Automations
When something happens,the next step happens too.
Admins lose hours to follow-ups that are the same every time. Welcome a new family, chase an enquiry nobody answered, tell a tutor about a late cancellation. Set it up once, watch it practise for a week, then let it run.
Three absences in a row
Practising: logs only for 7 days
When
Only if
Then
Tell staff: the student's tutor, in the app
Make a task: “Call {First name} about {Student's first name}”
Before it sends
- things to start from
- 11
- actions in one automation
- 5
- ready-made recipes
- 10
- messages a day to one person, at most
- 3
When this happens, do that
One trigger, a few conditions, up to five actions.
Admins send the same welcome and the same reminder by hand every week. Pick what starts it, narrow it by campus, year, service or where it is taught, then choose what happens.
Eleven things to start from
A new family, a new enquiry, an enquiry left waiting, absences in a row, a low rating, a late cancellation, an overdue invoice, a birthday, a new tutor, a check about to expire, and a first lesson done.
Five things it can do
Email the family, text the family, tell staff in the app or by email, make a task, or add an internal note.
Written in your words
Fill in the first name, the student's and tutor's first names, the lesson time or the invoice number, and say whether each message is a service message or a promotion.
Three absences in a row
Practising: logs only for 7 days
When
Only if
Then
Tell staff: the student's tutor, in the app
Make a task: “Call {First name} about {Student's first name}”
Ready-made
Ten recipes to switch on, or make your own.
Starting from nothing is the hard part. Turn one on as it is, change it first, or start from a blank page.
For the front desk
Welcome a new family, chase an enquiry nobody has answered in 24 hours, and follow up after a student's first lesson.
For the owner
A task when a family gives a low rating, a note after three absences in a row, and a reminder when an invoice is a week overdue.
For your tutors
Tell the tutor about a late cancellation, leave a note on a student's birthday, an onboarding checklist for a new tutor, and a warning 30 days before a working with children check expires.
Ready-made
10 recipes, or start from scratch
Welcome a new family
UseEnquiry not followed up in 24 hours
UseThree absences in a row
UseLow family rating: task for the owner
UseInvoice 7 days overdue: remind the family
UseStudent birthday: note for the tutor
UseCareful by default
It practises for a week before it sends anything.
An automation that emails the wrong families is an owner's worst fear. These run on the same send rules as everything else, with limits of their own on top.
A dry run first
A new automation only writes down what it would have done for its first 7 days, and editing one switches it off until you turn it back on.
Test sends nothing
Test shows exactly who would get what, from the latest real event or sample values, and sends nothing.
Limits that protect families
At most 200 messages a day for the centre, 3 a day to any one person, and the same automation reaches the same person once a week at most. Opt-outs and bounced addresses are always skipped.
A log of every run
Every run shows who it reached, what was sent and why anything was skipped. Nothing is sent twice for the same event, and an automation never sets off another.
Runs
Who it reached, what was sent, and why anything was skipped
Welcome a new family
Test: nothing was sent.
Invoice 7 days overdue
Practising: would email the Brown family
Welcome a new family
Emailed the Chen family
Invoice 7 days overdue
Skipped: the address opted out
A day, centre
200
A day, a person
3
Days of practice
7
In short
Automations
XTutio's automations take one of eleven triggers, such as a new family, an enquiry left waiting or an overdue invoice, and do up to five things: email or text the family, tell staff, make a task or add a note. A new automation practises for a week before it sends anything, and every run is logged. It works beside the team inbox and operations, messages families the way Billing and payroll and the parent app already do, and follows the opt-outs on Child safety.
Questions centres ask
What can start an automation?
A new family, a new enquiry, an enquiry nobody followed up, absences in a row, a low rating, a late cancellation, an overdue invoice, a birthday, a new tutor, a working with children check about to expire, or a first lesson done.
Can it send something by mistake?
A new automation only writes down what it would have done for its first 7 days, Test sends nothing, and editing one switches it off until you turn it back on.
Does it respect opt-outs?
Yes. Every message goes through the normal send rules, so opt-outs and bounced addresses are skipped, with at most 3 messages a day to any one person.
