Purpose
1. Automate the entire online application workflow for computer training schools, removing manual form intake, initial validation, document collection, eligibility checks, auto-communications, payment links, and CRM lead entry.
2. Automating student onboarding ensures error-free, real-time data capture, accelerated responses, and seamless transfer into downstream processes for IT Training providers.
3. Allows for scalable, automatedly managed application review, reduces applicant drop-off, and increases enrollment conversion through system-guided steps and automated notifications.
Trigger Conditions
1. Student submits an application online via webform or portal.
2. Receipt of an email with application attachments.
3. New record in school CRM marked as "New Application".
4. Receipt of a webhook from an external lead generation site.
Platform Variants
1. Google Forms
- Feature: Form submission trigger; automates data capture via form responses sent to Sheets and triggers further flows.
2. JotForm
- Setting: Submission Webhook; automates sending application data on submission for downstream automating.
3. Typeform
- Feature: Webhook integration; automator pushes new applicant data to enrollment backend automatically.
4. Salesforce
- API: Create/Update Record (Leads); automates applicant creation, triggers onboarding workflow.
5. HubSpot
- API: Create Contact and Deal; automates lead capture and progress status for new students.
6. Zoho CRM
- Function: InsertRecords; automates application entry, triggers follow-ups.
7. Airtable
- API: Create Record in "Applications"; automates structured intake and eligibility cross-referencing.
8. Microsoft Forms
- Setting: Form Submission event triggers Power Automate for follow-up and entry.
9. Cognito Forms
- Webhook: SubmitData; automator posts submissions to backend system.
10. Gravity Forms
- Add-on: Webhooks; automates sending application payloads to workflows or CRMs.
11. DocuSign
- API: Envelope Sent event; automates request for digital signatures on mandatory documents.
12. Adobe Sign
- Feature: Completed Agreement webhook; automates signed application attachment to student record.
13. Slack
- Function: New message in #enrollments via workflow; automates team notification for new application.
14. Gmail
- Filter: New email with subject "Application"; automates parsing attachments and capturing details.
15. Outlook
- Rule: Application emails routed to folder triggers automated data extraction.
16. SendGrid
- API: Automated welcome email dispatch on application.
17. Twilio SMS
- Function: Automated SMS confirmation upon form completion.
18. Stripe
- API: Automated payment link creation and email to student during enrollment.
19. Calendly
- Webhook: Schedule interview or induction calls based on new application event.
20. Notion
- API: Automated applicant creation and status tracking with linked databases.
21. Freshdesk
- API: Create Ticket; automates support ticket for each new applicant statement or issue.
22. Trello
- API: New Card in "Student Pipeline" board for each application to automate task assignment.
23. Pipedrive
- API: Add Deal; automates applicant as a sales prospect for tracking and follow-up.
24. Monday.com
- API: Create Item on "Enrollments" board for workflow automation.
Benefits
1. Automates redundant data entry, saving administrative time and eliminating manual errors.
2. Automated notification and multi-channel applicant engagement improves response rates.
3. Automating eligibility checks and document collection accelerates application processing.
4. Automated payment integration streamlines fee collection and tracking.
5. Scaling automatable onboarding pipelines increases enrollment capacity with no extra staff.
6. Automated analytics from integrations inform and optimize recruitment strategy.
7. Full automation creates a seamless, efficient onboarding experience for both students and administration.
Student Onboarding & Enrollment