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Finish/build Airtable + Zapier +Mailchimp+ Outlook automations for a class registration funnel
What you’ll build
Automatic email intake from Outlook:
Zapier watches our Outlook inbox, or a dedicated folder, for emails from our 15 to 30 college contacts. Filter by college email domain, plus an AI check that skips non-registration emails such as logistics questions.
No manual forwarding by staff.
Automatic reading of registrations:
Registrants pasted into the email body as a small table are extracted by an AI step.
Excel roster attachments are converted with Files by Zapier, with no OneDrive needed. An AI step standardizes column headers that differ between colleges.
Added to Airtable and coded correctly:
Loop through each registrant and find or create their record by email, so the same person on several rosters isn’t duplicated.
Tag each record with the correct college, class, cohort, and session dates by linking it to the matching class record.
Flag anything unclear for review and send an Outlook alert.
Added to Mailchimp for our ongoing newsletter:
Add or update each registrant in our Mailchimp audience, with tags for college, class, and cohort so we can segment later.
Respect consent: only registrants who opted in are subscribed, and existing unsubscribes are never overwritten.
Pre-class email automations:
A welcome email on registration with the Zoom link and class PDFs.
Reminders before each of the two Tuesday sessions.
A recap after session 1 with the recording link.
Roster check-in emails to the college contacts 10 days and 3 days before class.
All sent through Outlook, with “sent” tracking so nobody gets duplicates.
Coaching call sync from Calendly to Airtable:
Build personalized Calendly links for each registrant, prefilled with their name, email, and Airtable record ID, to use in the post-class email.
When someone books a coaching call, update their Airtable record with the call date and time, the assigned advisor, and the stage “Call booked.”
When someone cancels, clear the booking and reset their stage so the follow-up reminders start again.
Flag any booking that can’t be matched to a registrant for review.
Deliverables
Working automations, tested against the test cases in our build sheet
A short screen recording walking through each zap and automation
A live handoff session with our operations coordinator, who will maintain it
Requirements
Proven experience with multi-step Zapier builds using Microsoft Outlook, AI by Zapier, Files by Zapier, paths, and looping
Strong Airtable skills, including automations, linked records, and formulas
Experience with Mailchimp and Calendly integrations
Careful handling of personal contact information. We’re a regulated financial firm, and all work happens in our accounts, not yours.
