IN BRIEF
The Trial Enrollment Follow Up workflow automatically sends a communication to families after their student completes a trial enrollment but does not have a current or future enrollment. This workflow helps convert trial participants into full-time customers by prompting families to register for ongoing classes. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Additional Options
• Best Practice Recommendations
  • Configuration Tips
  • Operational Tips
• Troubleshooting & FAQs
• Related Articles

Interactive Demos for configuring Autopilot workflows can be found in the Education Corner, accessible from the Office Portal's "Welcome" screen.

Overview

The Trial Enrollment Follow Up workflow automatically identifies families whose students have recently completed a Trial-type enrollment but have not re-enrolled in any current or future classes. It then sends a follow up message to encourage them to register for a regular class.

• Workflow type: Event-driven 
• Trigger: Trial enrollment completion 
• Purpose: Re-engage families after a trial to encourage continued participation.

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Accessing the Feature

1. From the Office Portal, navigate to AUTOPILOT>WORKFLOWS>"Add a Workflow."
2. Locate the Trial Enrollment Follow Up workflow.
3. The workflow will automatically be copied to your account and will open in the Workflow Editor.
4. After configuring the workflow, Save your changes.
5. When you are ready, Enable the workflow to begin using it.

NOTE: Only account administrators or staff members who have been granted “Admin Access” permissions can copy or edit Autopilot workflows.

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Step-by-Step Instructions

1. Open the Trial Enrollment Follow Up workflow.
2. Review the workflow details:
   • Trigger Type: Event-driven – triggers after a Trial enrollment ends.
   • Communication Template Used: Trial Enrollment Follow Up.
3. Configure the following options:
   • Wait for Action - Defines how many days/hours/minutes the system should wait after the trial enrollment to check for a current or future enrollment.
     • NOTE: This period defaults to five (5) days.
     • When the workflow is triggered, the system WILL NOT count any enrollments for classes that have already occurred for the day. However, if the class has not yet met as of the time the workflow is triggered, these enrollments WILL be counted.
   • Send Communication
     • Send by
       • Family - sends one email per family.
       • Student - sends one email per student (therefore, families with multiple students will receive multiple emails).
     • Reply To Email - Defaults to the Location email address associated with the Trial enrollment if none is provided.
     • Send Email / Send To All Emails
     • Send SMS / Send To All SMS
     • Send Push Notification
4. After configuring the workflow, Save your changes.
5. When you are ready, Enable the workflow to begin using it.

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Additional Options

• Communication Templates: While staff cannot select a different communication template, the email, SMS, and Push notification versions of the "Trial Enrollment Follow Up" template can be edited under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>"Autopilot" tab.
• Opt-In Compliance: Autopilot always respects email and SMS opt-in preferences when sending messages.

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Best Practice Recommendations

Configuration Tips

• For the most effective communication, multiple instances of this workflow should be scheduled. We recommend using three instances:
  • 01 day after TRIAL enrollment: “Thank you for your Trial! Please sign up to continue!” (Push notification)
  • 14 days after TRIAL enrollment: Stronger suggestion to sign up for an ongoing enrollment (SMS)
  • 28 days after TRIAL enrollment: Feedback request for the trial enrollment (e.g., why didn’t you continue?) (Email)
• Include a direct link to the Customer Portal in your communication template to make it easy for families to sign up.
• Use variables to personalize messages, thanking the family for trying a class and offering next steps or special incentives.

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Operational Tips

• Review follow up success rates using the Communication Log to evaluate message effectiveness.
• Create multiple versions of the workflow using different communication methods so messaging can be customized for different levels of urgency (e.g., perhaps send email communication later so it can contain more details than SMS or Push notifications).

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Troubleshooting & FAQs

• Why didn’t the workflow send a follow up message?
  • Verify that the workflow is enabled and that the student’s Trial enrollment has ended without a current or future enrollment. The workflow will not run if a student re-enrolls immediately.
• Can I adjust how long the workflow waits before sending?
  • Yes. Modify the “Wait for Action” setting to define how many days to wait after the Trial enrollment ends.
• Does this workflow include camps or appointments?
  • No. It only evaluates class enrollments, but also -- camps and appointments do not support TRIAL-type enrollments.

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Related Articles

• What is Autopilot?
• How Do I Copy and Configure Autopilot Workflows?

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