How to Set Up Incomplete Application Reminder

You can decide how long after an application has been started this email reminder should be sent out.

First, you would need to create an email template that you send to a parent if they have an incomplete application. When you have done this, navigate to automations in the main menu and click on create in the top right corner.

You will need to name your automation, and this is an internal name. This means that it is only visible from the backend so you can distinguish what type of automation this is.

Let's name this automation, "incomplete application after seven days." This will send parents an email saying that they have an incomplete application, seven days after they have started a new form.

The next step is to select what it is that we're sending. Is it an email template that goes out to the parent? Is it an SMS template that goes out to the parent, or is it an email that is supposed to go out to staff?

In this case, we want to send this to parents. We can even write "parent" in the background so that we know this template is supposed to go out to parents, as we might want to have a separate automation for staff after seven days as well.

Next, we have to click on "parent template" in order to select our template, which is "incomplete application."

When this is selected, the next step is to tell the system "when" to send this. The trigger event will tell the system the timing (7 days) of when this email template should be sent out, and then we just need to find the correct "trigger event."

The easiest way to do this is to search for the category you are looking for, and in this case, "application" is called "enrolment," and then find the trigger for starting the email.

There will be many different triggers related to application, so you need to find the one that is correct for what you are trying to do.

In this case, the trigger that I want is that an application (or enrolment) has been started by the parent.

Then I need to add a cancel event. This states that we don't want this automation to go out if the enrolment has been submitted and paid. This is the same as saying we have an incomplete application.

We tell the system to send the email template if the parent has started a new application form, but it has not been submitted or paid yet.

Remember the cancel event so we don't send it to "all" parents that start the form. We only want this reminder to go to the parents who started it, but haven't completed it when 7 days have passed.

Finally, we need to make sure to select "when" we are sending the template.

By default, this automation will send 10 minutes after the enrollment form has been started. We need to put in the hours of when this should send.

If I put in 168 hours, that means the same as seven days after the application has been started. That's what we need to add in.

To summarise:

• Step one: put in the name so that you can recognize what type of automation this is.
• Step two: select what it is that you're sending, and the trigger events.
• Step three: set the time to actually tell the system what time that is.

Then you click save, and the automation will have been created.

If you go back to the overview and page 2, you will have an incomplete application, seven days to parent create, and you'll be able to see which parent template we are sending.

You can click on this, and it will take you directly to the email template so you can adjust the default one.

You can see the trigger events that have been used and the delay that has been used as well. And click on the pencil to edit it if you need to.