Class Waitlist Notification System
A done-for-you education and training automation built for the Enrollment Coordinator, connecting Twilio and Airtable so the work below happens on its own.
What this automation does, step by step
When a student withdraws or a spot otherwise opens in a full class or program, the waitlist automatically identifies the next eligible family in line and sends them an offer by text and email with a 24-hour window to claim the seat.
If the offer expires unclaimed, it automatically passes to the next family on the list rather than sitting with the enrollment coordinator until someone remembers to follow up.
Families further down the waitlist receive a periodic status update so they aren't left wondering whether they've been forgotten.
Seats that used to sit empty for a week or more while staff manually worked down a waitlist are now filled within a day or two.
The manual way vs. the automated way
Without automation
Left to a person, this means an enrollment coordinator re-enters the same data more than once, double-checks it by hand, and still occasionally misses something. Over a month, those small manual steps add up to a significant amount of lost time.
With this automation
- Multi-touch reminders that measurably reduce no-shows
- Waitlists that backfill cancellations automatically
- Self-scheduling with instant confirmations
- Dispatch and on-my-way updates sent to the right people
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