Streamline Makeup Class Management with Autopilot: Expire Makeup Tokens Workflow
At iClassPro, we’re all about simplifying the complexities of running gymnastics clubs, cheer gyms, swim schools, dance studios, and other class-based businesses. That’s why we’re thrilled to introduce the newest Autopilot workflow: Expire Makeup Tokens! This feature is set to redefine how you handle makeup classes, and the unused tokens associated with those classes while reducing administrative overhead for your staff. Let’s dive into how this powerful addition can enhance your day-to-day operations and optimize your workflows.
What are Makeup Tokens?
Makeup Tokens provide a way for you to approve students for a makeup class by issuing them a token that can be exchanged for a makeup class type enrollment.
Why Expire Makeup Tokens?
If you’ve ever faced the headache of manually managing Makeup Tokens for students who’ve missed class, therefore earned a makeup token, but later dropped their enrollment(s), you’re not alone. These lingering tokens often become a source of confusion and inefficiency, especially when returning students try to redeem them for previous enrollments that no longer align with your policies.
The new Expire Makeup Tokens workflow solves this problem by automatically expiring Makeup Tokens for students without any current or future class enrollments. By setting these tokens to expire a specified number of days after an enrollment is dropped, this workflow eliminates the manual work for your staff and ensures your policies are enforced seamlessly. This approach is a clear step toward better workflow optimization and streamlining operations.
How Does It Work?
This workflow is designed to be as intuitive and efficient as possible.
Here’s how it operates:
- Trigger: Once enabled, the workflow activates when a student’s enrollment is dropped.
- Waiting Period: The system waits for the specified number of days (determined by your organization).
- Verification: At the end of the waiting period, the system checks if the student has any current or future class enrollments.
- Expiration: If no enrollments are found, the system automatically sets the expiration date for all linked Makeup Tokens to the current date.
Unlike other Autopilot workflows, this feature operates silently in the background. There are no notifications or communications sent to the customer. It’s a simple, automated process that keeps things moving without disruption, enhancing user journeys for staff and students alike.
4 Key Benefits You’ll Love
Time Savings for Your Staff: Say goodbye to manually expiring or deleting Makeup Tokens for inactive students. This workflow takes care of it all, freeing up your team to focus on tasks that truly matter.
Policy Compliance Made Easy: By automatically expiring Makeup Tokens linked to previous enrollments, you prevent scenarios where students return expecting to redeem outdated tokens. This ensures your policies are upheld without any awkward conversations.
Reduced Token Backlog: Unused Makeup Tokens can clutter your system and complicate reporting. With this workflow, you’ll see a cleaner, more accurate token inventory that reflects active student participation.
Improved Customer Experience: While this workflow doesn’t notify customers directly, it’s an opportunity to streamline your policies and set clear expectations. A transparent policy update will ensure families understand how Makeup Tokens are managed, reducing confusion.
How to Enable the Expire Makeup Tokens Workflow
Enabling this feature is straightforward and can be done directly from your Autopilot page.
Here’s how:
- Navigate to the Autopilot page: Click Autopilot > Autopilot Workflows
- Add the workflow: Click Add a Workflow > Click Expire Makeup Tokens
- Customize the waiting period: Be sure it aligns with your policies (e.g., 7 days, 14 days, etc.).
- Enable the workflow: You’re all set!
It’s important to note that this workflow only applies to enrollments dropped after the workflow is activated. It will not retroactively apply to previously dropped enrollments.
Explore the interactive walk through below for a guided demo:
What About Existing Settings?
While this update doesn’t add new settings for Makeup Tokens, it’s essential to understand how it interacts with your current setup:
- Any existing expiration dates for Makeup Tokens may be overridden if the workflow determines that the student has no active or future enrollments.
- We recommend updating your policies to reflect this automated process. For example, include a note stating that unused Makeup Tokens will automatically expire a certain number of days after a class enrollment is dropped.
- Once you’ve updated your policy, families will need to read and accept the new version, ensuring everyone is on the same page.
Best Practices for a Smooth Transition
To maximize the benefits of this workflow, here are a few tips:
Communicate Clearly: Update your policies and inform families of the changes. Transparency is key to maintaining trust.
Customize Thoughtfully: Choose a waiting period that balances fairness for families with the need to reduce inactive tokens.
Monitor Initial Implementation: Keep an eye on the workflow during its early days to ensure it’s operating as expected.
Why iClassPro’s Autopilot Features Make a Difference
The Expire Makeup Tokens workflow is just one example of how our Autopilot suite empowers businesses like yours. By automating repetitive tasks, Autopilot frees up your time, reduces errors, and helps you focus on what you do best—inspiring and educating students.
From managing enrollments to streamlining communication, Autopilot is designed to adapt to your unique needs. With workflow optimization at the heart of Autopilot, we’re committed to helping you streamline operations and deliver exceptional user journeys for both staff and students.
Get Started Today
At iClassPro, we’re not just a software provider—we’re your partner in success. With tools like the Expire Makeup Tokens workflow, we’re here to help you simplify, streamline, and shine. Let’s keep making class management easier, together!
