Deposit collection reminders

Purpose

1.1. Automate deposit collection reminders for hip hop dance class students and guardians, ensuring timely payment of deposits by sending automated notifications via multiple channels (SMS, email, WhatsApp, in-app, calls).
1.2. Automate repetitive billing reminders, minimizing manual intervention, and reducing missed payments for educational dance programs.
1.3. Provide traceable, auditable, and consistent payment reminder workflows for administrators to support upbringing of timely financial engagement in the educational ecosystem.

Trigger Conditions

2.1. Automate reminders when a student registers but their deposit has not been received within a configurable timeframe (e.g., 7 days).
2.2. Configure reminders to trigger periodically until payment confirmation (e.g., every 2 days).
2.3. Automatically update reminder status upon deposit receipt or manual override by administrators.
2.4. Trigger can also be registration form submission, billing system update, or CRM status.

Platform Variants

3.1. Twilio SMS
- Feature/Setting: Automate SMS reminders via Twilio Programmable Messaging API.
- Sample: Configure automated SMS with class/student placeholders, scheduled from deposit due date.

3.2. SendGrid
- Feature/Setting: Automate transactional email reminders with the SendGrid Mail Send API.
- Sample: Use dynamic templates, automate sending to contacts in payment pending list.

3.3. Mailgun
- Feature/Setting: Automate email reminders using Mailgun Messages API.
- Sample: Configure scheduled emails based on payment status events.

3.4. WhatsApp Business API
- Feature/Setting: Automate WhatsApp messages to pending payers via approved templates.
- Sample: Automate reminders after syncing billing data.

3.5. Slack
- Feature/Setting: Automated internal deposit reminders for staff via Slack messaging API.
- Sample: Notify class admins when student payment is pending or received.

3.6. Microsoft Teams
- Feature/Setting: Automate payment follow-up notifications to finance group channels using Bots.
- Sample: Syncs with billing sheet for deposit status.

3.7. Google Calendar
- Feature/Setting: Automate reminder event creation for upcoming deposit deadlines via Calendar API.
- Sample: Insert events with reminders linked to registration date.

3.8. Pabbly Connect
- Feature/Setting: Automate multi-channel reminders (email/SMS/WhatsApp) using payment status triggers.
- Sample: Connect to payment gateway and CRM.

3.9. Zapier
- Feature/Setting: Automate cross-platform reminders using "Delayed Actions" after registration.
- Sample: If no payment after x days, automate trigger to chosen communications tool.

3.10. Salesforce
- Feature/Setting: Automate workflow rules for deposit reminder tasks and notifications.
- Sample: Use Process Builder to send reminders based on lead status.

3.11. HubSpot
- Feature/Setting: Automate sequences for payment follow-ups using Workflows.
- Sample: Enroll student contact in automated reminder flow.

3.12. ActiveCampaign
- Feature/Setting: Automate email/sms reminder campaigns triggered by custom field (deposit pending).
- Sample: Use automations for recurring reminders.

3.13. Intercom
- Feature/Setting: Automate in-app or email message using Series automation for overdue deposits.
- Sample: Message triggers if payment mission not met after event.

3.14. Freshdesk
- Feature/Setting: Automate ticket creation for manual follow-up if no payment after automated reminders.
- Sample: Triggers based on API webhook response.

3.15. Google Sheets
- Feature/Setting: Automate trigger based on change detection (no deposit date), invoking further actions via Apps Script API.
- Sample: Cron runs check, automates next reminder.

3.16. Airtable
- Feature/Setting: Automate notification via Airtable automations tied to deposit field updates.
- Sample: When "Deposit Received" is empty after X days, trigger automated email row action.

3.17. Gmail
- Feature/Setting: Automate scheduled drafts or programmatic send via Gmail API.
- Sample: Script checks for outstanding payments, automates personalized email.

3.18. Outlook
- Feature/Setting: Automate reminders using Microsoft Flow integration with Outlook.
- Sample: Outlook sends recurring emails until deposit mark is cleared.

3.19. Telegram
- Feature/Setting: Automate bot/message reminders for group/class chats using Telegram Bot API.
- Sample: Scheduled reminders in class group.

3.20. Stripe
- Feature/Setting: Automate payment status monitoring, trigger reminders via Stripe webhooks.
- Sample: If "deposit" event not present, automate reminder workflow.

Benefits

4.1. Automation of reminders guarantees higher on-time deposit collections for dance classes.
4.2. Minimizes manual outreach and improves staff efficiency via automated messaging.
4.3. Automated tracking and logs ensure auditability and compliance.
4.4. Automation enables scalable, consistent billing communications, enabling focus on education quality.
4.5. Multi-channel automation (SMS, email, chat) increases payment completion rates and billing transparency.