Student enrollment at music schools involves receiving inquiries, checking instructor availability, confirming assignments, and creating records across multiple spreadsheets and emails.
Automation captures inquiries in a single form, matches students to instructors based on real-time availability and skill, and creates complete student records with confirmations sent automatically.
The full workflow, from trigger to completion.
A prospective student submits an inquiry via Google Form or email. The automation is triggered immediately.
The automation extracts student name, age, instrument, and parent contact from the form or email. It validates the data format and flags any missing required fields.
The automation queries instructor availability, skill level, and current workload and, then recommends the best match based on instrument and schedule.
The automation creates a new row in the student database with all inquiry details, instructor assignment, and status marked as pending confirmation.
An automated email is sent to the parent with the assigned instructor, proposed lesson times, pricing, and a link to confirm or reschedule.
A message is sent to the assigned instructor with the student details and lesson assignment, requesting a quick confirmation.
Once the parent confirms, the automation adds the lesson to the master schedule and updates the instructor's workload.
A final email is sent to the parent with first lesson details, location, parking info, and any preparation notes. The enrolment is marked complete.
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