Connecting with families before their first class is a great way to build trust, answer questions, and help students feel prepared for their trial. But we know that reaching out to every new family takes time!
That's where Automated Messages comes in. This feature lets you create personalized welcome messages that are automatically sent to families when they book a trial with you, helping you make a great first impression without having to send each message yourself.
💬 How Does Automated Messaging Work?
Once you've enabled Automated Chats, Dojo Tutor will automatically send a welcome message on your behalf in Chats whenever:
- A family books a trial with you: They'll receive your personalized welcome message introducing yourself and inviting them to share anything you'd like to know before the class.
- A trial is reassigned to you: If another tutor is no longer available and you're assigned to teach the trial, the family will receive a separate welcome message introducing you as their new tutor.
You can customize both messages, so families hear from you in your own words.
These messages will appear in your Chats conversations with families, just like messages you've sent yourself. Families can reply directly, and you can continue the conversation from there.
💡 Keep in mind: Automated Chats takes care of the initial introduction, but you'll still want to check Chats regularly and respond to any questions or messages from families before their trial.
⚙️ How to Enable Automated Messages
You can set up Automated Chats directly from your tutor dashboard.
- Log in to your Dojo Tutor dashboard
- Locate the Automated Messages feature in your Tutor Dashboard’s right-hand menu
- Review and personalize your two welcome messages
- Turn on Automated Chats using the toggle
Once enabled, your personalized messages will automatically be sent whenever a new trial is booked with you or reassigned to you.
✏️ How to Personalize Your Welcome Messages
Automated Chats includes two starter messages to help you get started. You can edit both to reflect your personality and teaching style.
We encourage you to personalize each message before enabling the feature, so families receive an introduction that feels genuine and welcoming.
1. Welcome Message for New Trial Bookings
This message is automatically sent when a family books a trial directly with you.
Consider including a friendly introduction, your excitement about meeting their child, and an invitation to share their learning goals or anything else that might help you prepare.
For example:
"Hi there! I'm excited to meet you and your learner for our upcoming trial! I'd love to hear a little about what they're working on and what you'd like us to focus on. Feel free to reply here with anything you'd like me to know before we meet!"
2. Welcome Message for Reassigned Trials
Sometimes, a trial may be reassigned to you when the originally scheduled tutor is no longer available.
In these cases, families will receive a different message introducing you as their new tutor.
Since the family originally booked with someone else, we recommend briefly acknowledging the change, introducing yourself, and reassuring them that you're looking forward to working with their child.
For example:
"Hi there! I'll be stepping in as your tutor for your upcoming trial, and I'm looking forward to meeting your learner! I'd love to know more about their goals and how I can best support them. Feel free to share anything you'd like me to know before our session!"
Tips for Writing a Great Welcome Message
- Keep it warm and personal. Introduce yourself in a way that reflects how you'd naturally communicate with families.
- Make families feel comfortable. Let them know you're looking forward to meeting their child.
- Invite a conversation. Encourage families to share learning goals, questions, or anything else you'd find helpful before the trial.
- Keep it concise. A thoughtful introduction doesn't need to be long to make a difference!
Remember that all messages must follow Dojo Tutor's communication guidelines. Keep conversations on the platform and avoid including personal contact information or directing families to communicate outside Dojo Tutor.
🔔 How to Turn Automated Messages On or Off
You're always in control of whether Automated Chats is enabled.
To manage the feature:
- Open Automated Chats in your tutor dashboard
- Open the Automated Message you’d like to toggle On or Off
- Choose between Trial Booking or Trial Substitute
- Switch it ON to automatically send your welcome messages for new and reassigned trials, or OFF to stop sending them automatically
Even if your Automated Messages are turned off, you'll still be able to reach out to families manually through Chats.
👀 What Will Families See?
When a family books a trial with you, your personalized welcome message will appear in their Chats conversation with you.
- If you're assigned a trial that was originally booked with another tutor, they'll receive your reassignment welcome message instead.
- From the family's perspective, these messages appear as part of their regular conversation with their tutor. They can reply directly, ask questions, or share details about their child's learning needs.
You'll also be able to see the automated message in your Chats conversation, so you can follow up and keep the conversation going.
❓ Frequently Asked Questions
Do I need to send a welcome message every time a family books a trial?
No! Once you've personalized your messages and enabled Automated Chats, we'll automatically send the appropriate welcome message whenever a family books a new trial with you or a trial is reassigned to you.
Can I change my welcome messages?
Yes! Your welcome messages are customizable, so you can make them sound like you and reflect how you prefer to introduce yourself to families.
Will families know that their welcome message was sent automatically?
Your welcome message will appear in the family's regular Chats conversation with you, just like other messages exchanged through Chats.
What happens if a family replies?
Families can reply directly to your welcome message. Their replies will appear in Chats, and you'll be responsible for responding and continuing the conversation.
What if I don't want to use Automated Chats?
That's completely fine! Automated Chats is optional. You can leave it turned off and continue messaging families manually, just as you do today.
Will Automated Chats respond to families for me?
No. Automated Chats only sends your personalized welcome message when a trial is booked or reassigned to you. Any follow-up questions or replies from families will still need your attention.
💚 Make Every First Impression Count
A simple welcome message can make a real difference. Families who connect with their tutor before their first class are more likely to attend their trial, giving you an opportunity to build a relationship and help their child get off to a great start.
With Automated Chats, you can make sure every new family receives a warm welcome while spending less time sending repetitive messages.
Personalize your messages, turn on Automated Chats, and keep the conversation going!