IN BRIEF
The Check for Policy Acceptance Upon Enrollment workflow automatically detects when a new enrollment is created and verifies whether required Family and Student policies have been accepted. If policies are missing, it immediately sends a notification with links for guardians to review and accept them.
- 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 Check for Policy Acceptance Upon Enrollment workflow ensures compliance with your organization’s policies by checking for missing acknowledgments whenever a student is enrolled in a class. If the system detects that either Family or Student policies have not been accepted, a message is automatically sent prompting the guardian to complete the policy review.
- Workflow type: Event-driven
- Trigger: Enrollment creation
- Purpose: Verify policy acceptance and send immediate notifications when required policies are missing.
Accessing the Feature
- From the Office Portal, navigate to AUTOPILOT>WORKFLOWS>"Add a Workflow."
- Locate Check for Policy Acceptance Upon Enrollment 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 Check for Policy Acceptance Upon Enrollment workflow.
- Review the workflow details to confirm the following:
- Trigger: Event-driven – triggers immediately when an enrollment is created.
- Communication Template Used: Family Required Policy Acceptance Link.
- Scope: Applies to both Family and Student required policies.
- Configure customizable criteria as needed:
- Send Communication by Family
- Reply To Email – Defaults to the email address of the Location associated with the student's enrollment if not defined.
- Send Email / Send to All Emails
- Send SMS / Send to All SMS
- Send Push Notification
- 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, SMS, and Push notification versions of the "Family Required Policy Acceptance Link" 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.
Best Practice Recommendations
Configuration Tips
- Confirm that all required Student policies are clearly labeled as such under SETTINGS>SETUP>POLICIES before enabling the workflow. (At this time, all Family policies are required.)
- Include direct links to policy acceptance within the notification template for the best user experience.
- Keep the notification short and action-focused—remind guardians that policies must be accepted before the student’s participation is complete.
Operational Tips
- As this workflow is event-triggered and communications are sent immediately, there should only ever be one instance of this workflow running. Otherwise, the customer will receive multiple communications as the event will trigger all instances of the workflow.
- Use Push Notifications when available—they’re immediate and less likely to be ignored than email.
- Pair this workflow with the Missing Policy Acceptance workflow to ensure both new and existing families stay compliant.
Troubleshooting & FAQs
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Why did the workflow not trigger when a new enrollment was created?
- Ensure that the workflow is enabled and that the family has missing required policies. If all required policies are already accepted, the workflow will not run.
-
Can this workflow be limited to check only Student or only Family policies?
- No. This workflow checks for acceptance of both required Student and Family policies automatically.
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What if a guardian opted out of email or SMS messages?
- Autopilot always respects a guardian's opt-out preferences. If the guardian has opted out of receiving both email and SMS, no communication will be sent.