Automation configuration - Advanced Automations
CourseCo provides advance automations for your project. These automation triggers for a specific event and are sent to the admin of the system. They can be in the form of reminder emails or an alert based on what you choose. Below is a guide of setting up these advance automations on your own.
Note:
These automations are not as straight forward as other automations in the system. If you are stuck anywhere, feel free to contact our team.
These automations may vary depending on the customisation and the package of your project.
Maximum capacity Email:
Maximum capacity alert is an automated email sent to the admin when the maximum capacity on a schedule is met and there are no more places available for a schedule.
To set the maximum capacity alert please follow the steps given below:
Trigger: When a website booking occurs
Navigate to your website
Log In with your admin credentials
Click on Automations plugin the left menu of your profile
Click on New Automation
Enter the title for your automation
Choose trigger as ‘a website booking occurs’ from the trigger dropdown
In the ‘Do this’ section dropdown, click on Send an Email
Click on Add action button
A text editor to create an email will appear on the screen
Enter the admin email in the ‘To’ input
Enter your Subject line for the Email
Enter the text and format in the text editor for the Email
In the conditions section, there are 2 conditions to be added for this automation.
1. From Dropdown, select course and click on Add condition and select ALL.
2. From Dropdown, select schedule capacity IS MORE and click on Add condition and enter the capacity percentage
In the ‘At this moment’, select Immediately
Click Save
Outcome:
The automation will be saved
The automation will trigger when a website booking occurs
The automation will trigger and be sent to the admin when schedule capacity percentage is met
Maximum capacity Email for Back-office:
You can also add a maximum capacity email automation for back-office bookings. To set up this automation follow the steps below:
Trigger: When a back-office booking occurs
Navigate to your website
Log In with your admin credentials
Click on Automations plugin the left menu of your profile
Click on New Automation
Enter the title for your automation
Choose trigger as ‘a backoffice booking occurs’ from the trigger dropdown
In the ‘Do this’ section dropdown, click on Send an Email
Click on Add action button
A text editor to create an email will appear on the screen
Enter the admin email in the ‘To’ input
Enter your Subject line for the Email
Enter the text and format in the text editor for the Email
In the conditions section, there are 2 conditions to be added for this automation.
1. From Dropdown, select course and click on Add condition and select ALL.
2. From Dropdown, select schedule capacity IS MORE and click on Add condition and enter the capacity percentage
In the ‘At this moment’, select Immediately
Click Save
Outcome:
The automation will be saved
The automation will trigger when the schedule capacity is full and a back-office booking occurs
Minimum Capacity Email:
Minimum capacity email is sent out to an admin when the minimum capacity in a schedule is not met and the schedule is about to start in x number of days. They are sent as a reminder to the admin so that they can advertise the course more as they have spaces available.
To set the minimum capacity not met email automation, please follow these steps:
Trigger: When a course starts
Navigate to your website
Log In with your admin credentials
Click on Automations plugin the left menu of your profile
Click on New Automation
Enter the title for your automation
Choose trigger as ‘ A course starts’ from the trigger dropdown
In the ‘Do this’ section dropdown, click on Send an Email
Click on Add action button
A text editor to create an email will appear on the screen
Enter the admin email in the ‘To’ input
Enter your Subject line for the Email
Enter the text and format in the text editor for the Email
In the conditions section, there are 2 conditions to be added for this automation.
1. From Dropdown, select course and click on Add condition and select ALL.
2. From Dropdown, select schedule capacity is LESS and click on Add condition and enter the capacity percentage
In the ‘At this moment’, select scheduled and set a time. For example: In the image you can see, the automation is set to Run every week at Monday on 18:00 PM.
Click Save
Outcome:
The automation will be saved
The automation will trigger and be sent to the admin when a course is about to start and minimum capacity percentage is not met on the schedule
Digest Automation
CourseCo offers other Custom Automations for your project. These Automations create a trigger email depending on the conditions which is sent out to the trainers, admin and learners. Below is a list of some custom automations and how they work. This list is based on one of our custom projects and can be accommodated with your best interest depending on your business model and project.
These are custom automations which are not available in the Starter, Plus and Prime Package.
To request a custom automation for your project, please get in touch with us.
Roll Call Digest:
The ‘Roll Call' Digest is an automation that sends an email to the trainer with a list of students that will be attending their course in the coming days. For example - a list of students that will be attending the course where they are a trainer in the coming 7 days is sent every Monday. The Roll Call Digest can be sent to the trainer or the admin. You can adjust the day and frequency this email is sent out according to your preference.
My Upcoming Courses Digest:
The ‘My Upcoming Courses’ Digest is an automation that sends an email to the trainer with a list of the courses that are scheduled to take place in the coming days. For example, a list of courses that they are booked on to for the coming 30 days sent every Monday. It gives them a summary for their upcoming courses for a set period of time so that they are well informed about their ‘upcoming’ courses through the ‘My Upcoming Courses’ Digest Automation.
Cancelled Booking Digest:
The ‘Cancelled Booking’ Digest is an automation that sends an email to the admin about the bookings that have been cancelled for a specific time period. For example, a report of cancelled bookings for the month of June or for 30 days sent every Monday. It gives the admin a clear knowledge of all the cancelled bookings on the system.
Cancelled Courses Digest:
The ‘Cancelled Courses’ Digest is an automation that sends an email to the admin about the courses that are cancelled for a specific time period. For example, a report of cancelled courses for the month of June or for 30 days sent every Monday. It gives the admin a clear knowledge of all the cancelled courses on the system.
Sales Quote Digest:
The ‘Sales Quote' Digest is an automation that sends an email to the admin about the Sales quotes that have been requested on the website by customers. For example, a report of sales quotes requested by multiple customers for the month or for 30 days sent every Monday. It gives the admin a clear knowledge of the number of sales quote requested and for what specific courses they were requested.
Waitlist Digest:
The ‘Waitlist’ Digest is an automation that sends an email to the admin about the waitlist contacts that are on the waitlist report. For example, a report of the contacts that are in waitlist for some courses waiting for space availability on courses for a 30 days time period sent every Monday. It will remind the admins about their waitlist contacts so that they can update their contacts with the most recent information on courses.
Minimum Capacity Alert:
The ‘Minimum Capacity’ Alert is an automation that sends an email to the admin when the minimum capacity on the schedule is not met and the course is about to start soon. For example, an alert email to the admin about minimum capacity not met on the schedule. With this automation email, the admin can be alerted about the left spaces on the schedule and take some measures to meet the capacity requirement for the schedule before the course starts or make plans to reschedule.
Maximum Capacity Alert:
The ‘Maximum Capacity’ Alert is an automation that sends an email to the admin when the schedule’s maximum capacity is met and no more bookings can be made for that course. For example, an alert email to the admin about maximum capacity met on the schedule. With this automation email, the admin will be alerted about the full capacity on their schedules and that their contacts can add themselves to a waitlist until more spaces become available.
ToDo’s Alert:
The ‘ToDo’s’ Alert is an automation which triggers an alert to the Assignee when the admin or trainer assigns them with a ToDo Task, Assignment or an Exam. For example, an alert sent to assignee’s portal which they can see on notification icon that a task / an assignment or an exam has been assigned to them. Similarly, this alert can also be set for the trainers and the admins of the system.
ToDo Due Date Alert:
The ‘ToDo Deadline’ Alert is an automation which triggers an alert to the Assignee when the ToDo- Task pr Assignment is due in coming days or the deadline for their ToDo is close. For example, an alert sent to the assignee’s portal which they can see on notification icon that a task or an assignment is due to be submitted in 2 days. The Assignee can see the notification on their portal as a reminder that they have to submit their ToDo’s on that due date.