IN BRIEF
The Missing Policy Acceptance workflow automatically checks for families with current or future enrollments who have not accepted all required Family policies. It sends a scheduled reminder prompting those families to review and accept any outstanding policies.
- Overview
- Accessing the Feature
- Step-by-Step Instructions
- Best Practice Recommendations
- 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 Missing Policy Acceptance workflow helps maintain policy compliance by sending automated monthly reminders to families who have not completed acceptance of required policies. It ensures that active and future enrollments are tied to up-to-date acknowledgments.
- Workflow type: Schedule-driven
- Trigger: Runs on a specified day and time each month
- Purpose: Notify families with current or upcoming enrollments that have not accepted all required Family policies.
NOTE: This workflow only checks for Family policies (not Student policies).
Accessing the Feature
- From the Office Portal, navigate to AUTOPILOT>WORKFLOWS>"Add a Workflow."
- Locate Missing Policy Acceptance in the list of workflows.
- The workflow will automatically be copied to your account and will open in the Workflow Editor.
- After configuring the workflow, Save your changes.
- 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.
Step-by-Step Instructions
- Open the Missing Policy Acceptance workflow.
- Review the following workflow details:
- Trigger Type: Schedule-driven – runs on a set day/time each month.
- Communication Template Used: Family Required Policy Acceptance Link.
- Configure scheduling and communication options:
-
Scheduled Event:
- For instructions on configuring the workflow schedule, see “Configuring a Scheduled Event” in How Do I Copy and Configure Autopilot Workflows?
- Send Bulk Communication by Family – Sends one communication per family that meets the criteria.
- Reply To Email – Defaults to the Location’s email address if none is specified.
- Send Email / Send to All Emails
- Send SMS / Send to All SMS
- Send Push Notification
-
Scheduled Event:
- After configuring the workflow, Save your changes.
- When you are ready, Enable the workflow to begin using it.
Additional Options
- Communication Templates: While staff cannot select a different communication template, the email and SMS versions of the “Family Required Policy Acceptance Link” template can be edited under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>“Autopilot.”
- Opt-In Compliance: Autopilot always respects email and SMS opt-in preferences when delivering messages.
Best Practice Recommendations
Configuration Tips
- 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 fortnightly billing scenarios where a student's enrollment might begin in the middle of the month).
- NOTE: If more than two instances of the workflow are configured, we recommend using Push notifications as the communication method for any additional instances.
- Use a friendly tone in your communication template to encourage completion.
- Include clear instructions and links directly to the Customer Portal for easy access.
Operational Tips
- Review policy acceptance reports regularly to verify that families are completing required acknowledgments.
- Pair this workflow with Check for Policy Acceptance Upon Enrollment to ensure both new and existing families stay compliant.
Troubleshooting & FAQs
-
Why didn’t the workflow send reminders to all families?
- The workflow only checks families with current or future enrollments. Families without active enrollments are excluded.
-
Can this workflow check Student policies?
- No. It only evaluates required Family policies.
-
What happens if a family accepts policies before the scheduled run time?
- The workflow only sends communication to families who have not accepted policies at the scheduled run time. Therefore, if the family has accepted the policies, no message will be sent.