Automating opportunities in Enrollio is a straightforward process that can help you streamline your studio’s enrollment and class management processes. Whether you're following up with new prospective students, assigning instructors, or updating class statuses, Enrollio’s powerful workflow builder can simplify your daily tasks. Follow these steps to automate and enhance the efficiency of your dance studio operations.
Identify Repetitive Tasks Start by determining which tasks in your studio’s enrollment and class management process are repetitive and time-consuming. For example, you might be sending follow-up emails to families, assigning new student inquiries to instructors, scheduling trial classes, or updating enrollment statuses after a trial lesson.
Design Automated Workflows
Navigate to the "Automations" section in your Enrollio dashboard.
Click on "Workflows" to access the workflow builder.
Click "Create New Workflow" to begin building your automation.
Give your workflow a descriptive name that reflects its purpose—for instance, "New Enrollment Follow-Up" or "Class Progression Updates."
Choose a Trigger Event This is the event in your studio operations that will trigger the workflow. It could be an action by a family or a change within your enrollment system. Some opportunity triggers include:
Enrollment Status Changed: Trigger workflows when you update a student’s enrollment status (e.g., from inquiry to trial class booked).
New Enrollment Created: Automatically start a workflow when a new enrollment is added. You can filter this trigger based on standard or custom fields, such as the age group of the student.
Status Updated: Apply filters to run workflows when there is a change in a student’s enrollment status.
Stale Opportunities: Set filters for opportunities (or enrollments) that haven’t been updated for a certain number of days, such as follow-up reminders for families who have not yet scheduled a trial class.
Pipeline Stage Changed: Initiate workflows when a student moves from one stage of the enrollment process to another (for example, from a trial class to regular class enrollment).
Add Workflow Actions Once the trigger event occurs, Enrollio can perform a series of automated actions to keep everything running smoothly. These actions might include:Note: The conditions for the IF/ELSE blocks can only use fields that are part of an opportunity-based trigger. Both standard and custom fields can be employed to ensure your workflow meets the specific needs of your dance studio.
Create or Update Opportunity: Automatically create or update enrollment details such as the class name, instructor assignment, enrollment source, or status (e.g., trial scheduled, enrolled, or not interested).
Remove Opportunities: Automatically remove or archive enrollments that no longer fit your current pipeline, such as inquiries that did not convert.
IF/ELSE Conditions: Build in conditional branches based on specific criteria. For instance, if a family’s inquiry has been pending for too long, the workflow can send a gentle reminder email instead of immediately archiving the inquiry.
Test and Refine After setting up your automated workflow, it’s essential to test it to ensure everything functions as intended.
Use test student data or simulate enrollments to trigger the workflow.
Verify that each automated action, such as sending emails or updating statuses, is performed correctly.
Gather feedback from your team (instructors or administrative staff) and make any necessary adjustments to optimize the workflow.
Activate the Workflow Once you're confident that your workflow is set up correctly and working efficiently, activate it. From that point on, Enrollio will automatically trigger your workflow based on your specified conditions, ensuring that repetitive tasks like follow-ups, updates, and reminders are handled consistently and efficiently.
By automating these processes, you can focus more on delivering quality dance instruction and less on administrative tasks. Enjoy the smooth operations and take more time to focus on your art and your students. Happy dancing with Enrollio!
