IN BRIEF 
The six ad management Autopilot workflows (collectively referred to as the "Ad Occupancy Engine") automatically enable or pause specific Google and Meta ads based on the occupancy of your classes, camps, or party bookings. Each workflow watches a set of Programs or Party Stations at a single Location, compares current occupancy against thresholds you define, and turns the associated ad on when enrollment is low or pauses it when enrollment is high. These workflows only control ad visibility and never trigger any communication with families.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Additional Notes & Behavior
• Troubleshooting & FAQs
• Related Articles

Overview

Growth Engine's Ad Occupancy Engine consists of six autopilot management workflows intended to enable or pause specific Google and Meta ads based on the occupancy of your classes, camps, or party bookings. These  six workflows are located in the Autopilot Workflow Library; three for Google and three for Meta:

• Manage Google Ads Based on Class Enrollment
• Manage Google Ads Based on Camp Enrollment
• Manage Google Ads Based on Party Bookings
• Manage Meta Ads Based on Class Enrollment
• Manage Meta Ads Based on Camp Enrollment
• Manage Meta Ads Based on Party Bookings

Each workflow evaluates occupancy for the Programs or Party Stations you select at one Location, then enables or pauses a Google or Meta ad based on the thresholds you configure. When occupancy is low, the ad can remain active to drive registrations. When occupancy reaches your defined capacity threshold, the ad can be paused to prevent over-promotion.

The workflow cards appear in the Workflow Library with the Google or Meta logo, so they stand out from other Autopilots. The cards are visible whenever the Growth Engine Add-on is active, even if your advertising integrations are not yet connected.

One workflow can manage one ad campaign, ad group (Google)/ad set (Meta)/asset group (also Google), or individual ad. To manage multiple ad campaigns, ad groups/sets/asset groups, or individual ads, you will need to duplicate and configure a separate workflow for each.

Note(s): These workflows do not trigger any customer communication. They only control when a Google or Meta ad is displayed, based on the occupancy of the selected Programs or Party Stations.

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Accessing the Feature

1. From the Office Portal, navigate to AUTOPILOT > WORKFLOWS > Add a Workflow.
2. In the Workflow Library, locate the ad management workflow you want to use, identified by the Google or Meta logo on the card.
3. Select the workflow to copy it to your account.
4. The workflow opens in the Workflow Editor.
5. After configuring the workflow, select Save.
6. When you are ready, select Enable to activate the workflow.

Note(s): Only account administrators, or staff members with the appropriate Autopilot permissions, can copy or edit workflows.

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Step-by-Step Instructions

1. Open the ad management workflow you copied to your account.
2. Configure the following components:
3. Scheduled Event - Each workflow is triggered whenever an enrollment or booking is created, modified, or deleted, supported by a daily cleanup job that defaults to midnight (Central/Chicago Time). Staff are advised to update or re-save this time so the system schedules the run time in your local time zone (based on your browser settings).
   • This means that if you are in New York and wish to schedule this check at midnight Eastern time, you need to re-select 12:00 am and choose Apply Schedule.
   • Note: For assistance configuring the schedule version, see "Configuring a Scheduled Event" in How Do I Copy and Configure Autopilot Workflows?.
4. Select Location
   • Select the Location where this workflow applies. Occupancy and ad accounts are evaluated per Location, so this selection scopes everything that follows.
5. Select Programs/Stations
   • For a class workflow, select the Program(s) for which the System should calculate class enrollment.
   • For a camp workflow, select the Program(s) for which the System should calculate camp enrollment.
   • For a party workflow, select the Party Station(s) for which the System should calculate booking occupancy,
6. Select Ad Entity
   • Select the specific Google or Meta campaign, ad group, or ad that this workflow should manage. This lets you target a single ad rather than an entire account.
7. Get Occupancy for Ads Percentage

   • Define the Lookahead window that sets how far ahead the System counts both available and booked time slots. [Party Booking Workflows only]

   • Define the minimum and maximum booking thresholds [Class/Camp/Party Booking Workflows] 
     • Minimum Bookings: defaults to 50. 
     • Maximum Bookings: defaults to 90. 
     • Adjust both thresholds to the desired values.
   • The workflow enables the ad when occupancy is at or below the minimum, and pauses the ad when occupancy is at or above the maximum. 
   • NOTE: booking percentages are calculated based off of Customer Portal enrollable/bookable classes/camps/parties only. This means, for example, that if classes in a specific Program are not configured to allow visitors to register for them from the Customer Portal, they will not be included.
8. Review your configuration to confirm the correct Program(s) or Party Station(s), ad entity, and thresholds are selected.
9. Select Save to store your changes.
10. When you are ready, select Enable to begin using the workflow.

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Additional Notes & Behavior

• You can create multiple instances of any of these workflows to manage different ads, Programs, or Party Stations independently.
• If you select multiple Programs, confirm they align with the selected ad entity so that the ad is controlled accurately.
• When calculating occupancy for Parties, the system calculates the window to consider bookings as beginning on the Current Date (considered day 0). 
  • That is:
    • Start Date is [current date + Booking Lead Time]
    • End Date is [current date + Look Ahead Days, excluding the current date.
      • Example: with Booking Lead Time of 2 and a Look Ahead of 30: the bookable/ads range is day 2 through day 30 from the current date (i.e., the system does not include the current date as one of the dates in the bookable/ads range).
  • If the Booking Lead Time is set to 0, the system leaves that calculation out since it does not affect the end date at all  Instead, the window starts on the Current Date, and the end time is calculated as [current date + Look Ahead Days], including the current date in the calculations. That is:
    • Start Date is [current date + Booking Lead Time], 
      • In this case, [current date + 0], so the start date is the current date.
    • End Date is [current date + Look Ahead Days], inclusive of the current date.
      • Example: with Booking Lead Time of 0 and a Look Ahead of 30: the the bookable/ads range is days 0–29, (including the current date as one of the dates in the bookable/ads range).
• iClassPro only checks the ad campaign status with Google and Meta when:
  • All scheduled runtimes (i.e., only the time specified in the "Scheduled Event" parameter)
  • The system believes the status needs to be changed based on occupancy calculations.
  • Manually enabling or pausing the same campaign directly in Google or Meta can leave the Autopilot status out of sync.

• Enrollment/booking percentages are calculated based off Customer Portal enrollable/bookable classes/camps/parties only. 

  • e.g., If classes attached to a specific Program are not configured to allow visitors to register for them from the Customer Portal, they will not be included in the enrollment/booking percentage calculations.

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Troubleshooting & FAQs

• What is the Ad Occupancy Engine?
  • Growth Engine's Ad Occupancy Engine consists of six autopilot management workflows intended to enable or pause specific Google and Meta ads based on the occupancy of your classes, camps, or party bookings. These  six workflows are located in the Autopilot Workflow Library; three for Google and three for Meta.
• Why are my ads not changing status?
  • Confirm that the workflow is enabled and configured correctly, that the correct Program(s) or Party Station(s) and ad entity are selected, and that occupancy has actually crossed one of your thresholds. Remember that the ad status is only read when the workflow evaluates it, so a manual change made directly in Google or Meta can put the Autopilot status out of sync.
• Does this workflow send emails or notifications to families?
  • No. These workflows manage Google and Meta ad visibility only, based on the occupancy of the selected Programs or Party Stations. They never trigger customer communication.
• What happens if occupancy is between the minimum and maximum threshold?
  • The workflow leaves the current ad status unchanged. It only acts when occupancy is at or below the minimum, or at or above the maximum.
• Why did the system pause my ad even though the event is not at the occupancy threshold?
  • If the workflow configuration results in calculating no usable capacity (i.e., zero) for whatever reason, the system treats this as 100% occupancy and will disable whichever entity is tied to the workflow. For example:
    • Total capacity: 0
    • Current usage: 2
    • Calculation would be: 2/0, which is invalid
    • System behavior: Treat as 100% occupied
    • Result: Disable or hide the entity tied to that workflow
• Can I use different thresholds for different Programs, camps, or Party Stations?
  • Yes. Create a separate instance of the workflow for each Program, camp, Party Station, or ad entity, and configure unique thresholds for each.
• How soon does a paused ad stop showing?
  • For Google, pausing a campaign should stop the ad from serving about 10 minutes after the status changes. For Meta, the same change can take up to about 60 minutes.

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Related Articles

• How Do I Configure the Marketing Journey Settings?
• How Do I Copy and Configure Autopilot Workflows?
• What is Autopilot?
• How Do I View the Workflow Activity and Audit Logs?
• What is Party Booking Management?

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