Term and course management involves receiving enrollments, updating student records across multiple systems, and notifying instructors and students of course details. Manual coordination across email, spreadsheets, and calendars creates delays, duplicate records, and inconsistent information.
Automation captures enrollments once and syncs them instantly to rosters, calendars, and notifications. Students and instructors receive accurate, timely information; staff focus on validation rather than data entry.
The full workflow, from trigger to completion.
Automation monitors for new student records or changes to course/term dates. When a new enrollment is created or a date field is edited, the workflow is triggered.
The automation checks the enrollment record for completeness (student name, email, course, term, start date, instructor). If any field is missing or invalid, the automation flags it for manual review. Valid records proceed automatically.
The automation appends or updates the student record in the course roster Google Sheet, removing duplicates and maintaining a clean, current list.
The automation creates or updates the course event with the correct start date, time, location, and attendee list. If the date changed, existing attendees are notified of the update.
The automation sends a templated welcome email to the student with their course details, start date, instructor name, and calendar invite link.
The automation sends the instructor an email with the updated course roster and a note of any new enrollments or changes since the last notification.
The automation posts a structured message to the team channel summarizing the new enrollment or schedule change, tagged to relevant instructors and staff.
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