Enrolment & Waitlist Management

Keep every waitlisted family informed and move children into spots without a single manual follow-up call.

49 hrs

Time saved/month

Companies have mapped

About This Automation

Enrolment and waitlist management involves receiving family enquiries, logging applications, checking availability, and managing waitlists across multiple spreadsheets and email channels.

Automation consolidates enquiries from all channels, validates and logs family information automatically, checks real-time room capacity, and sends status updates instantly. Waitlist positions are assigned and updated in real time, and families are notified immediately when spots become available.

Key features

Capture enquiries from email, phone, and web forms into a single system

Validate and log family and child information automatically with consistency checks

Check real-time room availability and age group capacity without manual lookup

Assign waitlist positions and track movement automatically

Send instant status confirmations and waitlist notifications to families

Flag incomplete applications and request missing information on schedule

How The Automation Works

The full workflow, from trigger to completion.

1. Enquiry Receivedtrigger

Family submits enrolment form, sends email, or calls. Trigger captures the enquiry and extracts key details.

2. Validate & Extract Data

Automation extracts family name, child age, preferred start date, and contact details. Flags incomplete applications for manual review.

3. Check Room Availability

Automation queries the capacity spreadsheet to determine if a spot is available in the requested age group and term.

4. Log

Automation creates a contact record with family details, child information, and application status for tracking and follow-up.

5. Send Confirmation Email

Automation sends a templated confirmation email to the family with their application status, next steps, and any required documents.

6. Update Waitlist

If no spot is available, automation adds family to the waitlist, calculates their position, and logs the status.

7. Notify

Automation sends a notification to the enrolment team summarizing the enquiry, availability status, and any required follow-up actions.

4 reasons to map this process

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There's no obligation to build

78 hrssaved/month

13times mapped

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Frequently asked questions

Everything you need to know before mapping this process.

My process is slightly different from this. Can I customize it?

This template is a starting point based on how other businesses handle this type of work. When you map your process, you describe exactly how your team does it and the automation is built around your workflow, not a generic template.

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Estimated Time Saving

49hrs/month

Process pain:8.2/10

Mapped by:6 Companies

Map this to your business to get your exact numbers.

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