This guide explains various appointment scenarios you might encounter when students or parents book dance classes or lessons through Enrollio. It details how each scenario is handled in the workflow and outlines the communication journey for your contacts—all aimed at ensuring a smooth and engaging experience for your studio.
Scenario 1 – Re-entry of a Contact When a Class is Booked
Scenario 2 – Class Cancellation
Scenario 3 – Reschedule to a Later Date
Scenario 4 – Recurring Classes
A student or parent can schedule multiple dance classes at once.
For the appointment trigger, a contact may re-enter the workflow multiple times—even if they are already present—because they might be booking additional classes.
This re-entry happens regardless of the "Allow Re-entry" setting or if the contact is already in the workflow. This ensures that all dance class bookings are processed and yield the appropriate follow-up actions.
Example:
Current Date: June 20
Class Date: June 25
Workflow Step: The contact is at the "Wait for 5 days" step.
Change:
The student or parent cancels the scheduled dance class.
When a class is treated as "Cancelled":
If the class status is changed from New/Confirmed/Show to Cancel/Invalid/No Show, then the class is immediately treated as "Cancelled."
Result:
The contact is removed from the workflow, and no further communication about that class will occur.
Why:
Since the class has been cancelled, it is important that no additional actions or reminders are sent regarding that booking.
Example:
Current Date: June 20
Original Class Date: June 25
New Class Date: June 30
Workflow Step: The contact is at the "Wait for 5 days" step.
Change:
The student or parent reschedules the class to June 30.
When the class is treated as "Rescheduled":
If there are changes in the "Start Time" and "End Time" of the class, it is considered rescheduled.
Result:
The contact is pulled out of the workflow. Based on the appropriate trigger, they will re-enter the workflow to receive all relevant communications for the new class time.
Why:
Since the class has been rescheduled, the contact should receive updated communication appropriate to the new schedule.
Recurring classes (such as weekly dance lessons) will not trigger entry through the "Student Booked Class" trigger.
It is important to note that recurring appointments follow a different process and will not automatically re-enter the workflow with each scheduled class.
This guide is designed to help you confidently manage class appointments at your dance studio using Enrollio. By understanding these scenarios, you can ensure that your contacts receive accurate and timely communications, making for a smoother and more professional scheduling experience.
