Automations for Recruitment

What's in this article?

• What are Automations?
• Navigating the Automations Dashboard
• Default Automations
• How do I create new automations?
  • Add a Trigger
  • Add a Step
  • Update Automation Details
  • Enabling an Automation
• How do I view & edit existing automations?
• What user permissions are available for Automations?

What are Automations?

The Automations feature gives administrators the ability to set automated email and SMS communications based on pre-defined triggers.

Navigating the Automations Dashboard

On the Dashboard, administrators will see the following information:

• Search functionality
• Filter by Status
• Name of Automation
• Description
• Status
  • Enabled, Disabled, or Draft
• Trigger
  • Based on the configuration: Lead Submitted or Lead Stage & Status
• Segment
  • Based on the configuration: School(s), Program(s), School Level(s), School Group(s), Grade Level(s), Program Category(ies)
• Last Updated
• Created By
• Preview
  • The preview will display the Automation Name, Description, Status, Created By, and a condensed outline of the Automation build 

Actions (Kebab) menu:

• Enable/Disable Automation
• Duplicate
• Edit
• Delete

Default Automations

Three default Automations have been created in the system for your convenience. They appear on the dashboard in Draft status and may be Enabled any time as needed.

Default automations may be edited, but they cannot be deleted. 

• Interested Lead Created Guardian Account
  • This automated communication is sent when leads have created a guardian account within 10 days. The email template "Interested Lead Created Guardian Account - Lead Notification" will send to the lead. 
  • If the lead has not created a guardian account after 10 days, the email template "Interested Lead Has Not Created Guardian Account - Lead Notification" will send to the lead. 
• Attended Event 
  • This automated communication is sent when leads have been marked attended for an event. The email template "Attended Event - Lead Notification" will send to the lead. The email template "Attended Event - Admin Notification" will send to Super Admins.
• No Action by Lead in 30 Days
  • This automated communication is sent when the lead has not been updated in 30 days. The email template "No Action by Lead in 30 Days - Lead Notification" will send to the lead. The email template "No Action by Lead in 30 Days - Admin Notification" will send to Super Admins. 

How do I create new Automations?

Click + Create Automation 

Add a Trigger

Click the kebab menu in the Trigger node. 

Click Edit

The following Trigger options may be selected: Lead Submitted or Lead Stage & Status

The following segment options may be selected: School(s), Program(s), School Level(s), School Group(s), Grade Level(s), Program Category(ies)

Within each segment, all relevant values may be selected

Remember to click Apply to save your selections!

Add a Step

Click the + option below the Trigger

The following steps may be selected: Send Email/SMS, Delay Action, or Split Path

• Send Email
  • This option sends an email as soon as the trigger is met. 
  • The following options may be selected: Send this template to Leads, Send this template to Admins, Admin user groups(s) to notify, Admin email addresses to notify

• Delay Action
  • This option delays the next action based on the time specified. 
  • Administrators may enter a unit of time and select days or hours

• Split Path
  • This splits the next set of conditions into true and false paths. 
  • The following options may be selected: Form Submission, Lead Stage & Status, No action by lead student in X days

Update Automation Details

Remember to update your automation Details! Select the Details button to begin:

The follows details may be updated: Name, Description, and the Time in which notifications will be sent. 

Enabling an Automation

There are two ways to enable an Automation:

1. From the dashboard, select Actions > Enable
2. Click the Enable button within the Automations builder

How do I view & edit existing Automations?

There are two ways to navigate to the Automations builder:

1. From the dashboard, select Actions > Edit
2. Click the hyperlink on the Automation name 

Important Note:

If the Automation status is Draft or Disabled, any edits made will be automatically saved.

If the Automation status is Enabled, administors will need to click Save Updates for changes to be applied.

If the admininstor attempts to to click the X icon with unsaved changes, they will be prompted to Keep Editing, Discard & Leave, or Save & Leave. 

What user permissions are available for Automations?

The following user permissions accompany this feature:

• View Automations
  • Ability to view Automations
• Edit Automations
  • Ability to edit Automations
• Delete Automations 
  • Ability to delete Automations