Enrollment
Follow-ups, sequences and group email
Drafted follow-ups you read before sending, one email to a group of families, and the sequences that will follow up for you.
Drafted follow-ups
In the director portal, open Enrollment → Tasks and find Drafted follow-ups. Draft for quiet leads writes a short follow-up email for up to five open leads that have gone quiet. Leads with follow-ups paused, with no email, or that already have a draft waiting are skipped.
Nothing is sent on its own. Read each draft, edit it if you like, then Send it or Discard it. A sent draft is logged on the lead's timeline, and a lead still at New inquiry moves to Contacted.
The AI never sees a family's name, notes or contact details. Drafts are written with placeholders, which are filled in when you send. If your center has turned AI features off, there are no drafts.
Email a group
Enrollment → Sequences → Email a group sends one email to the families in the stages you pick.
- Pick the group Choose one or more stages, and optionally a source, a tag or an owner.
- Write it A Subject and Message, using the placeholders below. Preview shows it with the first family in the group.
- Check who gets it Check who gets it says how many families it reaches and who is left out and why: no email, opted out, follow-ups paused, a repeated address, or an inquiry over six months old.
- Send Send asks once, then sends with a progress bar. It can't be unsent.
Recent group emails lists what went out, with Stop and Resume for a send in progress. Sending is for directors.
Automatic follow-ups
Sequences is where you set up follow-ups that run by themselves:
- Send automatic follow-ups is the main switch.
- Check-in task when a lead goes quiet files a task for the owner after a set number of days (3 to 30) with no activity.
- Each open stage can have its own sequence of steps, each some days after a lead reaches the stage: Email the family or Task for the owner. New inquiry can start from a suggested sequence, and each email has a Preview.
A sequence only follows up leads that reach its stage after it's switched on. A lead's page has an Automatic follow-ups section listing what's next and what ran, with Pause and Resume for that family.
You can set sequences up now, but RoundUp isn't running them yet: no sequence emails go out and no sequence tasks are filed. Until it does, use drafted follow-ups, group email and your own tasks. Email support@roundupece.com if you're waiting on it.
Placeholders
Write {{parentFirstName}}, {{childFirstName}}, {{centerName}}, {{centerPhone}} or {{staffName}} in a subject, message or task, and each family's own details are filled in when it's sent. The editor lists the placeholders you can use.
What every family email follows
- It goes out in your center's name and look, with a link that lets the family stop your emails. A family who has stopped them is skipped.
- It's logged on the lead's timeline.
- A family with no email address on the lead gets nothing; call them.
More: All director guides