With automatic triggers, you can smartly automate processes within your academy. For example, you can automatically assign learning items, qualifications, or roles based on a specific action or change. In this article, you’ll learn step by step how to set up a trigger.
Step 1: Go to Workflows
Go to Administration > Workflows.
Open the “Automated Triggers” tab.
Click “Create” in the top right corner to create a new trigger.
Give the trigger a name. You can change this later if needed.
Step 2: Set the Trigger Action
Choose a trigger action and the corresponding criteria. Fields marked with * are required.
You can choose from the following actions:
When a request for external training is approved (criterion: learning intervention)
Job title of an employee is added (criterion: job title)
Employee becomes LMS manager
Employee completes a learning intervention (criteria: learning type, learning intervention)
Employee registers for an internal event session (criterion: learning intervention)
Additional employee information is updated (e.g., shirt size or dietary preferences)
New employee joins the academy
Employee joins a team (criterion: team)
Employee with a qualification requests new external training (criteria: qualification, qualification assignment, qualification status)
Step 3: Optional Employee Criteria
You can further refine the trigger with optional criteria such as:
Language – actions apply only to employees with specific language settings
Job title – actions apply to specific job titles
Team – actions apply to employees in certain teams
Step 4: Add One or More Actions
You can choose from the following actions:
Assign learning items
Select the learning type and intervention. Set a deadline (e.g., 10 days after assignment) and optionally a delay (e.g., 5 days after the trigger is activated).Assign a qualification
Select the desired qualification. Specify whether it’s mandatory or optional. You can also set what happens if the employee no longer meets the criteria (for example, after changing teams).Assign a role
Select the role to assign. You can also set a delay and define what happens if the criteria are no longer met.Add to a team
Select the team. You can also set a delay here.Send an email
Choose an email template, sender, and reply address. You can also add additional recipients such as a manager. Optionally, preview the email and set a delay.Assign personal budget
Give the budget a name, choose whether it’s limited or unlimited, and set a start and expiration date. You can also add a delay here.
Need help setting up triggers?
Feel free to contact our support department.