About This Automation
Enrolment and waitlist management involves receiving family enquiries, collecting documents, checking room capacity, and assigning placements or waitlist positions. Manual tracking across spreadsheets and email creates delays, duplicate entries, and families waiting days for confirmation.
Automation captures enquiries, validates duplicates, tracks missing documents, checks real-time capacity, and sends confirmations or waitlist notifications automatically. Families receive same-day responses and the centre gains accurate, up-to-date enrolment records.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
A family submits an enrolment form, email, or website contact. The trigger captures the submission and extracts family details, preferred start date, and any initial documents.
The automation checks the enquiry against existing records to identify duplicates and flag incomplete submissions. It scores the enquiry completeness and routes accordingly.
If documents are missing, an automated email is sent to the family with a checklist of required documents and a link to upload them. The system tracks submission status.
The automation queries to check real-time capacity in the requested room and age group for the preferred start date.
Based on capacity, the system either confirms the placement or automatically assigns a waitlist position. The family record is updated with status and position.
A templated email is sent automatically to the family confirming their placement or providing their waitlist position and expected timeline.
A message is posted for the relevant room leader or manager, alerting them to the new enrolment or waitlist addition with key family details.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
Airtable
Slack
Google Forms
Google SheetsWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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