I3.004: A.D.S.S. System – Automation

Quick-Reference Summary

This guide provides a step-by-step overview of the A.D.S.S. Automation system for the Hunter Card, focusing on practical implementation for Tippecanoe. Below is a snapshot of the main automation sequences:

• Welcome Email after Signup
• Reminder Email before Event
• Feedback Request after Event
• Post-Purchase Follow-Up
• Additional Resource Email

Each sequence is designed to streamline communication, build engagement, and ensure consistency across all interactions.

1. Purpose

• Goal: To automate essential processes in the Hunter Card system, making them efficient, scalable, and adaptable across different counties, starting with Tippecanoe.
• Key Outcome: Streamlined interactions with local stakeholders (e.g., schools, libraries) to build a reliable, low-maintenance system that enhances engagement without constant manual oversight.

2. Regional Focus: Tippecanoe Demonstration

• Region-Specific Setup: Using Tippecanoe’s educational and business landscape, we outline specific automated sequences for engaging local entities.
• Examples:
  • Automated Follow-Up Sequences: For initial outreach to schools, toy stores, and family centers.
  • Event Reminders and Notifications: Customized for local events, including library story hours or toy store demo days.

3. System Blueprint Using Zapier Framework

Automation Setup Guide

Objective: Use an automation tool to handle repetitive tasks such as email outreach, follow-up reminders, and feedback collection. This tool will simplify workflows, allowing you to focus on meaningful interactions with local educators and families.

• Basic Steps to Set Up the Automation Tool:
  • Create an Account: Sign up on an automation platform like Zapier (free or paid options available).
  • Select a Workflow Type: Choose the workflow you want to automate, such as an Email Outreach sequence.
  • Set Up the Trigger: Define what starts the automation (e.g., new signup, event approaching, or post-event).
  • Choose an Action: Define the response for each trigger (e.g., send Welcome Email, Reminder Email, or Feedback Request).
  • Customize Each Step: Personalize each message with recipient details, making each communication feel tailored.
  • Test the Workflow: Run a test to confirm each step works as expected.
  • Activate the Workflow: Once satisfied, activate the automation to run whenever the trigger event occurs.

4. Sample Workflow Setup (Email Outreach Example)

• Trigger: New Signup on Google Form or Email List
• Automation Tool: Zapier
• Integration: Connect Google Forms (or your email list) to Zapier.
• Action: Send Welcome Email
• Email Content: Use the provided text examples for welcome emails (see below).
• Customization: Insert recipient’s name and relevant details automatically.
• Follow-Up Sequence (Optional): Set a 3-day delay and send a follow-up email with an event invitation or resources.

5. Key Sequences and Specific Text Examples

Each automation sequence includes a Trigger (event that starts the automation) and Action (automated response) with easy-to-copy text for direct use.

1. Welcome Email Sequence

• Trigger: New Signup (e.g., parent/teacher signs up for more information on Hunter Card)
• Action: Send a Welcome Email
• Text Example for Welcome Email:
  • Subject: Welcome to Hunter Card! Let’s Spark Creativity Together
  • Email Body:
    • Hi [Name],
      We’re thrilled to introduce you to the Hunter Card program in Tippecanoe! This initiative is all about inspiring young minds to explore and learn creatively. We’ll keep you updated on events and resources to get the most out of Hunter Cards. For questions, just reply to this email. We look forward to connecting!
      Warmly,
      [Your Name]
      MATRIX KIDS CARDS

2. Reminder Email Sequence

• Trigger: Scheduled Event Approaching (e.g., reminder for a Hunter Card event at a local library)
• Action: Send Reminder Email one day before the event
• Text Example for Event Reminder Email:
  • Subject: Reminder: Hunter Card Event Tomorrow at [Location]!
  • Email Body:
    • Hello [Name],
      This is a quick reminder about our Hunter Card event happening tomorrow at [Location] at [Time]. We’re looking forward to sharing ideas on how Hunter Cards can support creative learning for young children. Feel free to bring a friend or colleague who may be interested!
      See you there!
      [Your Name]
      MATRIX KIDS CARDS

3. Feedback Request Sequence

• Trigger: Event Completion (e.g., one day after a Hunter Card event)
• Action: Send Feedback Request Email
• Text Example for Feedback Request Email:
  • Subject: We’d Love Your Feedback on the Hunter Card Event!
  • Email Body:
    • Hi [Name],
      Thank you for attending our recent Hunter Card event! We hope you enjoyed it and found value in the resources we shared. Your feedback helps us continue improving and supporting creative learning. Could you take a moment to share your thoughts? [Insert Feedback Link]
      Thank you again!
      [Your Name]
      MATRIX KIDS CARDS

4. Post-Purchase Follow-Up Sequence

• Trigger: Purchase of Hunter Cards
• Action: Send Follow-Up Email one week after purchase
• Text Example for Follow-Up Email:
  • Subject: Getting Started with Your Hunter Cards!
  • Email Body:
    • Hi [Name],
      Thank you for your recent purchase of Hunter Cards! To help you get started, here are a few fun activity ideas: [Link to activity ideas or a downloadable PDF]. If you have any questions, we’re here to help!
      Enjoy the adventure!
      [Your Name]
      MATRIX KIDS CARDS

5. Additional Educational Resource Sequence

• Trigger: Interest Indicated in Educational Resources (e.g., parent or educator requests more information)
• Action: Send Resources Email with downloadable content
• Text Example for Resources Email:
  • Subject: Your Hunter Card Resource Kit is Here!
  • Email Body:
    • Hi [Name],
      Thank you for your interest in Hunter Card resources! Attached, you’ll find our exclusive resource kit with activities and ideas tailored for creative learning. These tools make it easy to bring Hunter Card lessons to life. Let us know if you’d like more tips on using them!
      Happy Learning,
      [Your Name]
      MATRIX KIDS CARDS

6. Agreement and Protocols

• Automation Protocol Outline: Clear guidelines for implementing and managing automated workflows within Tippecanoe, covering two main areas:
  • Privacy Agreements: Ensures that all email addresses or contact information provided by schools, families, or local partners are used solely for communication related to Hunter Cards.
  • Usage Terms: Establishes guidelines for ethical and clear communication.
• Sample Agreement Text:
  • Privacy Consent Clause:
    • “By participating, you agree to receive occasional emails about Hunter Card events and resources. Your information is safe with us and won’t be shared outside our program.”
  • Usage Terms Agreement:
    • “This agreement allows your institution to use MATRIX KIDS CARDS’ automated messaging for event invitations, reminders, and feedback collection, all within respectful and clear guidelines.”

7. Visual Flowchart

• Workflow Diagram: A visual representation of the automation process from initial contact to feedback collection.
• Example Workflow Stages:
  • Interest Signup → Welcome Email → Follow-Up Email (3 days later) → Event Invitation → Event Reminder (1 day before event) → Feedback Collection (post-event)

Implementation Checklist

• ☐ Set up a Zapier account and connect it to your email list.
• ☐ Create triggers for each workflow (e.g., new signup, event approaching).
• ☐ Customize and test each email sequence.
• ☐ Activate and monitor engagement data to continuously improve communication.