What is Automation? Automation is using 
technology to complete tasks, especially repetitive ones, efficiently and accurately. It saves time, reduces human error, and ensures consistent results. Automating more tasks helps lower costs and increase savings, which can lead to higher revenue.
Jackrabbit offers multiple options to automate processes to help you post fees, collect payments, communicate by email, and more. Jackrabbit does the heavy lifting for you, so let's get started!
Things to Consider for Automation
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Consider automating any or all of these tasks for your youth activity center: |
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Consider how you set up your automatic email notification settings:
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Let's Automate!
The list of tasks that can be automated in Jackrabbit is long so we have broken it down for your review and consideration.
Automate Posting Fees to Family Accounts
| Post Registration Fees |
Regardless of what the fee is for, you can post registration fees automatically to new or existing family accounts. Plus, you always have the option to turn off Registration Fees for specific classes. |
| Post Tuition Fees |
Posting tuition fees to Family records can be done automatically, using your Tuition Fee Settings, when a student is enrolled via:
You can also set up automatic tuition posting to post fees on a regular schedule! Blog Posts:
Tip: We recommend you become familiar with tuition billing before setting up the automation of posting tuition fees and/or processing ePayments. Contact our Support Team to walk you through the steps. |
5 Steps for Successful Dance Studio Tuition Management and AutomationAutomate Payments from Families
After tuition fees are posted to family accounts as reviewed in the section above, you can require payment in the Parent Portal at checkout for existing families. This makes payments easy and convenient for families. When you partner with one of our ePayment partners you are paid when the child is enrolled No need to send a bill or wait for payment.
You also have the option to automate ePayments to process later and set up a recurring schedule for an individual family or multiple families. Set it once, and let the system do the work!
Before you process ePayments, we recommend you check tuition fees for accuracy and apply unapplied credits to fees whenever possible. Refer to steps 2 and 3 in our Topic Hub Tuition Billing in 4 Steps - Fine Tune your Process.
Automated Email Communication
Jackrabbit is designed to automatically send email notifications, based on various events, such as class enrollment and more.
| Class Enrollments |
Email notifications are sent to families and your organization confirming class enrollment for the following:
When a student is enrolled in a class, an email notification is automatically sent to the primary instructor if your organization's class settings have Send Enrollment Email to Instructor set to Yes. The email address used is the one listed on the Staff record, on the Summary tab. |
| Event Enrollments |
An email notification is automatically sent to the customer and to your organization for each event enrollment in the Event Calendar or the Parent Portal. The Notification Email(s) can be added to the Event Type at the bottom of the Summary tab. Learn how to add an event and designate the notification email address for your organization in your settings. For an event's instructor to receive an email enrollment notification, add the instructor's email address in the Notifications Email(s) field on the Summary tab of the Event Type. |
| Legal Policies |
Parents are automatically prompted to agree to policies if they use the Online Registration Form (new families) or when they log into the Parent Portal (existing families). Email notifications can automatically be sent to families and your organization confirming agreement to Legal Policies.
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| Drop / Transfer Classes |
When the primary instructor is designated on the Class record and their email address is entered on their Staff record, an email notification will automatically be sent to the instructor when an individual student is dropped or transferred from their class.
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| ePayment Transactions |
Receipts for ePayment transactions are sent to the Billing Contact in the Family record and the message can be customized:
Refer to Manage Email Notification Settings (ePayment Receipts) for additional details and settings. |
| Staff Availability |
An email notification can be sent to your organization when Staff Availability and Time Off changes are made through the Staff Portal. See Staff Availability in the Staff Portal for additional details. |
| Parent Scheduled Absences/Makeups |
When an absence and/or makeup is scheduled in the Parent Portal, Jackrabbit will automatically send an email notification to the primary class instructor, the primary Family contact, and the email address for the Portal Login ID that scheduled the absence. You can designate an additional email notification to be sent for an absence and/or makeup scheduled in the Parent Portal. |
| Skills Updates |
Updates to student skills can automatically trigger notification emails to parents. Set your email preferences in the settings for Skills/Levels in the Staff Portal. |
| Schedule Emails |
You have the option to create emails and schedule them to be sent at a later date. Emails can be scheduled up to 90 days in the future using the Send Later button on the email preview screen. |
There are additional settings for email notifications located under the Gear icon > Settings > General > Notifications (left menu). We recommend you review these additional email options and settings.
Automate Multiple Tasks with Zapier
Zapier allows multiple apps to "talk" to Jackrabbit and automatically share information that you select. You can move information in and out of Jackrabbit using Zapier, which eliminates the need to duplicate tasks manually.
There are over 5,000 applications to choose from in Zapier that can connect to Jackrabbit!
Note: A Zapier account is required with a separate fee from Jackrabbit.
- Learn how to Be Happier with Zapier - Save Time with Automation!
- Blog Post - Automate Tasks with Zapier and Jackrabbit Class
Automate Syncing to a CRM (Customer Relationship Management System)
Boost your growth and improve retention by seamlessly syncing your Jackrabbit contacts to your CRM (Customer Relationship Management System) with powerful automation. This integration eliminates the need for manual data entry, streamlines communication with customers, and improves follow-ups.
Once you connect Jackrabbit to your CRM and complete the initial sync, the integration continuously adds new contacts to your CRM as you add them to Jackrabbit!
If you have questions about any information included in this Topic Hub, don't hesitate to contact us. Click on the question mark
in Jackrabbit to request assistance, or click here to book a call with one of our Support Specialists.
