This article introduces the “Update Contact Field” action in Enrollio, a powerful tool for keeping your dance studio’s contact database accurate and up-to-date. Whether you're updating guardian details, student addresses, or contact preferences, this feature ensures your studio's communications remain timely and relevant.
When updates occur—whether through online forms or in-person studio interactions—this action ensures that every change is immediately reflected in your system, keeping your contact information current. This is especially useful for managing enrollments and maintaining clear communication with families.
Accurate Contact Data: Keep student and parent records up to date to avoid outdated or incorrect information.
Enhanced Personalization: Leverage current contact details to send personalized updates about class schedules, recitals, and events.
Improved Workflow Efficiency: Automate the update process so you spend less time on manual data entry.
Streamlined Studio Operations: Maintain accurate records to ensure all communications, from payment reminders to performance announcements, reach the right people.
Go to the "Automation" section of your Enrollio CRM.
Click the "Workflows" menu located at the top.
Open the workflow editor and select the workflow where you want to add the “Update Contact Field” action. Alternatively, you can start a new workflow from scratch by clicking on the “+ Create Workflow” button and choosing the “+ Start from scratch” option.
Click the “+” icon and choose "Update Contact Field" from the list of available actions.
Give your action a clear, descriptive name (for example, “Update Parent Address”) to easily identify it in your workflow.
Use the action types to:
Clear the existing information if needed.
Update with fresh, new details.
Click the "Add field" button to include additional fields you wish to update, such as City, Country, Phone, or custom fields related to class enrollment or studio notes.
Once all desired fields are added, save the action and test it using a sample contact to ensure that the updates are applied correctly.
Activate the workflow by toggling the setting to "Publish."
Updating Parent or Student Address Scenario:A parent moves to a new neighborhood and provides an updated address during registration at the studio.Solution:Automatically update the City and Country fields in the contact’s record with the new address details.Steps:
Trigger: The parent submits the new address via an online registration form or in person during a studio event.
Action: Use the “Update Contact Field” action to update the City and, if applicable, the Country fields.
Outcome: The contact record is updated, ensuring that all studio communications, such as recital invitations and scheduling information, are sent to the correct address.
Updating Communication Preferences Scenario:A parent opts out of receiving promotional messages about additional dance workshops or events.Solution:Update the communication preferences field (e.g., setting Do Not Disturb to “Yes”) within the contact’s record.Steps:
Trigger: The parent clicks an unsubscribe link or informs the studio of their preference.
Action: Use the “Update Contact Field” action to set the Do Not Disturb (DND) field to “Yes.”
Outcome: The contact will no longer receive promotional emails, ensuring that the studio respects their communication preferences.
Tracking Enrollment Sources for New Students Scenario:A new student enrolls after seeing a local dance recital or workshop.Solution:Update the Contact Source field to indicate the referral source, such as "Local Dance Recital" or "Community Workshop."Steps:
Trigger: A new student completes the enrollment form.
Action: Use the “Update Contact Field” action to set the Contact Source field with the appropriate source detail.
Outcome: Your records clearly show how new students discovered your studio, aiding in targeted marketing and future event planning.
Can I update multiple fields at once with a single action? Yes, you can select and update several fields within the same action, streamlining your workflow and minimizing complexity.
What happens if I try to update a field that doesn’t exist in a contact’s record?If the field does not exist, the update might fail or be ignored. To prevent issues, make sure that the necessary field is created in the contact's record within Enrollio.
How do I know if the “Update Contact Field” action worked? Test the workflow using a sample contact and verify whether the changes are reflected in the contact’s record. Enrollio may also offer activity logs that track the updates.
Can I undo an update if it was applied incorrectly? No, once a field is updated, it cannot be automatically reverted. If an error occurs, you will need to update the field again with the correct information.
By using the “Update Contact Field” action, your studio can maintain accurate and dynamic contact information, ultimately improving communication and operational efficiency. Enjoy the benefits of automation with Enrollio, and keep your studio running smoothly as you continue to inspire the next generation of dancers!
