Automatic generation of admission decision emails

Purpose

1.1. Automates the creation and dispatch of customized admission decision emails to applicants in Parochial School admissions workflows.
1.2. Automates timely communication of acceptance, waitlist, or rejection, reducing manual workload and human error.
1.3. Automates integration of decision outcomes, applicant data, attachments, and next-step instructions into the emails.
1.4. Automates updating of school CRMs or SIS with sent status and logs for compliance and tracking.
1.5. Automates escalation if emails bounce or fail, ensuring no applicant is left unanswered.

Trigger Conditions

2.1. Admission decision status changes in SIS/CRM to "Accepted", "Rejected", or "Waitlisted".
2.2. Manual trigger by admissions officer confirming batch review completion.
2.3. Completion of required documents or final interview status update.
2.4. Time-triggered batch automation (e.g., every Friday at 5pm).
2.5. API webhook call indicating application review finalized.

Platform Variants

3.1. Microsoft Outlook (Graph API - SendMail):
- Feature/Setting: Automates email sending via preapproved templates using /v1.0/me/sendMail endpoint; configure template IDs and recipient merge fields.
3.2. Gmail (Gmail API - Users.messages.send):
- Feature/Setting: Automates sending personalized messages with base64-encoded MIME via the send endpoint; assign dynamic parameters from admission results.
3.3. SendGrid (Mail Send API):
- Feature/Setting: Automator triggers transactional template with variables; configure dynamic template data, sender details, and BCC for recordkeeping.
3.4. Mailgun (Messages API):
- Feature/Setting: Automatedly send batch emails via /messages endpoint; insert subject, HTML content, and recipient variables for mail merge.
3.5. Amazon SES (SendEmail API):
- Feature/Setting: Automates bulk personalized admissions emails with template engine; configure templateData JSON and bounce notifications.
3.6. Zoho Mail (SendMail API):
- Feature/Setting: Uses template ID and merge variables to automate sending notification emails based on applicant status.
3.7. HubSpot (Single Send API):
- Feature/Setting: Automates single send transactional emails, referencing contact properties dynamically from applicant database.
3.8. Salesforce (Messaging.sendEmail API):
- Feature/Setting: Automates triggered emails from process builder, utilizing email templates and applicant custom objects.
3.9. Freshdesk (Dispatch’r Email API):
- Feature/Setting: Automates status-based emails, using applicant profile fields for decision messaging; set triggers on ticket status/value.
3.10. Postmark (Email API):
- Feature/Setting: Send automated messaging for each decision type using server templates and metadata attached for audit.
3.11. Mandrill (Send API):
- Feature/Setting: Automates templated email batch for large applicant numbers; utilizes merge_vars based on CRM export.
3.12. ActiveCampaign (Transactional Email API):
- Feature/Setting: Assign automated campaigns to trigger on admission status change; maps contact fields and personalized messaging.
3.13. Brevo (Transactional Email API):
- Feature/Setting: Automatedly triggers scenario-based workflows and template injection based on webhook calls.
3.14. Mailjet (Send API):
- Feature/Setting: Automates message sending per-admission-status, references template IDs, and maps applicant field variables.
3.15. Intercom (Messages API):
- Feature/Setting: Automates event-triggered communication to contacts, using custom attributes for applicant name and outcome.
3.16. Slack (Webhook notification for staff):
- Feature/Setting: Automator notifies admissions officers via automated Slack webhook when email dispatch completes/fails.
3.17. Twilio SendGrid (Inbound Parse Webhook):
- Feature/Setting: Automates parsing replies, flagging when applicants respond to admission emails and updates CRM.
3.18. IBM Watson Campaign (APIs):
- Feature/Setting: Automates decision-based campaign execution, dynamically generating content per applicant record.
3.19. Oracle Eloqua (REST API - Email Sending):
- Feature/Setting: Triggers automated emails from application workflow and tracks engagement events post-delivery.
3.20. SAP Marketing Cloud (API):
- Feature/Setting: Automates triggered message using decision outcome as event source and applicant contact list for targeting.

Benefits

4.1. Automates repetitive tasks and reduces manual labor for admissions teams.
4.2. Automates timely, error-free communication with all applicants, ensuring clarity and compliance.
4.3. Automatedly logs, tracks, and escalates failed delivery for audit and operational transparency.
4.4. Automates seamless updates to CRM/SIS, improving applicant experience and data quality.
4.5. Automating ensures scalable, consistent outreach as application volume grows.