Tasks: New Automated Rule

What is an Automated Task?

• A task that is immediately created after a particular event in the system.
  
  
• A task can be categorised as an email, phone call, meeting or SMS.
  
  
• It can be assigned to an individual user (Centre Managers, Administrators etc.) OR left unassigned (any user that has access to the centre can view see the task to complete)
  
  
• All automated tasks have a due date i.e. the duration of a task before it is considered overdue.

To create a task, admins should navigate in their MyWaitlist system as follows:

1. Select Tasks

2. Select Automated Rules from the left hand side menu

3. Within this screen, select the green + icon to the right hand side to embed a new automated rule

4. Admins will be directed to a new screen, in which they can complete the 5 steps to create their new rule. Once completed, the administrator should select Submit to embed in their system. 

Examples of Possible Trigger Events for a Task to be Created:

1. Created Date (When a waitlist or lead initially was created)
2. Offer Date
3. Confirmation Date
4. Started Date
5. Offer Expiry Date
6. Care Date
7. Tour Start Time
8. Tour End Time
9. Last Admin Phone Conversation
10. Last Carer Update Date
11. Last Admin Email

Note: A task can be created on the date of an event, before or after. Users can specify how many days before or after. See below for some examples.

Examples of Possible Automated Tasks

1. A phone call 1 day after the Creation Date to welcome a family to the waitlist and to explain the enrolment process and any other queries.
2. A phone call on the Offer Expiry Date to follow-up a family’s expired offer.
3. An SMS a month before a child’s care date to advise of any upcoming vacancies.
4. A phone call three months before a child’s care date to book a tour if they have not yet viewed the centre.
5. An email one week after a child’s started date asking for feedback on a child’s first week.
6. An email on the day of a tour cancellation to reschedule the tour.

Conditions around Tasks

Tasks need to operate within certain boundaries. Just like when you create a marketing email and only want to send it to a certain select group of people, it is the same with a task. You must ensure the tasks are set up for the right audience and for the right purpose. See examples below.

For example, you do not want to call a family after an offer expiry date if the family has already corrected this and instead confirmed the offer.

Another example, you do not want to send an SMS to a family on their care and advise of any upcoming vacancies if they have already received an enrolment Offer.

See here for a list of conditions:

• Enrolment Status – Lead, Pending, Waitlisted, Offered, Confirmed, Started, Inactive
• Recent Tour Status – Booked, Cancelled, No-Show, Rescheduled, Completed

Task Due Dates:

All tasks must have a duration attached to them before they are considered overdue. You can assign a task to be due:

1. On the same day, the task was created OR
2. A specific number of days after the date a task was created

Task Statuses and Integrating with Calendars

It is important that users are reminded of tasks to ensure they are following up on important leads, managing parent expectations and keeping up on top of their workloads.

Tasks can be sorted into three statuses:

• Open
• Completed
• Overdue (highlighted red at the top of the Task Grid)

If managers are not logging onto the MyWaitlist system every day, they can integrate their MyWaitlist Task Calendar with their email system. 

There is also a handy 'Overdue Tasks' link on the dashboard of the MyWaitlist system.