IN BRIEF
The Dropped Enrollment Follow Up workflow automatically sends a message to families whose students have recently dropped an ACTIVE-type enrollment but do not have any current or future enrollments. This workflow helps encourage re-enrollment and maintain communication with previously active customers. 

• 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 Dropped Enrollment Follow Up workflow detects when a student’s enrollment has ended and sends a notification after a specified waiting period if the student has not enrolled in another class.

• Workflow type: Event-driven
• Trigger: Dropped ACTIVE-type enrollment event
• Purpose: Encourage customers to re-enroll after a student’s class has ended.

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Accessing the Feature

1. From the Office Portal, navigate to AUTOPILOT>WORKFLOWS>"Add a Workflow."
2. Locate Dropped Enrollment Follow Up in the list of workflows.
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 Dropped Enrollment Follow Up workflow.
2. Review the following default settings:
   • Trigger Type: Event-driven – triggers when a student’s ACTIVE-type enrollment drops.
   • Communication Template Used: Dropped Enrollment with No Follow Up.
3. Configure customizable options:
   • Wait for Action – Defines how long the system waits after the drop before checking for new enrollments.
     • This value defaults to 3 days.
     • NOTE: 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 by Family or Student – Choose how messages are grouped.
     • Family - sends one email per family.
     • Student - sends one per student (families with multiple students receive multiple messages).
   • Reply To Email – Defaults to the email address associated with the dropped 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 "Dropped Enrollment with No Follow Up" template can be edited under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>"Autopilot" tab.
• Opt-In Compliance: Autopilot always respects family-level email and SMS opt-in preferences when sending messages.

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Best Practice Recommendations

Configuration Tips

• This event-triggered workflow could have multiple instances 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)
• Use clear subject lines such as “We Miss You in Class!” to encourage engagement.

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Operational Tips

• If you utilize Makeup Tokens, consider combining this workflow with the Expire Makeup Tokens workflow for consistent offboarding communication and data cleanup.
• Avoid enabling multiple “Follow Up” workflows that may overlap or duplicate messaging.
• Use Push Notifications for timely, less intrusive reminders.

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Troubleshooting & FAQs

• Why didn’t the workflow send a message when an enrollment ended?
  • Confirm that the workflow is enabled and that the student does not have a current or future enrollment.  The workflow will not trigger if the student is still active in any class.
  • Ensure that the dropped enrollment was an ACTIVE-type enrollment. Due to their intended limited enrollment duration, TRIAL, MAKEUP, and SINGLE-DAY enrollments do not trigger the workflow.
• What if a family re-enrolls before the waiting period expires?
  • The workflow will automatically skip families who have created a new enrollment before the “Wait for Action” timer completes.
• Can I adjust the number of days before the message is sent?
  • Yes. Update the “Wait for Action” value in the workflow settings to control when it runs.

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Related Articles

• What is Autopilot?
• How Do I Copy and Configure Autopilot Workflows?
• How Do I Configure the Expire Makeup Tokens Workflow?

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