Autopilot: 12 Automated Workflows to Streamline Your Business Operations

March 22, 2024

The Autopilot automation feature has been designed with YOU in mind! Below is a comprehensive suite of workflows tailored to optimize your communications and ensure compliance throughout the iClassPro application. We have also provided some suggestions and best practices to get the most benefit from using each of these workflows.

1. 🥳Celebrate Upcoming Birthdays!

Whether you want to promote birthday parties within your organization or simply send a personalized birthday email, Autopilot can automate these communications for you!
This workflow could have multiple instances running depending on your needs:

• 60-90 days before birthday: Marketing communication to promote hosting a birthday party at your facility (Email)
• 0-1 days before birthday: "Happy birthday!" (SMS/Push notification)
  

2. 👋Trial Enrollment Follow-Up

Trial Enrollments are an opportunity to gain a new enrollment, possibly even a new student! Allow Autopilot to take care of your important follow-up communication by automating a notification to customers who have had a trial enrollment but do not have a current or future enrollment within a specified number of days after the trial. For the most effective communication, this workflow should be duplicated.

• 01 day: “Thank you for your Trial! Please sign up for a recurring enrollment!” (Push notification)
• 14 days: Stronger suggestion to sign up for an ongoing enrollment (SMS)
• 28 days: Feedback request for the trial enrollment (e.g., why didn’t you continue?) (Email)
  

3. 👍Follow-Up After First Class

Increase your retention rate with personalized follow-up communication after a student’s first class! Allow Autopilot to send a notification to families a specified number of days after the start date of their first-ever class enrollment for which they were marked "Present." This workflow could have multiple instances running depending on your needs:

• 01 day: “We loved having you in class, thanks for joining us!” (Push notification / SMS)
• 28 days: "How are you enjoying your lessons? We would love your feedback!" (Email)
  

4. ⬇️Follow-Up After an Enrollment is Dropped

Feedback and understanding why an enrollment was dropped allows your organization to make improvements to your operations. Autopilot can send a notification for students who have dropped a previous enrollment and do not have a current or future enrollment within a specified number of days of the drop. This event-triggered workflow could have multiple workflows depending on your needs:

• 03 days: "We are sad to see you go!" (Push notification / SMS)
• 14 days: "Can we get feedback on why you left?" (Email)
  

5. 👪A New Family Account is Created With No Enrollments

It’s exciting to see new families create accounts! Wouldn’t you agree that an automated welcome email or a reminder to finish enrollment would be helpful to your staff? Autopilot can send a notification to customers who have created a family account via the Customer Portal/Mobile App but have not created any class enrollments. This workflow could have multiple instances running depending on your needs:

• 07 days: Gentle reminder to complete enrollment (SMS)
  
• 14 days: Stronger reminder to complete enrollment (Email)
  
• 28 days: Stronger reminder to complete enrollment (Email again)
  

6. 📱Reminder to Download Mobile App After Enrollment

Having a mobile app sets you apart from your competition! Do you remember to have each new family download it after they have enrolled? Autopilot is here for you! If a family has not downloaded the mobile app within a specified number of days after the start date of their first-ever enrollment, Autopilot sends them a notification with a link to do so. This workflow is likely to have multiple instances to serve as a regular reminder throughout the student's first month to download the mobile app. The best practice would be to have this workflow configured to run three times.

• 01 day: “Don’t forget to download our mobile app!” (SMS)
• 14 days: “Did you know we have a mobile app? It's a great way to keep up with your child's progress!” (Email)
• 30 days: Email again
  

7. ✔️Check For Policy Acceptance Upon Enrollment

Policies and procedures are an important part of your business operations. Wouldn’t it be helpful if you didn’t have to remind families to accept policies after enrollment? Autopilot can detect whether the student and family have accepted required policies. If "No Activity" is detected, it sends a notification immediately with links to accept the policies. This workflow is event-triggered and communications are sent immediately, so there should only ever be one instance of this workflow running. Otherwise, the customer will receive multiple communications as the event will trigger all instances of the workflow.

8. 🗒️Missing Policy Acceptance

Automate your Policy Acceptance procedure by choosing a specified day of the month to have Autopilot detect whether a family has accepted required policies. If "No Activity" is detected, Autopilot will send a notification with links to accept the policies. This workflow would usually be triggered before a student's enrollment begins (prior to the first day of class). This could be duplicated depending on your business needs (for example, sending notifications twice a month for those with nightly billing scenarios where a student's enrollment might begin in the middle of the month).

9. 💲Invalid Payment Information Notification

Making sure your customers have a valid payment type on file shouldn’t be a time-consuming task!  Allow Autopilot to send a notification to customers when their payment method is marked "invalid" in the database. As this workflow is event-triggered and communications are sent immediately, there should only ever be one instance of this workflow running. Otherwise, the customer will receive multiple communications as the event will trigger all instances of the workflow.

10. 💵Reminder About Overdue Balance

Do you spend a lot of time reviewing who has overdue balances and sending out overdue balance reminders each month? Autopilot can send a notification on the day of your choice each month to remind customers about their balance. Note: This workflow has the highest chance of getting reported as Spam, since over-duplication could lead the workflow to trigger communications every day. Schedule these to run a defined number of days AFTER you usually run the payments task.

• 01-15 days past due: Push notification
• 16-30 days past due: SMS (NOTE: this may take the place of 0-15 if using the class drops task)
• 30-90 days past due: Email
  

11. 💳Payment Method Expiration Reminder

Who has the time to manually check when payment methods are expiring? Let Autopilot send a notification to customers with a current or future enrollment when their payment method is due to expire in the current month, allowing your staff the time to accomplish other tasks! This workflow should be run twice a month:

• Between 1st and 5th of the month: Notify customers of expiring cards (Email/SMS)
• Prior to billing date: Reminder (SMS/Push notification)
  

12. 💸Upcoming Charge Due Reminder

Customers appreciate a “heads up” that they have upcoming charges due. Allow Autopilot to send a notification to customers who have an upcoming charge due. This workflow should only be used once, and only if there is a delay between running the charges task and the payment task. For example:

• Run charges task on the 25th of the month.
• Schedule this workflow to run on the 26th of the month.
• Run payments task on the first of the following month.
  

So, what are you waiting for? Use the best practices in this guide to start saving time and optimizing your business operations with Autopilot today! With these tailored workflows at your disposal, you can streamline communication, ensure compliance, and do more of what moves you - providing an exceptional experience for your customers. Let Autopilot handle the repetitive tasks while you concentrate on growing your business and delighting your clients every step of the way.

Autopilot is available to all iClassPro customers within the application. Click below to learn more about using this feature. If you are not yet an iClassPro customer, request a free personalized demo today!

*Please note that the examples of communications used in this article for each of the 12 workflows are only suggestions. Actual wording used can and should be edited to suit your specific needs and preferences prior to sending.