Automating Enrollment Opportunities

Automating enrollment opportunities in Enrollio helps you streamline repetitive tasks and focus on what matters most — growing your childcare business. With Enrollio's automation builder, you can create powerful automations that handle follow-ups, update enrollment statuses, and keep your team in sync.

Step 1: Identify Repetitive Tasks

Start by listing tasks in your enrollment process that you do over and over. Common examples include:

  • Sending follow-up emails or texts to prospective families
  • Assigning tour requests to specific staff members
  • Scheduling tours or enrollment appointments
  • Updating enrollment opportunity statuses
  • Moving families through your enrollment pipeline

These repetitive tasks are perfect candidates for automation.

Step 2: Create Your Automation

Navigate to the Automations section in your Enrollio dashboard. Click Create Automation to open the automation builder. Give your automation a clear, descriptive name like "New Tour Request Follow-Up" or "Move to Enrolled Status."

[SCREENSHOT: Enrollio dashboard showing the Automations section with the Create Automation button highlighted]

Step 3: Choose Your Trigger

Every automation starts with a trigger — the event that kicks off the automation. For enrollment opportunities, you have several trigger options:

Enrollment Opportunity Triggers

1. Enrollment Opportunity Created
Triggers when a new enrollment opportunity is created. You can filter based on any standard or custom field, such as program type, age group, or start date preference.

2. Enrollment Opportunity Status Changed
Triggers when an opportunity's status is updated (like moving from "Interested" to "Tour Scheduled"). Filter by any field linked to the opportunity to make this trigger more specific.

3. Pipeline Stage Changed
Triggers when a family moves to a different stage in your enrollment pipeline (for example, from "Initial Inquiry" to "Application Submitted"). You can add filters based on opportunity fields to target specific scenarios.

4. Stale Opportunities
Triggers when an enrollment opportunity hasn't been updated in a specified number of days. This is perfect for re-engaging families who may have gone quiet. You can filter by standard and custom fields to target specific types of stale opportunities.

[SCREENSHOT: Automation builder showing the trigger selection dropdown with enrollment opportunity triggers listed]

Step 4: Add Actions to Your Automation

Once you've set your trigger, add the actions that should happen automatically. Here are the key actions for enrollment opportunities:

Key Automation Actions

Create Enrollment Opportunity
Automatically creates a new enrollment opportunity for a family. You can set values for the enrollment pipeline, pipeline stage, opportunity name, source, status, and custom fields.

Remove Enrollment Opportunity
Removes an opportunity from a specific enrollment pipeline when certain conditions are met.

IF/ELSE Branching
Split your automation into different paths based on conditions. For example, send different follow-up messages based on the program a family is interested in. You can use any standard or custom opportunity field in your conditions — just make sure your automation uses an enrollment opportunity trigger.

[SCREENSHOT: Automation builder showing an IF/ELSE action with opportunity field conditions]
Pro Tip: Combine opportunity actions with communication actions. For example, when an opportunity moves to "Tour Completed," automatically send a follow-up text and create a task for your enrollment coordinator to send the application link.

Step 5: Test Your Automation

Before activating your automation, test it thoroughly. Create a test enrollment opportunity and watch the automation run. Verify that:

  • The trigger fires at the right time
  • All actions execute in the correct order
  • Messages and updates contain the right information
  • Conditions and filters work as expected

Ask team members to review the automation and provide feedback. Make adjustments based on what you learn from testing.

Step 6: Activate and Monitor

Once you're confident your automation works correctly, activate it. Enrollio will now handle those repetitive tasks automatically, freeing up your time to focus on families and your childcare program.

Check in on your automation periodically to ensure it's performing well. You can always make adjustments as your enrollment process evolves.

Pro Tip: Start simple. Create one automation for your most time-consuming task, get it working smoothly, then build more. This approach helps you learn the system without overwhelming your team.

Next Steps

Ready to dive deeper? Check out these related articles:

  • Enrollment Opportunity Triggers (detailed guide)
  • Enrollment Opportunity Actions (complete reference)
  • Setting Up Your Enrollment Pipeline
  • Using Multiple Opportunities for One Family