Automate reminders for incomplete registration documents

Purpose

1.1. Ensure every prospective and current aikido student completes all required registration documentation for compliance, insurance, and operational efficiency.
1.2. Eliminate manual follow-up, increase student onboarding velocity, and reduce administrative workload.
1.3. Systematically track document status, send tailored reminders via preferred communication channels, and record responses for audit and reporting.

Trigger Conditions

2.1. Student record marked as “incomplete registration” in the student information system.
2.2. Time elapsed since initial registration attempt (e.g., 24/48/72 hours).
2.3. Scheduled check (daily/weekly) finds outstanding documentation for any student.
2.4. Manual tag or flag by staff indicating missing or incorrect document.
2.5. Document uploaded, reminder stops automatically.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Use Messaging API; configure templates for SMS reminders; set recipient as student mobile number.
3.2. SendGrid
• Feature/Setting: Use Transactional Email API; create dynamic templates for document reminders; insert unique registration completion links.
3.3. Mailgun
• Feature/Setting: Send batch email reminders; set variables for personalization (student name/document).
3.4. Gmail API
• Feature/Setting: Automatically draft and send emails from aikido school address; use label to track reminder status.
3.5. Outlook Graph API
• Feature/Setting: Send reminders through official school Outlook accounts; categorize sent items for compliance.
3.6. Slack
• Feature/Setting: Post DM via Slack API to instructors/admin when students fail to complete forms; monitor via reactions.
3.7. Discord
• Feature/Setting: Use bot to message students or parents; channel selection based on student group.
3.8. WhatsApp Business API
• Feature/Setting: Send templated follow-ups; configure opt-in tracking for compliance.
3.9. Facebook Messenger Platform
• Feature/Setting: Use Messenger API for reminders to parent/student page; monitor read receipts.
3.10. Telegram Bot API
• Feature/Setting: Personal bot notifies individuals or group; inline links to upload portals.
3.11. HubSpot
• Feature/Setting: Workflow automation; trigger reminder emails and record engagement on student CRM file.
3.12. Salesforce
• Feature/Setting: Process Builder to automate reminders; update student record after action.
3.13. Zoho CRM
• Feature/Setting: Automated follow-up tasks and emails when registration is incomplete.
3.14. Pipedrive
• Feature/Setting: Workflow automations set to ping by email/SMS when registration marked “stalled.”
3.15. ActiveCampaign
• Feature/Setting: Automated sequence triggers when form status is incomplete; tracks opened/read status.
3.16. ClickSend
• Feature/Setting: Use SMS/Email API; configure rule for repeat reminders at set intervals.
3.17. Microsoft Teams
• Feature/Setting: Automated notice to a staff channel for escalation; adaptive cards for quick mark-as-complete.
3.18. Zendesk
• Feature/Setting: Create ticket/alert for incomplete documents; automated email reminders to students.
3.19. Monday.com
• Feature/Setting: Board automation to notify responsible staff; auto-generated email reminders to students.
3.20. Asana
• Feature/Setting: Auto-task generation for admin follow-up; integrates with email/SMS for reminders.
3.21. Airtable
• Feature/Setting: Automations for the “incomplete” view; triggers email or SMS with personalized info.
3.22. Google Sheets API
• Feature/Setting: Row triggers automate reminders via email/SMS when flagged.

Benefits

4.1. Reduces missed revenue due to incomplete onboarding.
4.2. Ensures legal and safety compliance.
4.3. Improves student experience with timely, relevant nudges.
4.4. Frees staff from repetitive admin work.
4.5. Real-time tracking allows proactivity and reporting for management.
4.6. Multi-channel support maximizes reach and response.