Creating automation in Enrollio’s Workflow Builder is simple. There are three main steps:
Choose a TriggerSelect an event (for example, a new student registers for a class) that will add a contact to the workflow.
Add Trigger Filters (Optional)Define additional conditions to ensure the workflow only triggers under specific circumstances. For instance, you may want to trigger a workflow only for registrations for a specific class style or age group.
Add Workflow ActionsDetermine what happens once a contact enters the workflow. Actions might include sending an email with the class location, updating a CRM entry, or triggering an SMS reminder.
Each workflow consists of a trigger, possible filters to refine the process, and a series of actions to complete the automated task.
As you become more comfortable with Enrollio, you might explore advanced workflow configurations to further streamline your studio’s operations:
IF/Else Conditions Add branching logic to your workflow so that, depending on a student’s registration details, they receive different follow-up messages—for example, one path for beginners and another for advanced students.
Chaining Multiple Workflows TogetherManage different stages of your enrollment or class schedule with multiple workflows that work in concert. For example, one workflow might handle the initial registration, while another manages class reminders and feedback.
WebhooksUse webhooks to connect Enrollio with other platforms (like your website or external booking system) so that all your systems communicate. This is useful if you maintain student data in another tool and wish to sync it with Enrollio automatically.
Splitting Contacts to Different PathsUse conditional logic to direct students or parents to different workflows based on choices such as class type, age group, or enrollment status.
Each of these advanced options increases the flexibility of your automation, ensuring that you can tailor every interaction to the unique needs of your dance studio.
At its core, a workflow is a timed sequence of tasks that are performed automatically once a specific event occurs. For example, when a new student signs up for a trial dance class, the workflow could:
Send a notification to your team
Send a confirmation email to the parent
Schedule reminders for class days
Deliver follow-up communications after the class
By automating these steps, you can focus on providing an excellent dance experience rather than manually managing every little detail.
Triggers are the events that add a new contact (such as a parent or student) to a workflow. In your dance studio, a trigger could be:
A student filling out an online registration form for a trial class
A parent booking a spot in a dance workshop through your scheduling platform
Payment confirmation for a dance camp enrollment
Once the trigger occurs, Enrollio initiates the series of actions you’ve designed to guide the contact through your studio’s process.
Workflow actions are what happen after a contact is added to a workflow. They include sending emails, SMS messages, updating contact details, and more. For example, after a student signs up for a dance class, you might want to:
Send a welcome email with class details and preparation tips
SMS the class schedule or any necessary instructions
Update the student or parent record in your CRM
In short, once the workflow is triggered, Enrollio executes each action in the order you set up, making your day-to-day studio operations run seamlessly.
In a busy children’s dance studio, automating the following tasks will save you time and reduce mistakes:
Registration and Onboarding:• Automatically send confirmation emails and welcome messages when a student registers• Provide next-step instructions (like what to bring or where to park)
Class Reminders:• Automatically remind parents and students about upcoming classes or recitals• Send updates about schedule changes
Follow-Up Communications:• Send thank-you messages or feedback surveys after a trial class or performance• Deliver tailored content such as rehearsal tips or dance technique videos
Billing and Payment Updates:• Automatically update student records when a payment is made• Send invoices or payment reminders
Event Registration:• Automatically handle sign-ups for special events like recitals, dance contests, or holiday workshops• Follow up with reminders and post-event thank-you messages
Segmentation for Personalized Communication:• Divide students into groups based on class level or style (e.g., ballet, jazz, hip-hop)• Tailor communication to suit each group's needs
These are just a few examples of how you can use Enrollio Workflows to keep your studio’s operations smooth and efficient.
Enrollio offers pre-built workflow templates, or “recipes,” so you can get started quickly. These recipes show the most common automation scenarios for dance studios, such as:
Student registration follow-ups
Class schedule reminders
Parent communication sequences
When creating a new workflow, choose “Recipes” and then customize the example to match your studio’s specific needs.
If a workflow doesn’t work as expected, consider these troubleshooting steps:
Test with a “Fresh” Contact:Sometimes repeated tests with the same contact may cause unexpected results. Use a new student record to test workflows.
Test with an Actual Student Record:Instead of relying solely on simulated tests within Enrollio, run a live test using a real registration scenario.
Check Your Filters:Ensure that any filters applied at the trigger or action level are correctly set up so that the workflow only triggers when desired.
Review Workflow Settings – “Allow Reentry”:If you want a student or parent to be contacted again under the same workflow condition (for example, registering for multiple classes), verify that “Allow Reentry” is enabled during testing.
By following these steps, you can quickly identify and resolve any issues with your workflows.
Enrollio Workflows are a powerful tool for managing your children’s dance studio. With automation handling repetitive tasks—from class sign-ups and reminders to tailored follow-up communications—you have more time to focus on what truly matters: sharing the joy of dance. Enjoy the freedom and scalability that comes with a smooth, automated process and happy dancing!
