Automate application data collection

Purpose

1.1. Automate the collection of application data from prospective residents to streamline, centralize, and standardize onboarding for campus residences.
1.2. Automates validation of applicant info, document uploads, background checks, digital signatures, communication, and routing to relevant campus entities.
1.3. Automate syncing with student management, CRM, notification and payment platforms for a seamless, data-driven onboarding journey.

Trigger Conditions

2.1. Submission of online housing application form by a student.
2.2. Receipt of external application via email, web portal, or third-party recruitment platform.
2.3. Trigger by file upload (ID or proof of residence) in document management system.
2.4. API webhook from student portal indicating application initiation.

Platform Variants

3.1. Google Forms
• Feature/Setting: Automate data export to Google Sheets using "Form Submit" trigger and Google Sheets API.
3.2. Microsoft Forms
• Feature/Setting: Automates responses to Excel via "When a new response is submitted" Microsoft Power Automate connector.
3.3. Jotform
• Feature/Setting: Automator “Webhooks Integration” — route application data on submit to endpoint.
3.4. Typeform
• Feature/Setting: Automate form response export using “Responses API”.
3.5. Cognito Forms
• Feature/Setting: Automatable "Form Submitted" event; send payload to workflow HTTP endpoint.
3.6. DocuSign
• Feature/Setting: Automate envelope completion via "Envelope Completed" webhook to collect e-signature data.
3.7. Adobe Sign
• Feature/Setting: Use "Agreement Signed" webhook for automated onboarding status update.
3.8. HubSpot CRM
• Feature/Setting: Automate contact creation/update using "Forms API" or "Contacts API".
3.9. Salesforce
• Feature/Setting: Use REST API to automate Lead or Contact record creation from collected application data.
3.10. Zoho CRM
• Feature/Setting: Automate new applicant record with "Leads API" triggered by form submission.
3.11. Slack
• Feature/Setting: Automates notification to onboarding team channel using "Incoming Webhooks API".
3.12. Trello
• Feature/Setting: Boards/cards automatedly created with "Create Card" API on each new application.
3.13. Airtable
• Feature/Setting: Automate record creation with "Airtable API" when student submits application.
3.14. Mailchimp
• Feature/Setting: Automates newsletter opt-in using "Add Subscriber" API based on application consent.
3.15. Twilio SMS
• Feature/Setting: Automated SMS sent with "Messages API" on application submission.
3.16. SendGrid
• Feature/Setting: Automate email notifications using "Send Email" API to confirm receipt of application.
3.17. Docparser
• Feature/Setting: Automates parsing of uploaded documents via "Parse Document API" to extract data fields.
3.18. Dropbox
• Feature/Setting: Automate storage of documents using "Files Upload API" when applicant uploads.
3.19. Box
• Feature/Setting: File uploads automatedly saved and shared using "Upload File API".
3.20. Monday.com
• Feature/Setting: Automate item creation on applicant board using "Create Item" API for tracking.

Benefits

4.1. Eliminates manual data entry, reducing errors and saving time through automated processes.
4.2. Ensures all application data is consistently validated and securely stored using automation tools.
4.3. Automates follow-up communications, reminders, and verification requests for applicants.
4.4. Scales onboarding for large volumes effortlessly by automating workflows across connected platforms.
4.5. Improves applicant experience through automated, timely responses and transparent status updates.