Notifications & Follow-up Automation Case Study

Notifications & Follow-up Automation

Case Study

Timeline

February 2025 – Present


Project Lead

Ath Thaariq (@automation.alchemist)


The Challenge

This growing children's education business was struggling to keep up with parent communications.


Key issues included:

  • Parents missing class reminders and updates
  • Trial class attendees rarely followed up
  • Admin team was stretched thin chasing bookings and payments

The Solution

We built an automation system using WhatsApp, email, and internal alerts:

  • Auto-reminders before each class
  • Confirmation messages after trial bookings
  • Follow-up messages 2 days post-trial
  • Scheduled payment reminders
  • Lead tagging by response
  • Alerts to admin for no-replies

Feature Breakdown

Feature What It Is How It Helped
Class Reminders Auto WhatsApp/email reminders before classes. Reduced missed attendance by 40%.
Auto Confirmation After Booking Instant message confirming booking details. Improved parent trust and reduced back-and-forth.
Post-Trial Follow-up Message sent 1–2 days after a child’s trial. Increased conversion by 35%.
Payment Reminder Automation Scheduled payment nudges before due date. Boosted on-time payments by 50%.
Lead Tagging Tag based on response: Interested, Pending, Not Now. Let staff follow up efficiently and avoid lost leads.
Internal Alerts Notify team if there’s no reply after X days. No lead fell through the cracks — improved follow-through.
"We used to struggle with missed reminders and endless follow-ups. Now everything runs automatically — parents stay informed, and our team isn’t stretched thin anymore." – Director of a children’s academy
Notifications & Follow-up Automation Case Study

Notifications & Follow-up Automation

Case Study

Timeline

February 2025 – Present


Project Lead

Ath Thaariq (@automation.alchemist)


The Challenge

This growing children's education business was struggling to keep up with parent communications.


Key issues included:

  • Parents missing class reminders and updates
  • Trial class attendees rarely followed up
  • Admin team was stretched thin chasing bookings and payments

The Solution

We built an automation system using WhatsApp, email, and internal alerts:

  • Auto-reminders before each class
  • Confirmation messages after trial bookings
  • Follow-up messages 2 days post-trial
  • Scheduled payment reminders
  • Lead tagging by response
  • Alerts to admin for no-replies

Feature Breakdown

Feature What It Is How It Helped
Class Reminders Auto WhatsApp/email reminders before classes. Reduced missed attendance by 40%.
Auto Confirmation After Booking Instant message confirming booking details. Improved parent trust and reduced back-and-forth.
Post-Trial Follow-up Message sent 1–2 days after a child’s trial. Increased conversion by 35%.
Payment Reminder Automation Scheduled payment nudges before due date. Boosted on-time payments by 50%.
Lead Tagging Tag based on response: Interested, Pending, Not Now. Let staff follow up efficiently and avoid lost leads.
Internal Alerts Notify team if there’s no reply after X days. No lead fell through the cracks — improved follow-through.
"We used to struggle with missed reminders and endless follow-ups. Now everything runs automatically — parents stay informed, and our team isn’t stretched thin anymore." – Director of a children’s academy

Frequently Asked Questions

Is WorkFlowGuys right for my business?

We help small businesses that are ready to grow but feel stuck doing the same tasks over and over.

If you’re running your business but spending too much time on admin work or keeping up with customer enquiries, we’re here to make things easier.

What types of workflows can you automate?

We help automate things like replying to customer enquiries, scheduling social media posts, sending follow-ups and reminders, and even tasks that are unique to your business.

How quickly can I see results?

Most clients start seeing changes in just a few days. Bigger results usually show up within a few weeks as everything gets up and running smoothly.

Why do you charge premium prices?

Because we don’t do one-size-fits-all solutions. Everything we build is tailored to your business, built to last, and designed to deliver real results you can count on.

How can we get started?

Just book a free session with us. We’ll chat about your business and see how automation can make things easier. If it feels like a good fit, we’ll take the next step together.