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6 Automated Email Workflow Examples for Districts
Connor Gleason

In a school district, there's always a lot of information to share, and from events and deadlines to schedule changes, keeping everyone in the loop is key. But when you're trying to reach parents, students, and staff, it's easy for messages to get lost or forgotten altogether.

But this is where email automation tools come in to save the day (and maybe the whole year). Automated email workflows are a series of email messages sent when a contact enters a specific workflow. Like a set of dominoes, once you set them up and knock the first one over, each piece falls into place at just the right time, automatically sending personalized emails without you lifting a finger.

This means less work for you and your staff and fewer chances of forgetting to send important information throughout the school year. The bonus is that workflows also mean everyone gets the same clear, consistent, on-brand messaging from your district.

Let’s look at a few examples of email workflows for your district and what to include so your school can keep everyone informed and engaged without adding more work to an already busy day.

Email Automation Workflows | Examples for Schools

Workflow 1: Kindergarten Interest

Starting kindergarten is a big step for kids and their parents, and your district can use automated email workflows to help families feel excited and ready.

Once a family has inquired or engaged with your district's content, you can use their email to engage them before the enrollment deadline. Keeping parents informed helps them feel more comfortable about their child starting school, and this workflow makes sure parents have all the information they need right when they need it.

Help parents feel informed, engaged, and excited about their child's first step into school so you can build strong relationships with families right from the start, just like PVSchools.

PV Schools Welcome email

Setting Up the Workflow

Email #1: Welcome and Program Overview

The first email welcomes parents and gives them a basic overview of the kindergarten program. It might include what a typical day looks like and what the kids will learn. It gives parents a clear picture of what to expect and helps them see how their child will fit in.

Email #2: Enrollment Steps and Open House Dates

This email outlines the steps parents need to take to enroll their child. It also tells them about open house events, where they can visit the school, and how to meet the teachers. It clarifies enrollment and invites parents to connect with the greater school community.

Email #3: Parent Testimonials and Stories

Sharing stories and quotes from other parents whose kids went through kindergarten at your school can be very reassuring. This email can include these testimonials and maybe some fun stories or achievements from past students. It builds trust and shows parents the kindergarten program's positive impact on other families.

Email #4: Final Reminder and Encouragement

As the enrollment deadline approaches, this email serves as a friendly reminder. It also includes words of encouragement, letting parents know your school is excited to welcome their child. It ensures parents don't miss important deadlines and helps them feel supported and welcomed by your school community.

Tips for Success

  • Be Welcoming: Each email should excite and welcome families into the community.
  • Use Images: Including pictures of the school, classrooms, and happy students can make your emails more engaging and help parents picture their child at your school.
  • Keep It Simple: Make sure the steps for enrollment are easy to understand.
Richfield Enrollment Workflow

Richfield Public Schools checks in with families about their experience with the enrollment process, providing a survey for constructive feedback. It’s a great way to welcome input from new families, all automatically.

Keep Reading: 3 Benefits of Using Email Automation in Your School District

Workflow 2: Middle School Transition

Moving from elementary to middle school is a big change for kids and their families, and an automated email workflow can help families feel ready and excited for this new chapter.

The move to middle school comes with lots of new things: different teachers, more students, and new routines…By providing clear information, supportive resources, and opportunities to connect with the school, families can approach the start of middle school with confidence and enthusiasm.

Setting Up the Workflow

Email #1: Welcome to Middle School

This email introduces the middle school principal and staff. It might include a welcome message from the principal and photos of the school and team. It starts building a connection between new middle school families and the school staff.

Email #2: Important Dates and Checklist

This email lists important dates, like orientation and the first day of school. It also includes a checklist of things to do before school starts, like getting school supplies. It helps families keep track of what they need to do and when, making the transition feel more manageable.

Email #3: Resources for Support

Middle school can be tough... This email shares resources to help with things like study skills, making friends, and dealing with stress. It might also include info on who to talk to at school if kids or parents have questions or worries. It shows families that your school is there to support them, academically and emotionally.

Email #4: Invitation to Middle School Events

This email invites families to any events that help with the transition, like a school tour or a meet-and-greet with teachers.

Tips for Success

  • Be Positive: Talk about the exciting parts of middle school to build excitement, like clubs or sports.
  • Be Clear: Make sure all the information is easy to understand and follow.
  • Be Supportive: Include encouragement and support in every email to help reduce any worries families might have.
Burnsville Eagan Savage District 191 workflow screenshot

A workflow from Burnsville-Eagan-Savage 191 helps families with the transition to middle school. Supportive resources are paired with the middle school experience and come at an important time for students who are making the transition.

Workflow 3: New Staff Onboarding

Starting a new job is a big deal, especially in a large district. New staff members, like teachers and administrators, need to get up to speed quickly. From important dates to who to contact, there's a lot to learn. A positive start can make a new job feel exciting instead of overwhelming, so new staff feel informed, welcomed, and ready to nail their new responsibilities from day one.

Setting Up the Workflow

Email #1: Welcome and Introduction

The first email is a warm welcome from the principal or superintendent. Include a reminder about your school's mission and values and a brief overview of what to expect in the first few weeks. This overview helps new staff feel valued and gives them a sense of your school's culture and priorities.

Email #2: Key Contacts and Resources

This email lists key contacts, like the IT department, HR, and department heads. It also includes links to important resources, like the staff handbook and school calendar.

Email #3: Training and Professional Development Opportunities

Outline any training sessions new staff need to complete and share opportunities for professional growth, like workshops, conferences, or links to a staff portal for PD resources.

Email #4: Check-In and Feedback

A few weeks in, this email checks in on how the new staff member is doing. It asks for their feedback on the onboarding process and if they need any more support.

A simple online form can be shared to collect feedback, and the outreach shows that your school cares about their experience and is there to support them.

Tips for Success

  • Make It Personal: Use the staff member's name and school year to make emails feel personal.
  • Keep It Simple: Make sure information is clear and easy to understand, and avoid overwhelming new staff with too much info at once.
  • Offer Support: Remind new staff in every email that it's okay to ask questions and that everyone is there to help.

Email Newsletters: Successful Strategies for School Districts | Finalsite

Workflow 4: Yearbook Ads and Orders

An automated email workflow can make it easier to remind families and businesses to place their orders before the deadline passes.

Create a series of reminders to encourage parents and local businesses to purchase yearbook ads, and once families have made their order, they can be taken out of the workflow, and they won’t be hounded anymore!

Setting Up the Workflow

Email #1: Introduction to Yearbook, Details, and How to Order

This first email tells parents about the opportunity to purchase their copy and place ads in the yearbook.

Include the sizes, how much they cost, and how to submit an order or ad. It might also have a link to a form or website where they can buy an ad and the options available so people know exactly what to do.

Email #2: Deadline Reminder

Remind families about the approaching deadline and provide the links to order. Showing examples of past yearbooks can give people ideas and encourage them to buy their own.

Email #3: Final Reminder and Deadline

As the deadline gets close, this last call email reminds everyone to make their order before it's too late.

Tips for Success

  • Be Clear: Make sure all the information about buying a copy is easy to understand.
  • Be Inspiring: Use stories or quotes to show how much an ad in the yearbook can mean to a student or how it can help a business get noticed.
  • Be Urgent: Remind parents about the deadline in a way that makes them want to act fast.

Workflow 5: Parent Exit Survey

If a family decides to move on, it's important to understand their reasons so your district can provide insights into what the school is doing well and what could be improved. An email marketing workflow with a Parent Exit Survey can make this process easy and efficient.

Setting Up the Workflow

Email #1: Initial Thank-You and Survey

This first email thanks the parents for being part of the school community—show your appreciation and open the door for honest feedback. This email should include a link to a short survey where they can share their thoughts about their experience.

Email #2: Reminder for Uncompleted Surveys

Life gets busy, and this email helps in getting more parents to share their thoughts. If the survey isn't filled out within a certain time, a gentle reminder email is sent.

Email #3: Final Thank-You Email

Once the survey is completed, send a thank you email to the parents for their feedback with supporting resources on how to contact your district for transcripts or records.

Tips for Success

  • Keep It Short: The survey should be short and to the point.
  • Show Gratitude: Each email should express thanks.
  • Make It Easy: Ensure the survey link is easy to find and works well on all devices.
Burnsville Eagan Savage District 191 workflow screenshot

Once again, Burnsville-Eagan-Savage 191 provides an example of how to collect feedback without sending manual one-off emails throughout the year. Through a system of triggers, click-through rates, and schedules, an exit survey is sent to families leaving the district through Finalsite's email automation software, Workflows.

Workflow 6: Lead up to Graduation: Information for Seniors & Parents

Graduation is an important moment for seniors and their families, and there's A LOT to do before graduation, like getting a cap and gown, practicing for the ceremony, and knowing where and when everything is happening. Your school can use workflows to make sure seniors and their parents know all the important things they need to do before the big day.

Setting Up the Workflow

Email #1: Graduation Checklist

This email gives a list of all the things seniors need to do before graduation, like ordering their cap and gown. It helps seniors and their families start getting ready for graduation by knowing what tasks are coming up.

Email #2: Important Dates and Events

This email lists all the important dates leading up to graduation, like when rehearsals are, the last day of school for seniors, and the graduation ceremony itself. It helps everyone plan ahead and make sure they don't miss any important events.

Email #3: Graduation Ceremony Details

Closer to graduation, this email gives all the details about the ceremony, like where it is, when it starts, how long it might last, and any rules about what to wear or bring. Make sure seniors and their families know exactly what to expect on graduation day.

Email #4: Last-Minute Reminders

Right before graduation, this email sends out any last-minute reminders or changes. It might also include words of encouragement and congratulations to the seniors. Make sure everyone has the latest information and feels excited and ready for graduation.

Tips for Success

  • Be Clear: Make sure all the information is easy to read and understand.
  • Be Supportive: Graduation can be stressful, so include messages encouraging and congratulating seniors.
  • Be Timely: Send emails at a time that gives seniors and parents more than enough notice to act on the information.
  • Be Proactive: If email contacts don’t engage with the email, you can resend it with a new subject line.

Key Takeaway

With all you do, wouldn't it be nice to cross at least a few dozen emails off your list? Email automation tools make communication easier and ensure consistent, on-brand messaging for everyone. By setting up these workflows in advance, your district will be one step ahead and support your district's communications strategy all year long.


Connor Gleason Headshot


Connor has spent the last decade within the field of marketing and communications, working with independent schools and colleges throughout New England. As Finalsite’s Senior Content Marketing Manager, Connor plans and executes marketing strategies and digital content across the web. A former photojournalist, he has a passion for digital media, storytelling, coffee, and creating content that connects.

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