Education and courses · Sample scenario
From application to enrollment
The application form is checked, a CRM record is created, a suitable group is picked, and if there is a seat the enrollment is confirmed and activated in the LMS.
Problem
Applications and enrollment stages are tracked by hand in spreadsheets and messages, which causes confusion and delays for students.
How it works today
The coordinator copies form data into a spreadsheet, checks the group schedule separately, writes the confirmation email by hand and opens the LMS account personally.
What this scenario changes
Form data is checked by rule, an application is created in the CRM, AI structures the student’s free-text schedule preference, and a suitable group is found. If the group has a seat, the student is enrolled, a confirmation is sent and the LMS status is updated.
The process step by step
- Application form: The student submits the form
- Data checked: Required fields and email format
- CRM record: Application card created
- Schedule preference structured: Free text to days and times
- Suitable group found: Schedule and capacity checked
- Is there a seat in the group?: Capacity not reached
- Enrollment confirmed: Added to the group, confirmation emailed
- Enrollment status: CRM and LMS updated
Exception path
- Coordinator offers an alternative: Another group or the waitlist
- Application on hold: The student is told the status
The role of AI
Turns the student’s free-text schedule preference (“after work, twice a week”) into a form that can be compared with group schedules.
Human approval and exceptions
If the group is full, the student is not enrolled in another group automatically; the coordinator offers an alternative group or the waitlist.
Frequently asked questions
Is payment part of this process?
In this scenario payment is a separate stage. If needed, payment status can be added as a check before enrollment confirmation.
If a group is full, is the student moved to another group automatically?
No. The coordinator agrees an alternative time with the student or adds them to the waitlist.
Is the LMS account created automatically?
Yes, if the LMS supports integration; if not, a task with the prepared details is created for the coordinator.