Access Workflow Settings:
Navigate to the workflow automation section in Enrollio.
Create a new workflow from scratch or select an existing workflow in which to incorporate the Note Added trigger.
Add a New Workflow Trigger:
Click “+ Add New Trigger” and select "Note Added" from the dropdown menu.
Name Your Trigger:
Provide a descriptive name that relates to your studio operations (for example, “Student Performance Note Trigger”).
Set Filters:
Has Tag: Configure the trigger to activate only when the student’s profile has a particular tag (e.g., “Beginner” for students new to dance).
Doesn’t Have Tag: Configure the trigger to activate when a specific tag is absent (for example, if a student has not been marked as “Follow-Up Needed”).
Save the Configuration:
Ensure all changes are saved before proceeding.
Test and Publish:
Test the workflow to confirm its functionality.
Once you are satisfied with the setup, enable the Publish toggle to activate the workflow.
The Note Added workflow trigger activates each time a new note is attached to a student’s (or parent’s) profile. This enables you to:
Automatically notify teachers or administrative staff when important updates are added.
Update student statuses (such as trial, enrolled, or performance-ready).
Tag student profiles based on the content of the note (for example, marking a note as “Needs Extra Attention” if a student struggled with a step).
Using the Note Added trigger in your dance studio management has several advantages:
Automated Notifications: Quickly alert your team when notes regarding performance assessments or behavioral observations are entered.
Improved Collaboration: Share detailed updates instantly with your instructors and administrative staff, ensuring everyone is informed.
Streamlined Follow-Ups: Automatically create reminders or tasks based on notes, such as scheduling extra practice sessions.
Data Categorization: Automatically apply relevant tags to student records—for instance, tagging profiles with "Advanced Technique" or "Needs Improvement"—which helps in quickly organizing student progress.
Precision with Filters: Use filters like “Has Tag” or “Doesn’t Have Tag” to ensure actions are only taken for the targeted student profiles.
Here are some real-world examples of how dance studio owners can use the Note Added trigger in Enrollio:
Performance Review Follow-Up:
Scenario: An instructor adds a note after a student’s performance review highlighting areas for improvement.
Trigger Setup:
Trigger: Note Added
Filter: Has Tag “Needs Improvement”
Outcome: The workflow automatically schedules a private coaching session and notifies the relevant instructor.
Class Adjustment Notifications:
Scenario: Administrators add notes when a parent discusses scheduling conflicts or special accommodation requests.
Trigger Setup:
Trigger: Note Added
Filter: Has Tag “Schedule Adjustment”
Outcome: An automated email is sent to both the teacher and the scheduling coordinator to review the class timing.
Extra Practice Reminders:
Scenario: When notes indicate that a budding dancer is struggling with a specific move, additional practice sessions can be arranged.
Trigger Setup:
Trigger: Note Added
Filter: Has Tag “Extra Practice Needed”
Outcome: The workflow generates a personalized reminder and notifies the instructor, ensuring the student gets the support needed.
Can the trigger handle multiple notes added in quick succession?Yes, the trigger activates each time a note is added. However, you can configure additional workflow conditions or cooldown periods to prevent redundant actions from disrupting your studio’s operations.
How do the filters “Has Tag” and “Doesn’t Have Tag” work?These filters allow you to target specific student profiles:
“Has Tag” activates the trigger only for profiles with the specified tag.
“Doesn’t Have Tag” activates it for profiles that lack the specified tag.
Can I use this trigger with other triggers in a single workflow?Absolutely. The Note Added trigger can be combined with other triggers (such as “Class Completed” or “Student Enrolled”) for a more comprehensive automation setup.
What happens if a note is deleted instead of added?The trigger activates only when a note is added. Deleting a note does not initiate the workflow.
Is it possible to customize actions based on the note’s content?Yes. You can tailor workflow actions to analyze keywords or specific elements within the note, which allows you to automatically tag profiles or assign special tasks to instructors.
By using Enrollio’s Note Added workflow trigger, your dance studio can stay on top of student needs, streamline communications, and ensure every dance step is met with the prompt attention it deserves.
Happy dancing and smooth transitions with Enrollio!
