Below are the main categories and specific settings available in Enrollio to help you create effective automated workflows for your dance studio.
These settings help you schedule and time your messages to ensure your students and their parents receive information when it matters most.
Time Window:
You can choose between "Any Time" or "Specific Time".
How Specific Time Works:
If the time window is set to "Specific Time," messages—like class reminders, recital invitations, or special promotions—will only be sent during the designated hours (for instance, when parents are most likely available to check their emails).
Usage Cases for Time Window Setting:
Class Promotions: Send promotional emails during peak engagement hours when parents are likely making decisions about enrollments.
Weekly Updates: Schedule regular class updates or studio newsletters to ensure consistency throughout the week.
Event Reminders: For time-sensitive events such as recital rehearsals or dance competitions, ensure messages reach your audience at the ideal moment.
Frequently Asked Questions for Time Window Setting:
What happens if a message is scheduled outside the set Time Window?
It will wait and be sent at the start of the next available time window.
Can I set different Time Windows for different days?
Currently, the Time Window applies uniformly to all days of the week.
Is the Time Window based on my studio’s timezone or the recipient's?
It depends on your selection in Enrollio’s Workflow Settings: Account Timezone or Contact Timezone.
Timezone:
Account Timezone:
Ideal if your studio operates from one location.
All messages (e.g., class announcements or event reminders) will align with your studio’s local hours.
Contact Timezone:
Useful when managing a diverse audience spread across different regions.
Ensures that communications—like holiday class schedules or special offers—are sent according to each family’s local time.
Usage Cases for Timezone Settings:
Account Timezone:
Perfect for a local studio ensuring all communications match your studio’s operating hours.
Great for reminders about in-person rehearsals or parent meetings.
Contact Timezone:
Best for virtual classes or if your families are located in multiple time zones, ensuring messages are received at the proper time.
Frequently Asked Questions for Timezone Setting:
If a contact has no specified timezone, which one is used?
The system defaults to your Account Timezone.
What if I change my Account Timezone while a workflow is running?
Changes affect only new workflow entries; contacts already in a workflow continue using the previous settings.
Can I set different time zones for individual steps?
No, the Timezone setting applies to the entire workflow.
Sender Email:
Specify a default "From" name and email address for your studio messages.
This can be customized per email action, allowing you to use different sender addresses (e.g., a general studio contact for class updates or the director’s personal email for important announcements).
Usage Cases for Sender Email:
Customer Service: Set a dedicated email for class inquiries and support, streamlining communication.
Onboarding New Students: Use a personalized sender email from the studio director to add a welcoming touch.
Event Communication: Use classification-specific sender details for events like recitals or workshops.
Frequently Asked Questions for Sender Email Setting:
Can I use different sender emails within the same workflow?
Yes, you can override the default sender email in individual email actions.
What if my Sender Email isn’t verified?
Ensure your Sender Email is verified with your email service provider to guarantee successful deliveries.
Can I use different Sender Emails for each workflow?
Yes, each workflow can have its own default sender email.
Manage how students or families re-enter your workflow so you can nurture ongoing engagement without overwhelming them.
Allow Re-Entry:
This setting controls whether a contact (such as a student’s parent) can re-enter a workflow after completing or being removed from it.
Usage Cases for Allow Re-Entry Setting:
Annual Announcements: For recurring events like enrollment reminders or annual recital notifications, allowing re-entry means families can receive these updates every year.
Workshop or Class Updates: If you update your schedule or curriculum, students who have already been through a workflow can re-enter to learn about the new changes.
Re-engagement Campaigns: If a student or parent didn’t respond the first time (for example, not signing up for a class), allowing re-entry gives them another opportunity to engage.
Frequently Asked Questions about Allow Re-Entry:
What happens if a contact is still active in the workflow?
They will not re-enter until they have fully navigated through the workflow or been removed.
Will a contact re-enter immediately after finishing the workflow?
No, they will only re-enter when triggered by a new event.
Can I restrict re-entry to specific contacts?
No, this setting applies to all contacts within that specific workflow.
Stop on Response:
If enabled, this setting ends the workflow for a contact once they respond to a message from your studio.
Usage Cases for Stop on Response:
Class Enrollment Inquiries: If a parent responds to an early outreach about a class, the workflow stops further automatic messages, allowing for a personal follow-up.
Event RSVPs: If someone confirms attendance for a recital or workshop, further automated reminders can be halted.
Customer Support: Once a parent replies to a support message about class scheduling, the workflow is stopped to address their needs personally.
Frequently Asked Questions for Stop on Response:
What types of responses trigger this setting?
Any reply (email, SMS, etc.) will stop the workflow for that contact.
Does it affect all contacts if one responds?
No, it only stops the workflow for the individual who responded.
Can the workflow be resumed after stopping?
No, unless the contact re-enters the workflow through a new trigger (and if Allow Re-Entry is enabled).
These settings ensure that the communication history in your studio’s messaging tab remains organized.
Mark as Read:
Automatically mark outgoing automated messages as read in your conversation tab to keep your inbox tidy.
Usage Cases for Mark as Read:
Onboarding Sequences: For a series of introductory messages to new students, marking them as read prevents your inbox from being cluttered.
High-Volume Campaigns: During busy enrollment periods or special event promotions, this setting keeps the conversation tab organized.
Reminder Notifications: When sending class reminders or schedule updates, your conversation tab remains clear of unread messages from automated workflows.
Frequently Asked Questions about Mark as Read:
Does it apply to incoming messages?
No, it only marks outgoing automated messages as read.
Will I still see the messages in the conversation tab?
Yes, they remain visible, just marked as read.
Can I choose which messages to mark as read?
No, the setting uniformly applies to all outgoing automated messages.
Can I use different settings for different workflows?
Yes, each workflow in Enrollio can have settings tailored to its specific purpose—whether it’s promoting a new dance class, managing event reminders, or sending out studio newsletters.
What if I choose the wrong settings?
Don’t worry—as a studio owner, you can update your workflow settings at any time. Keep in mind that changes will only apply to new contacts entering the workflow.
Is there a best practice for setting the Time Window?
The ideal setting depends on your audience and campaign goals. In a dance studio context, consider when parents and students are most likely to engage; for example, targeting evenings after school or weekends may yield better engagement.
By leveraging Enrollio’s workflow settings, you can automate and streamline your studio communications, ensuring that every class promotion, enrollment reminder, and event notification reaches your audience at just the right moment. Happy dancing and may your studio communications be as smooth as your performances!
