Overview

During the Admissions process, prospective families have a variety of questions about the schools they inquire with, and want to make sure they find the best fit for their child/children.  To help schools build more personal relationships with families, you can setup automated emails that answer common questions and help families see their place in the story of your school. In addition, you can automate internal reminders for phone calls, mailing tickets home for a school play, etc. Make sure you review the related content below to learn best practices in setting up automated communication plans. 

Information-Based Communication Plans

IMPORTANT: Please note, your field names and values may differ from these examples.

Financial Aid/Tuition Assistance Phone Call Reminder: 

  • Set the trigger to be a status of 'Inquiry' or 'Applicant' as applicable.
  • Set additional criteria. Field: Financial Aid Requested. Operator: is Value: Yes.  
  • Create a reminder to go out N days after trigger with the number of days. 
  • Specify the time you would like the reminder to go out. 
  • Set the reminder assignment and the reminder text to call the family about the Tuition Assistance program for some personal outreach and to answer any questions/concerns.  
  • Click Save

Financial Aid/Tuition Assistance Email: 

  • Setup the same as above, except the action is an email and can be set any number of days after inquiring with a pre-saved email template that tells success stories of other families that attended your school with the Tuition Assistance program. 

Reminder to Mail a Viewbook

  • Set the trigger to be a status of 'Inquiry' or 'Applicant' as applicable.
  • Create a reminder to go out N days after trigger: 1  
  • Specify the time you would like the reminder to go out. 
  • Set the reminder assignment and the reminder text to Mail the Viewbook.
  • Click Save

Event invite for an Open House or Tour

  • Set the trigger to be a status of 'Inquiry' or 'Applicant' as applicable.
  • Set an email to go out 'N days after trigger' with the number of days.
  • Specify the time you would like the email to be sent. 
  • Select the email recipients and select the event invite email. 
  • Click 'Save.' 

Thank you email for event attendance

  • Set the trigger to be a completed checklist item of 'Invite/Attended to Open House.'
  • Set an email to go out 'N days after trigger' with 'immediately.'
  • Select the email recipients and select the Open House Thank You email.
  • Click 'Save.'

Event follow-up phone call or mail thank you cards reminder 

  • Same as the thank you email example above, except you set a reminder with the reminder text to make a personal phone call after the event or to mail thank you cards. 

Reminder to type up interview notes. SchoolAdmin can create internal-facing online forms that are tied to your checklist to capture information that remains confidential with the school.  One example is an interview notes form.

  • Set the trigger to be a completed checklist item of 'Parent (or Student) Interview.'  This is a checklist item that's tied to an interview calendar that you mark complete to indicate the interview was attended and took place.  You will have an additional checklist item with an online interview notes form attached so you can fill it out.
  • Set a reminder to go out 'N days after trigger' with 'Immediately.' 
  • Set the reminder assignment and the reminder text
  • Click 'Save.' 

Applicant Communication

Admissions checklist reminder emails to keep families moving through your funnel.  This communication is for applicants that have not yet completed all required items on their checklist to remind them of the deadline.  It can be sent on multiple dates using multiple communication plans.  For example, the first reminder email can go out 4 weeks before the deadline, a second reminder email can go out 2 weeks before the deadline and a third and final reminder email can go out a week before the deadline.  The final email template may be different than the first two or you can use the same one.

  • Set the trigger to be a status of 'Applicant.'
  • Set an email to go out 'N days after trigger' with a specific date. 
  • Specify the time you would like the email to be sent. 
  • Select the email recipients and select an email template for 'Admissions Checklist Reminder.' Note: We provide schools with this template that you should customize with your brand and voice. The merge field that brings in the checklist is under Contact --> Admissions Checklist. 
  • Click 'Save.' 
  • Repeat this for additional dates you want the email to go out and anyone that became an application complete status after the first reminder email went out will not receive any remaining notifications.

Application Complete email to parents.  Once all required checklist items have been marked complete, you can automate an email to parents thanking them for submitting all requirements on time, letting them know next steps for when decisions will take place and invite them to events to keep them engaged and your school front of mind.

  • Set the trigger to be a status of 'Application Complete.'
  • Set an email to go out N days after trigger with 'Immediately.'  
  • Select the email recipients and select an Application Complete email template you created with some ideas from above.
  • Click 'Save.' 

Online Review Communication

Completed candidate file is ready for committee review reminder.  
Reminder notification when a candidate's file has been reviewed by all assigned readers. 

  • Set the trigger to be a status of 'Review in Progress.'
  • Set additional criteria to 'Reading Progress contains complete' and click the 'done' button.
  • Create a reminder to go out N days after trigger: immediately.  
  • Set the reminder assignment and the reminder text that the candidate's file is complete and ready for the Review Committee.
  • Click 'Save.' 

Interest-Based Communication Plans 

IMPORTANT: Please note, your field names and values may differ from these examples.

Academic interest based reminder to call a family that's interested in STEM to talk about the program.  Or have a staff member that manages the program reach out to the family directly. 

  • Set the trigger to be a status of 'Inquiry' or 'Applicant' as applicable. 
  • Set additional criteria for 'academic interest contains math' and set the 'or' button.  Next add additional criteria for 'academic interest contains science' and click the 'done' button.
  • Set an email to go out N days after trigger with 'Immediately.'  
  • Select the email recipient(s) and select an email template you created that includes the child's information and the parent contact information from your Inquiry form so the program director can either make a personal phone call or email. 
  • Click 'Save.' 

Sport interest-based emails to invite prospective families to a game. 

  • Set the trigger to be a status of 'Inquiry' or 'Applicant' as applicable.
  • Set additional criteria with the field name and value of soccer. Ex 'Sports Interests' --> contains --> Soccer.
  • Set an email to go out 'N days after trigger' with a specific date before the game.
  • Specify the time you would like the email to be sent. 
  • Select the email recipients and select the event invite email. 
  • Click 'Save.' 

PRO TIP: The email template can have a headshot of the coach, pictures from a game or championship, and have a personal signature from the coach.   

Academic interest-based emails to invite prospective families to a STEM night or theater production. 

  • Set the trigger to be a status of 'Inquiry' or 'Applicant' as applicable.
  • Set additional criteria with the field name and value of STEM or Theater. Ex 'Academic Interests' --> contains --> STEM/Theater.
  • Set an email to go out 'N days after trigger' with a specific date before the event night or play.
  • Specify the time you would like the email to be sent. 
  • Select the email recipients and select the event invite email. 
  • Click 'Save.' 

Sport or academic interest based email to the coach or academic staff member, notifying them that a prospective applicant is interested in their program.
Coaches and academic staff members can be setup in the system as 'limited users' so that you can email them within automated communication plans, but they will not have access to the information in SchoolAdmin. This allows the coach or program director to reach out personally or keep the family on their radar for when they visit your campus. Click here to learn how to create a limited user account.  

  • Set the trigger to be a status of 'Inquiry' or 'Applicant' as applicable.
  • Set an email to go out N days after trigger with 'Immediately.'  
  • Select the email recipients and select an email template you created with contact information and any other details the coach or academic program director would need to optimize their personal outreach.
  • Click 'Save.' 
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