Automations: rules that act by themselves
Rules act when a learner is enrolled, finishes a lesson or a course, or falls overdue. They enrol the learner in the next course, message them or tell the course's authors.
PLANSScale only
The problem it solves
- After Safety Basics, someone has to remember to enrol each person in Fire Drill.
- Overdue learners get a reminder, and nobody asks why they are stuck.
- Trainers find out a course was finished only when they open a report.
How it works
- A Learn Manager opens Learn > Manage Courses > Configuration > Courses > Automations and presses New.
- When: Enrolled, A Lesson Done, Course Finished (the default) or Overdue. It runs on every course, or Only for Course, and for a lesson done Only for Lesson.
- Then: Enrol in a Course (a published course), Message the Learner, or Message the Course's Authors, with the text of the message.
- The rule runs at the moment it happens; Overdue runs with the nightly check of due dates.
- Each rule counts how many times it ran. A rule that enrols someone can start other rules, up to three steps, so rules cannot loop.
Everything it does
When
- Enrolled, A Lesson Done, Course Finished, Overdue
- Every course of the Entity, or one course; a lesson done can name one lesson
Then
- Enrol in a Course: the target must be published; the course's own days to finish set the due date
- Message the Learner, or Message the Course's Authors (the owner and editors)
- A rule never enrols someone in the same course that set it off
Running
- Active rules of the learner's Entity, in the order of the list
- Times Run on each rule; archive a rule to stop it
- At most three rules deep in one chain
Who uses it
Learn ManagerMakes, orders and archives rules.
LearnerIs enrolled in the next course or gets the message.
Learn AuthorGets the messages of rules that tell the course's authors.
Where you use it
- Web: Learn > Manage Courses > Configuration > Courses > Automations (Learn Managers)
- Messages reach the in-app inbox (web and the SmartMy Learn app) and email
- Not built: messages to a learner's manager from a rule; with SmartMy HRMS the manager gets Team Course Overdue on its own
What you control
Settings
- When: Course Finished to start with; Then: Enrol in a Course to start with
Notifications
- Learn Automation: to the learner or the course's authors, with the rule's text, the learner's name, the course and the progress. It arrives in the app inbox and by email
Questions
Can a rule enrol people in a whole series of courses?
Yes, one rule per step: after course A enrol in B, after B enrol in C. A chain stops after three steps in one go; use a learning path for longer series.Can a rule remind the learner's manager?
Not from a rule. A rule messages the learner or the course's authors. With SmartMy HRMS, the reporting manager is told of an overdue course by the event Team Course Overdue.Can learners switch these messages off?
No. Every Learn event is a work message, so nobody can switch Learn messages off for themselves.Related features
TEACHING AND TRACKINGLearning paths for onboarding and roles, with due datesPut courses together into a path, such as onboarding for new sales staff, in order or in any order. People on the path are enrolled in each course as they reach it, with the path's due date.COURSES AND ENROLMENTEnrolment by hand or by rules, kept current every nightPut people on a course by hand, or write a rule once: a role, a department, new joiners or a class. Every night the course enrols whoever the rule matches and drops people who no longer match.APP, MESSAGES AND POLICIESMessages when a course is assigned, due soon, overdue or finishedLearners are told when a course is assigned to them, three days before it is due, when it is overdue and when they finish. With SmartMy HRMS the manager hears about overdue courses too.ACROSS SMARTMY LEARNNotificationsLearners hear when a course is assigned, due soon, overdue or finished, when work is marked and when a certificate is issued. Teachers hear about work to mark, questions and join requests. Every Learn message goes by email and to the in-app inbox.WITH OTHER SMARTMY PRODUCTSStaff training with SmartMy HRMS: training hours, courses before confirmation, the team's learningWith SmartMy HRMS, courses go to departments, jobs, locations and new joiners by themselves. Finishing a course adds training hours to the employee's record. Probation cannot be confirmed until the needed courses are done. Managers see and enrol their team.
See your first course on it.
Tell us who learns (students, staff or both), how many people and what you teach today. We will set up one course with you and enrol a class or a department.