Tutor request

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this workflow: This paragraph contains instructions on how to personalize the workflow for you and your company. If you intend to run the workflow, these changes can not be ignored.

The workflow starts when a parent fills in this form with their and their child's details, and indicates what type of tutoring they need.

This is a 'published task' - any parent/guardian can view and complete this form, they do not have to be a logged-in user.

Notify school

The school administrator is notified of the new tutor request. A link at the bottom of the email leads them to the next task.

Kotive creates the content of the email by pulling in the details from the first form.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from the first form. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the school administrator, it won't look like it does now, it will all be normal text, because the workflow will look at the previous form and put the information from that form into this email.

Direct request to chosen tutor

This form task has one condition:

Activate this task when...
'Role' IS 'School administrator'

This form task can only be viewed and compelted by the school administrator.
The school administrator reviews the student's details, and assigns a tutor to the student.

Notify tutor

The tutor receives an email with all of the details, instructing them to arrange an appointment with the student. They are prompted to move onto the next task so as to indicate possible appointment times.

Appointment date/time

This form task has one condition:

Activate this task when...
'Email' IS '{user.email:{field.value:f92eda19a8854f7db92a882058a2b3f0}}'

This form can only be viewed and completed by the tutor selected by the school administrator in the 'Direct request to chosen tutor' form task. (The form is specifically only displayed if the person who is logged in has the same email address as the tutor who was chosen by the school administrator.)
The tutor indicates two possible appointment times for the parent to choose from.

Notify parent

The parent receives an email with the possible appointment times. They're instructed to choose an appointment by following the link at the bottom of the email, which leads them to the next task.

Choose appointment

The parent indicates which appointment they'd like to choose, if any, and saves the form.

Depending on which selection the parent makes in this form, one of two tasks can be activated next. If the parent chooses one of the appointment times, then the 'Notify tutor confirmed' email is sent next. However, if the parent indicates that neither of the appointment times are suitable, then the 'Date conflict' sub-workflow will be activated instead.

This is possible because of conditions.

Notify tutor confirmed

This email task has two conditions:

Activate this task when...
'Chosen date and time' IS 'Date and time (1)'
OR
'Chosen date and time' IS 'Date and time (2)'

This email will only be sent if the parent chose the first or second appointment option in the previous form task, as opposed to choosing neither of the options.
The tutor receives an email confirming which appointment the parent has booked.

If the parent chose one of the appointment options in the 'Choose appointment' form task, then the 'Tutor request' workflow is over as soon as this email has been sent.

Date conflict

This sub-workflow has one condition:

Activate this task when...
'Chosen date and time' IS 'Neither of the above'

This sub-workflow will only be activated if the parent didn't accept either of the appointment options in the 'Choose appointment' form task.

Troubleshoot date conflicts

The tutor receives an email informing them that the parent didn't accept either of the appointment options. They're instructed to propose another alternative date in the next task.

Final date and time option

This form task has one condition:

Activate this task when...
'Email' IS '{user.email:{field.value:f92eda19a8854f7db92a882058a2b3f0}}'

This form can only be viewed and completed by the tutor selected by the school administrator in the 'Direct request to chosen tutor' form task. (The form is specifically only displayed if the person who is logged in has the same email address as the tutor who was chosen by the school administrator.)
The tutor indicates a final appointment option, and leaves notes for the parent if necessary.

Notify parent ~ final option

The parent receives an email with the alternative appointment option. They're instructed to confirm the suitability of the appointment in the next task.

Accept final option

The parent accepts or declines the final appointment option, and saves the form.

If the parent accepts the appointment, then the 'Parent's final confirmation' and 'Tutor's final confirmation' emails are sent next. However, if the parent declines the appointment, then the 'Liaise with parent to agree tutoring date' and 'Liaise with tutor to agree tutoring date' emails are sent next.

Parent's final confirmation

This email task has one condition:

Activate this task when...
'YES/NO' IS 'YES, this date is acceptable.'

This email will only be sent if the parent accepted the appointment option in the 'Accept final option' form task.
The parent receives an email confirming that the tutoring appointment has been secured.

Tutor's final confirmation

This email task has one condition:

Activate this task when...
'YES/NO' IS 'YES, this date is acceptable.'

This email will only be sent if the parent accepted the appointment option in the 'Accept final option' form task.
The tutor receives an email confirming that the tutoring appointment has been secured.

If the parent accepted the appointment option in the 'Accept final option' form task, then the workflow is over as soon as this and the previous email has been sent.

Liaise with tutor to agree tutoring date

This email task has one condition:

Activate this task when...
'YES/NO' IS 'NO, let us talk.'

This email will only be sent if the parent didn't accept the appointment option in the 'Accept final option' form task.
The parent receives an email instructing them to contact the tutor directly to arrange an appointment.

Liaise with parent to agree tutoring date

This email task has one condition:

Activate this task when...
'YES/NO' IS 'NO, let us talk.'

This email will only be sent if the parent didn't accept the appointment option in the previous form task.
The tutor receives an email instructing them to contact the parent to arrange an appointment outside of the workflow, and to move onto the next task once the appointment has been confirmed.

Have you finalized an appointment?

This form task has two conditions:

Activate this task when...
'Email' IS '{user.email:{field.value:f92eda19a8854f7db92a882058a2b3f0}}'
AND
'YES/NO' IS 'NO, let us talk.'

This form can only be viewed by the tutor chosen in the 'Direct request to chosen tutor' form task, IF the parent didn't accept the appointment option in the 'Accept final option' form task.
The tutor indicates that the appointment has been secured, as soon as they've confirmed a date and time.