1.Monitors enrollment record updates
Integrate Airtable and database tools to detect enrollment updates and pull student, parent, and counselor fields to route outreach.
Send 3-week check-in email to student, update record
Automatically monitor updated enrollment records across Airtable and Gmail. Create and update when three-week check-in marker hits, check-in stage updates, or a student email is addedβso you can send check-in emails, CC the right contacts, and mark outreach sent without manual follow-up.
How this automation sends check-in messages reliably
When an enrollment record updates at the three-week check-in marker, delayed outreach can miss the right moment to engage families. This automation watches enrollment updates, finds advisor contacts, sends check-in emails, and updates invitation statusβso your team can reduce follow-up lag.
Airtableor swap with your favorite app
2.Filters qualifying three-week records
Integrate Filter by Zapier and automation rules to continue only when check-in stage matches and a student email exists to prevent bad sends.
Filter by Zapieror swap with your favorite app
3.Delays briefly to stabilize data
Integrate Delay by Zapier and workflow timing tools to wait briefly before lookups so downstream reads stay consistent.
Delay by Zapieror swap with your favorite app
4.Finds advisor record for CC
Integrate Airtable and contact lookup tools to find the advisor record and map advisor email to CC contact details.
5.Sends counselor check-in email
Integrate Gmail and email templates to send the check-in email, map To and From, and CC advisors and parents when available.
Gmailor swap with your favorite app
6.Updates invitation outreach fields
Integrate Airtable and reporting fields to update invite attempt and invite sent values and add the send timestamp.
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