Enrollment refers to the process of adding Users or Teams to an Automation in your dashboard. Users are enrolled in your Automations either (1) automatically when they meet the conditions defined in the automation or (2) manually, if you create an Automation that uses a Manual trigger.
Enrollments typically involve:
Triggering Events: Enrollment often begins with a triggering event, such as a new User signing up for Plan, a new Lead booking a tour, a Resource being booked, etc.
Criteria: Users and Teams may be enrolled based on certain criteria or conditions, which you can edit in the area of the Trigger labeled "Only continue if..."
Automated actions: Once enrolled, the Users and Teams will go through a series of predefined automated actions. These actions can include sending emails messages, to the User/Team, but can also include other actions, such as creating a task for the Admin, or changing a User's status on the Optix dashboard.
Personalization: Many aspects of these automated workflows can be personalized based on specific personalization data. These personalizations ensure that the automated actions are relevant and tailored to the individual User/Team's situation. For example:
Including a new User's first name in the subject line of an email to them
Including their sign-up date in the body of the email.
Tracking and Analysis: The Optix dashboard tracks each Automation that you create, so that you can easily see how many Users/Teams have been enrolled. This transparency helps you as you continue to refine and optimize your workflows over time.
Overall, the benefit of Users and Teams being enrolled in Automations is that you ensure they receive timely and relevant communication and actions from Optix.
FAQs
FAQs
What is the re-enrollment setting?
The re-enrollment setting controls whether the same account can enter the same Automation more than once.
By default, this setting is enabled, meaning an account can be enrolled multiple times if the trigger condition is met multiple times. For example, if a User makes a new booking and your Automation triggers on new bookings, that User will be enrolled each time they book.
If you disable re-enrollment, the account can only successfully enter that Automation once. If the same account triggers the Automation again later, the enrollment will be stopped at the trigger step and no further actions — such as emails, messages, tasks, or feed posts — will run.
When to keep re-enrollment enabled:
Recurring workflows like booking reminders or overdue invoice notices
Any Automation where the same User may trigger it multiple times and should receive the actions each time
When to disable re-enrollment:
One-time workflows like welcome onboarding or first-time lead follow-up
Any Automation where you only want a User to go through it once
To adjust this setting, open your Automation, click the Trigger step, and look for the Advanced section where you'll find the toggle: Allow the same account to be enrolled multiple times.
Note: When re-enrollment is disabled, and a repeated enrollment is blocked, the system still records the enrollment attempt. You can see it in the Automation's enrollment history with the reason: "Re-enrollment rule prevented this account from being enrolled."
Would you like to view Enrollments for one of your Automations? Click here to learn how