Education / Cohort-Based Training
Student Registration & Onboarding Automation with Duplicate Prevention
Witty Automations Academy
- Industry
- Education / Cohort-Based Training
- Project type
- Workflow Automation, Duplicate Detection & Branded Communication
- Tools
- Make.comGoogle FormsGoogle SheetsGmailGoogle Contacts
Business challenge
Registration submissions were being manually reviewed, and duplicate submissions created unnecessary work and the risk of duplicate emails and contacts.
Solution implemented
- 01A Make.com scenario watching new registrations in real time
- 02An email check against existing records before anything is created
- 03Separate handling for genuinely new registrations and repeat submissions
- 04A branded HTML confirmation email with the program prospectus attached
- 05Sent-status tracking, duplicate-safe contact creation and automatic removal of duplicate rows
Before → After
Before
- Manual spreadsheet monitoring
- Manual duplicate checking
- Manual confirmation emails
- Duplicate contacts
- Duplicate spreadsheet entries
After
- Real-time registration monitoring
- Automated duplicate detection
- Branded confirmation email
- Sent-status tracking
- Duplicate-safe contact creation
- Automatic duplicate-row cleanup
Result
The registration process can distinguish a genuinely new student from a repeat submission before taking action, reducing repetitive administrative work and preventing duplicate communications.
How it works
- 01Student submits the registration form
- 02Email checked against existing registrations
- 03New registration: branded confirmation sent with prospectus, contact created, status written back
- 04Repeat submission: duplicate row cleaned up, no second email sent
Inside the system
What this demonstrates
- Duplicate detection and cleanup logic
- Branded HTML email with attachments
- Status write-back so nothing sends twice
- Scenario design in Make.com