Automated course enrollment confirmations

Purpose

1.1. Automate the process of sending course enrollment confirmations to students in residential colleges, reducing manual work for administrative staff and ensuring immediate, accurate notifications.
1.2. The automation system validates course enrollments, triggers customized confirmation messages, updates student information systems, logs all communications, and enables error monitoring for failed deliveries.
1.3. It supports multi-channel delivery (email, SMS, in-app, WhatsApp), ensuring students in various campus residences get confirmation notifications aligned with compliance and privacy requirements.

Trigger Conditions

2.1. Student completes course enrollment via university portal or SIS.
2.2. SIS API receives new enrollment event or record creation.
2.3. Batch enrollments uploaded by staff for block registrations in campus residence cohorts.
2.4. Student updates desired course selection within a defined add/drop period.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Automate sending SMS confirmations via API.
• Configuration: Use `POST /Messages` with dynamic phone numbers and templated confirmation texts.

3.2. SendGrid
• Feature/Setting: Automates transactional email delivery.
• Configuration: Configure `Mail Send API`; use dynamic fields for student name, enrollment details.

3.3. Slack
• Feature/Setting: Automate student/parent notifications in Slack channels.
• Configuration: Use `chat.postMessage` API, map channel or DM based on student info.

3.4. Microsoft Teams
• Feature/Setting: Automatable message posts for staff confirmation in Teams.
• Configuration: Use `Microsoft Graph API /teams/sendActivityNotification`.

3.5. Salesforce
• Feature/Setting: Automate record updates and trigger email/SMS through process builder and flows.
• Configuration: Map SIS webhook to trigger Salesforce Flow, which sends notification.

3.6. Zapier
• Feature/Setting: Automates cross-app actions upon enrollment detection.
• Configuration: Set up Zap with SIS webhook as trigger, SendGrid or SMS as actions.

3.7. Google Workspace (Gmail)
• Feature/Setting: Automate sending personalized emails via Apps Script.
• Configuration: Deploy a trigger on new rows in Google Sheets for course enrollments.

3.8. HubSpot
• Feature/Setting: Automate email workflows for students.
• Configuration: Use Workflow automation tied to enrollment form submissions.

3.9. WhatsApp Business API
• Feature/Setting: Automates WhatsApp enrollment confirmation messages.
• Configuration: Template messages with variables via API call.

3.10. Mailgun
• Feature/Setting: Automates sending email batch confirmations.
• Configuration: Use `messages/send` API, set recipient and template parameters.

3.11. Notion
• Feature/Setting: Automating logs of sent confirmations.
• Configuration: Use Notion API to append confirmation log to student database.

3.12. Airtable
• Feature/Setting: Automate updates to student records upon confirmation sent.
• Configuration: Use Airtable Automations for tracking confirmation status.

3.13. Pipedrive
• Feature/Setting: Automates follow-up sequences for non-responding students.
• Configuration: Trigger activity creation for staff review on undelivered confirmations.

3.14. Freshdesk
• Feature/Setting: Ticket automation if confirmation delivery fails.
• Configuration: Use Ticket API to open case on error event.

3.15. Intercom
• Feature/Setting: Automating chat notifications to student mobile apps/web.
• Configuration: Use Intercom API to push event-based messages.

3.16. ActiveCampaign
• Feature/Setting: Automates sequence-based confirmation and reminders.
• Configuration: Add to automated campaign upon enrollment webhook trigger.

3.17. BambooHR
• Feature/Setting: Automate enrollment confirmation for staff/resident mentors.
• Configuration: BambooHR Webhooks post to notification API.

3.18. AWS SES
• Feature/Setting: Automate large-scale confirmation email batches.
• Configuration: Use SES SMTP interface or API, with templates and personalization.

3.19. Facebook Messenger API
• Feature/Setting: Automates Messenger enrollment confirmations.
• Configuration: Send message template via Send API.

3.20. OneSignal
• Feature/Setting: Automate push notification confirmations in mobile campus apps.
• Configuration: Use OneSignal REST API and dynamic tags per user.

Benefits

4.1. Automatedly reduces manual staff workload and lowers error risks.
4.2. Automates real-time delivery so students immediately confirm their enrollments.
4.3. Automator increases transparency via system-logged confirmations and auditability.
4.4. Automating multi-channel notifications supports greater student engagement and satisfaction.
4.5. Automation ensures scale for large campus residencies without operational delays.
4.6. Automate compliance with data retention and privacy demands for higher education.