Online Enrollment

This page explains how the Host and Coordinator prepare invitations and how Participants respond.

Process Model

Coaching at Scale Online Enrollment 0.6.1

Decision Tables

Decision Model and Notation (DMN) decision tables are used to clarify complex logic with a BPMN process model.

Enrollment Response Determination

A Participant is enrolled if there is space available in the conversation and the deadline has not passed. Otherwise, the Participant is waitlisted.

Coaching at Scale Enrollment Response Determination 0.1

Profile Creation Eligibility

A Participant profile is created if a profile doesn't already exist AND the Participant has an organization email address. In all other cases, profile creation is skipped.

Profile Creation Eligibility Decision Table

Determine Enrichment Options

This decision table determines what data to retrieve based on website and LinkedIn profile availability: organization information is only collected when the website is active, while LinkedIn profile data is only retrieved when a LinkedIn profile is available.

Determine Enrichment Options Decision Table

Procedures

1

Send Invitations

Role: By default, the Host is responsible for sending invitations. However, the responsibility may be delegated to the Coordinator.

Host-initiated

The Host can distribute invitations via email or website landing page. In either case, be sure to include the following information:

• The purpose of the conversation

• The schedule, including:

  • The enrollment (RSVP) deadline

  • The interview deadline

  • The start time and duration of the plenary session

• The Fillout form link (see below)

Sample Social Media Invitation 2025-04-12

Coordinator-initiated

• The Host must provide the Coordinator with a list of names and emails.

• The Coordinator will create a group in Less Annoying CRM (LACRM).

• The Coordinator will trigger the Send Conversation Invitations to LACRM Zap from the Conversations record to email pre-configured invitations to group members.

Configuring the Fillout Form Link

Links to the Fillout enrollment form must be configured with the proper URL parameters.

• The URL of the Fillout enrollment form has the following format: https://forms.fillout.com/t/dvR4Kz5kwcus?conversation_id=xxxxx&topic=xxxxx&first_name=xxxxx&last_name=xxxxx&email=xxxxx.

  • If email invitations are sent,

    • The link to the enrollment form must include the conversation_id and topic URL parameters.

    • If available, the first_name, last_name, and email parameters should be included in the link.

  • If the invitation features a web landing page, the link to the enrollment form must include the conversation_id and topic URL parameters.

• Use the Invitation Link Generator app here to create valid links.

2

Submit Enrollment

Role: Participant

• Click the enrollment link in the invitation email or landing page.

• Complete the Conversation Enrollment form.

• Click Confirm.

3

Respond to Enrollment Submission

Submitting the enrollment confirmation triggers the Respond to Enrollment Submission Zap, which either enrolls or waitlists the participant per the Enrollment Response Determination business rules.

4

Create Participant Profile & Implement Enrichment Options

The Create Participant Profile and Update Profile with Organization Description Zaps add the following to the Participant Profiles record per the Determine Enrichment Options business rules:

• A LinkedIn profile URL and summary

• An organization website URL and summary (via an API call to the AddCompanyBackground Replit app)