instant, consistent communication to every new student.
4.3. Reduces administrative workload and human error.
4.4. Centralizes student data and simplifies reporting.
4.5. Enhances new student experience, retention, and professional image.