Automation to Increase Student Engagement

Dhwani Shah
November 16, 2023
3 min read

Let’s face it: as a class provider, you’re always juggling multiple roles. From securing new clients to ensuring student satisfaction, from tracking payments to updating calendars – you certainly have a lot on their plate. 

In the dynamic landscape of education, the integration of automation is reshaping the way class providers engage with students, streamline operations, and level up learning experiences. At its core, automation is the strategic use of technology to perform routine tasks, and when harnessed for keeping students engaged, it becomes a tool that sparks positive experiences. Here are some ways in which class providers can use automation to enhance customer engagement:

Automation for student engagement

1. Lead management

🔀 Assigning of lead owners

By setting up automated lead assignment rules, prospective customers can be instantly and accurately assigned to the most appropriate sales representatives or teams based on predefined criteria. This ensures that leads are distributed efficiently, reducing response times and increasing the likelihood of successful conversions. 

Example 👉 For a sports institute, automation can instantly route inquiries based on the sport or activity mentioned. For instance, a potential student expressing interest in tennis classes will be automatically assigned to the tennis department's lead owner, ensuring that their inquiry is promptly addressed by the expert in that field, thereby resulting in customer engagement and satisfaction.

✅ Lead Qualification 

Automated workflows can simplify your life by qualifying and progressing prospects through the sales funnel. The CRM can automatically move leads from stage to stage based on predefined criteria such as prior academic achievements, course compatibility, and required qualifications.

Example 👉 A student seeking admission to an advanced physics class may be automatically qualified if they have completed certain courses and have the necessary grades, streamlining the enrollment process and ensuring that each student is placed in the right class for a successful learning experience.

2. Student communication

Automation brings efficiency to communication processes, ensuring seamless interactions with students at various stages. Automation can trigger personalized welcome emails and schedule notifications when a student is added to a new batch. 

Example 👉 A student enrolling in an 'advanced coding class' may automatically receive an email containing course details, materials, and a calendar invite for the first session. 

Automation can also be utilized to swiftly detect and address specific student criteria (absenteeism, test performance, etc.), triggering an automated communication sequence

Example 👉 When a student is marked absent for two consecutive classes, your programmed communication flow can send a friendly reminder about attendance expectations, offering additional support if needed, and ensuring that both students and instructors stay well-informed, fostering a sense of belonging. 

A music class provider's system can automatically analyze students' progress, practice habits, and performance history. It may then identify students likely to excel in a particular genre, prompting the provider to offer specialized workshops or recommend additional materials. On the other hand, students whose performance has not been at par could be offered additional support in the form of extra classes.

3. Invoicing

💳 Payment Tracking 

Automation streamlines financial processes by managing invoicing efficiently and recognizing client loyalty through predefined criteria. Your automated system can aid in not only keeping a tab on invoices, but also in identifying overdue bills.

Example 👉 Automated notifications and reminders can be sent out when payments are delayed by more than a certain number of days. This proactive approach encourages prompt payments and maintains a healthy financial flow, ultimately contributing to a more efficient and sustainable business operation.

Simultaneously, when a client reaches a predetermined threshold of invoicing – say, a client crosses a certain amount of payments – automation can automatically elevate their status to that of a VIP client, triggering personalized acknowledgements, exclusive perks or loyalty rewards. This in turn creates a positive customer experience and fosters loyalty within your class community. 

a laptop, a phone calculator, financial papers and money on a desk

🔄 Subscription Management and Renewal

Automation is a game-changer in the effortless management of subscription renewals. 

Example 👉 A swimming institute can use automation to automatically notify swimmers about expiring memberships, offer convenient renewal options, and ensure continuous access to swimming lessons. This not only streamlines administrative tasks but also contributes to enhanced customer satisfaction, creating a positive and hassle-free experience for both the institute and its members.

4. Schedules

Utilizing automation, you can instantly notify enrolled students of any calendar updates such as class changes or special events. 

Example 👉 If a dance class is moved to a different studio, automated notifications can inform students instantly, minimizing disruptions, preventing any confusion, and allowing them to adjust their schedules accordingly. 

Automation also facilitates the timely and effective communication of crucial tasks and appointments.

Automated reminders can be set up to notify students of upcoming exams or project deadlines, guaranteeing that no essential information is overlooked.

a person holding a phone with a calendar event

5. Feedback

Automation can be instrumental for class providers seeking valuable insights from students. 

Example 👉 Your automated system can send feedback forms to students after completing a specific course module or a set number of classes. This allows you to gather timely feedback on the learning experience, pinpoint areas for improvement, and adapt courses to better meet the students' needs, nurturing a responsive and student-centric educational environment.

a person filling out a feedback form

The integration of automation into the realm of education isn’t just a tech upgrade – it’s a fundamental shift in the way you, as class providers, connect with stakeholders.

From streamlining operations, improving communication and predicting needs, it's evident that this process holds the potential to completely redefine the educational experience.

As automation continues to evolve, class providers that hop on board can lead the way to a more connected, responsive, and enriching educational landscape. So it’s time to embark on this journey and unlock new possibilities for learning, growth, and success.🚀

Dhwani Shah

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