Simplifying Multi-School Enrollment with Salesforce Flows

Handling a large database is difficult, especially when there are multiple scenarios and processes that the client’s business has. Early Childhood Education (ECE) manages three preschools in Salesforce using Traction Rec. The enrollment process is complex and requires a lot of understanding before developing a solution. Tracking applicant behavior, managing communication, processing registrations and applications, all while maintaining data consistency across a large Salesforce database, has presented great operational challenges. Additionally, the need to handle complex scenarios in which the usual process wouldn’t be used adds another layer of complexity to their process. The most challenging aspect is the consideration of end-user behavior and the need to account for all possible scenarios that may arise.

Streamline and automate the entire application-to-enrollment process for ECE, handling multiple scenarios while maintaining data accuracy and improving operational efficiency.

We developed a series of automated processes within Salesforce to streamline the entire application-to-enrollment journey. From simple field changes to a complex network of criteria and scenario evaluations, we have developed Flows to automate as much as possible. As soon as a preschool application is created, automations are triggered in the background to mark the contacts as applicants and eligible for tours and enrollments. The process of registering for school tours, sending confirmation emails, automatically creating and sending questionnaires, saving replies, and customizing emails based on preferences – everything is done within Flows.

ECE Process Diagram

Some situations were more challenging to handle, for example, when the family doesn't need to register for tours if they have been on one in the past 2 years. This means that the system must track historical data for the family, not just current incoming applications. It’s also important to track the age of the students when they apply, especially if they are young, and determine if they will be old enough to enroll in a course when it starts.

Automatized System Diagram

This diagram shows a high-level explanation of how the system is set up. Everything is done automatically without human intervention.

All communication is done automatically, including welcome emails, reminders, and notifications. Email preferences are considered, as well as personalized content in each email.

We used DocuSign to securely provide end users with the documents they need to sign and return to ECE – document generation and sending are also automated.

Finally, many reports and dashboards were created to visualize the applications and categorize them by school, number of students, sibling families, etc.

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The solution significantly reduced the manual workload for the client’s administrative team. By automating critical parts of the enrollment process, including data entry, email sending, and family record handling, the client can now manage a high volume of applications more efficiently. The system provides insight into the number of applications and registrations, which helps the client manage their capacity and resource allocation.