You can streamline your enquiry process in Illumine by creating email templates and setting up automations. This helps you automatically communicate with parents, assign tasks, and manage follow-ups efficiently.
📍 Where to Access
Go to: Inquiries/Enquiries → Marketing → Manage Templates / Automation
✉️ Part 1: Creating Email Templates
Email templates help you send consistent and personalized communication to parents.
➕ Steps to Create a Template
Go to Marketing → Manage Templates
Click on Create New Template
Enter a Template Name (for internal reference)
Set the Reply-to Email Address
Add the Email Subject Line
Enter your Email Content
🔄 Use Dynamic Fields (Personalization)
You can personalize emails using dynamic placeholders such as:
Parent’s name
Student’s name
These fields automatically pull data based on the enquiry details.
📎 Add Attachments
Attach files if needed (e.g., brochures, documents)
✅ Save the Template
Click Save once everything is set
Your template is now ready to use in automations
⚙️ Part 2: Setting Up Enquiry Automation
Automations help you trigger actions automatically based on specific events.
➕ Steps to Create Automation
Go to Marketing → Automation
Click on Create Automation
Choose:
Start from a template, or
Create from scratch
Click Create
🎯 Step 1: Set Trigger
Define when the automation should run.
Examples:
Status change (e.g., Interested)
Form submission
Tour booking
⚡ Step 2: Add Actions
You can automate multiple actions:
📧 Send Email
Choose layout:
Basic Layout → Select from saved templates
Designer Layout → Create email from scratch
Set:
Subject
Reply-to email
Email content
Add attachments if required
Choose timing:
Send immediately
Send after delay (e.g., 1 day)
📋 Create Task
Assign task to a staff member
Add task details (e.g., call parent, schedule tour)
Set due date
Choose when the task should be triggered
📄 Share Forms
Select a form (e.g., admission form)
Choose when to send it (immediately or later)
🔁 Step 3: Review & Publish
Review all configured actions
Click Publish to make the automation live
🔄 How It Works
Once automation is active:
A parent submits an enquiry or meets the trigger condition
The system automatically:
Sends the email
Shares forms
Creates tasks for staff
👀 What Happens Next
For Parents:
Receive email communication
Get form links (if shared)
For Staff:
Receive task notifications
Can view tasks under Tasks → All Tasks
📌 Summary
Create email templates for communication
Set up automations based on triggers
Automate emails, tasks, and form sharing
Improve response time and reduce manual work
💡 Best Practices
Use dynamic fields for personalization
Set clear triggers (e.g., Interested stage)
Assign tasks to ensure follow-ups
Test automation before publishing