Welcome, dance studio owners! This article explains the "Create Contact" workflow action, a powerful tool in Enrollio that automates the creation and updating of student or parent contact records in your CRM.
The Create Contact workflow action in Enrollio helps your dance studio automatically create new contact records or update existing ones based on predefined criteria. Whether it’s registering a new student from an online enrollment form or updating a parent’s information after a recent class signup, this action ensures your data is seamless and current for all communication and scheduling needs.
Improved Data Accuracy:Automatically keeps student and parent records updated, reducing errors and duplications.
Streamlined Processes:Eliminates the manual entry of contact details. Spend more time choreographing routines and less time on administrative tasks.
Enhanced Communication:Maintain timely follow-ups and personalized messages by having the most current information available.
Customizable Fields:Configure both standard fields (e.g., First Name, Last Name, Email, Phone) and custom fields (e.g., Class Level, Dance Style) to fit your studio’s unique requirements.
Seamless Integration:Easily combine with other Enrollio workflow actions to build robust automation processes designed for your studio.
To set up the Create Contact action in your studio’s Enrollio CRM, follow these steps:
Access Workflow Settings:
Navigate to the workflow builder in the automation section of your CRM.
Either create a new workflow or select an existing one where you wish to implement the Create Contact action.
Add a New Action:
Click the “+” icon.
Select "Create Contact" from the dropdown menu.
Name Your Action:
Provide a descriptive name, for example: “Create Contact from Enrollment Form.”
Select Fields:
Standard Fields:
Options include First Name, Last Name, Email, Phone, and Address.
Custom Fields:
Add fields specific to your studio, such as “Preferred Dance Style” or “Class Enrollment Status.”
Save the Configuration:
Click the "Save" button to confirm your setup.
Test and Publish:
Validate the workflow with test enrollment data to ensure it performs as expected.
Once verified, enable the Publish toggle to activate the workflow.
Automating Contact Creation from Enrollment Forms:
Scenario: Capture student and parent information submitted via your online enrollment forms.
Action Setup:
Action: Create Contact
Fields: First Name, Last Name, Email, Phone, City, and Preferred Dance Style.
Outcome: New or updated student records are added to Enrollio, and your studio team gets notified for the next steps.
Updating Contact Records After Classes or Events:
Scenario: After a special workshop or class, update a student’s profile with the latest participation details.
Action Setup:
Action: Create Contact
Fields: Full Name, Email, Attendance History (Custom Field).
Outcome: The student’s profile reflects the latest event, ensuring you can follow up with class recommendations and reminders.
Lead Management from External Sources:
Scenario: Import leads from third-party platforms where interested families have submitted their contact details.
Action Setup:
Action: Create Contact
Fields: Parent Name, Contact Source, Phone, Email.
Outcome: The workflow ensures every potential new student is accurately recorded, ready for consultation and enrollment.
Onboarding New Students:
Scenario: For every new student enrollment, create a contact record and assign a studio coordinator to welcome them.
Action Setup:
Action: Create Contact
Fields: First Name, Last Name, Class Preference (Custom Field), Email.
Outcome: The student record is created, assigned, and a welcome email is sent automatically.
Capturing Event Registrations:
Scenario: Record attendee details from dance recitals or special events directly in your CRM.
Action Setup:
Action: Create Contact
Fields: Full Name, Email, Event Name (Custom Field).
Outcome: Contact records for attendees are created, and they’re tagged with the event name for future engagement and follow-ups.
What happens if the contact already exists?The Create Contact action updates the existing record with new information, ensuring data consistency and avoiding duplicates.
Can I use this action with custom fields?Yes. The action supports both standard and custom fields, allowing you to tailor student records to your studio’s specific requirements.
How can I prevent duplicate records?The action uses matching criteria such as email or phone number to identify existing contacts and update their details instead of creating new ones.
Can this action be combined with other workflow actions?Absolutely. In Enrollio, the Create Contact action integrates seamlessly with other actions like sending welcome emails or assigning follow-up tasks, making your studio’s workflow more efficient.
Is it possible to notify teams when a contact is created or updated?Yes, you can add a notification action within the same workflow to alert your studio team when a contact record is created or updated.
By implementing the Create Contact workflow action with Enrollio, your dance studio can focus more on what you do best—bringing joy and creativity to your students—while the CRM takes care of keeping your records in perfect step. Enjoy smoother operations and more time for dance!
Happy dancing and efficient management!
