Icon for Tutor feedback workflow solution

Tutor feedback

The 'Tutor feedback' workflow gives parents the opportunity to review their child's tutor, and the school can act on this feedback to ensure excellent tutoring assistance.

A step-by-step guide to Tutor feedback

This guide will explain the 'Tutor feedback' workflow step by step.
It makes use of numerous screenshots, but if you'd like to follow along in the Kotive webapp, you can sign up and copy the workflow into your account for free.
Keep the workflow open in a separate tab in your browser, and interact with it while reading the steps in this guide.

Section 1: Receiving feedback

In this section, a parent completes a feedback form and the school is notified.

Tutor feedback

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 child's details, and with a review of the tutor.

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

Notify school

The school is notified of the completed feedback form. 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 feedback 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, 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.
Notify school

Section 2: Reviewing the feedback

The school administrator reviews the feedback, and the tutor is notified.

Review feedback

The school administrator reviews the feedback, and advises the tutor to give more attention to certain areas if necessary.

Based on the school's review of the feedback, one of two emails can be sent next. If the school indicates that the tutor is no longer required, then the 'Inform tutor' email is sent next. However, if the school indicates that the feedback was good, or that attention is required, then the 'Send feedback' email is sent next.

This is possible because of conditions.
Review feedback

Inform tutor

This email task has one condition:

Activate this task when...
'School review feedback' IS 'Tutor no longer required'

This email will only be sent if the school indicated that the tutor is no longer required in the previous form task.

The tutor is notified that their services are no longer required.
Inform tutor

Send feedback

This email task has two conditions:

Activate this task when...
'School review feedback' IS 'Good feedback'
'School review feedback' IS 'Attention required*'

This email will only be sent if the school indicated that the feedback is good, or that attention is required, in the 'Review feedback' form task.

The tutor receives the parent's feedback, as well as the school's review of the feedback.
Send feedback

After the 'Inform tutor' or the 'Send feedback' email has been sent, the 'Tutor feedback' workflow is complete. If you are interested in this workflow, you may want to have a look at the 'Tutor request' workflow, as well.
Get started now and clone this workflow directly into your Kotive account for free.

The Tutor feedback workflow is automatically copied into your account when you select it. Want to make one or two changes to fit your situation better? No problem!