Loading...

Learncycle Activities Examples and Suggestions

To automate processes, Learncycles need to be set up with trigger logic that determines when the Learncycle should be triggered. Currently the trigger options are based on the events:

  • Course enrolment is created
  • Course enrolment status is updated
  • Course enrolment status reason is updated

Once a trigger condition is met it will initiate any set up activity to trigger:

  • Create a Task
  • Send a Message
  • Generate a uReport
  • Update the System

Schedule Option Limitation

You must be careful when choosing to schedule a message. The current logic works as follows:

  • Trigger condition is met and there is a scheduled message activity to send 10 days before Course Enrolment End Date
  • It will look at the current Course Enrolment End Date and determine what date to send the message
  • If the Course Enrolment End Date is wrong or it changes in the future the message will continue to send on this date
  • The only thing that will stop the message from being sent is if the Status or Status Reason values no longer match the trigger logic

This limitation is currently being worked on and will be resolved later in 2018.

Learner Lifecycle Stages

Scenario 1:

Task for upcoming Sales phone calls

Required Set Up:

  1. Set Trigger Condition to: When Course Enrolment is Created
  2. Select Custom Due Date to: Immediately

Scenario 2:

Task to check Enrolment Checklist

Required Set Up:

  1. Set Trigger Condition to: When Course Enrolment is Created
  2. Select Custom Due Date to: Immediately

Scenario 3:

Assign a Task to a Staff member

Required Set Up:

  1. Set Trigger Condition to: When Course Enrolment is Created
  2. AND, When Course Status Reason Changes to: Follow Up
  3. Select Custom Due Date to: Immediately

Scenario 4:

Task to move an Enrolment to a Course offer while Course Enrolment is moving from Enquiry

Required Set Up:

  1. Set Trigger Condition to: When Course Enrolment Status Changes to: Pending
  2. Select Custom Due Date to: Immediately

Scenario 5:

Task to complete eCAF (VSL)

Required Set Up:

  1. Set Trigger Condition to: When Course Enrolment Status Changes to: Pending
  2. Select Custom Due Date to: Immediately

Scenario 6:

Task to Set Up Orientation

Required Set Up:

  1. Set Trigger Condition to: When Course Enrolment Status Changes to: Pending
  2. Select Custom Due Date to: 1 Day Before Trigger

Scenario 7:

Task to send Invoice to Finance team

Required Set Up:

  1. Set Trigger Condition to: When Course Enrolment Status Reason Changes to: Invoice Ready
  2. Select Custom Due Date to: Immediately

Scenario 8:

Task to prism Admin to issue CoE

Required Set Up:

  1. Set Trigger Condition to: When Course Enrolment Status Changes to: Pending
  2. AND, When Course Enrolment Status Reason Changes to: Issue CoE (International)
  3. Select Custom Due Date to: Immediately

Scenario 9:

Send Message/Information about Course enquiry

Required Set Up:

  1. Set Trigger Condition to: When Course Enrolment is Created
  2. AND, When Course Enrolment Status is: Enquiry
  3. Select Custom Due Date to: Immediately

Scenario 10:

Send Follow Up email to prospective Learners

Required Set Up:

  1. Set Trigger Condition to: When Course Enrolment is Created
  2. AND, When Course Enrolment Status is: Enquiry
  3. AND, When Course Enrolment Status Reason Changes to: Follow Up
  4. Select Custom Due Date to: Immediately

Scenario 11:

Send Welcome Email

Required Set Up:

  1. Set Trigger Condition to: When Course Enrolment is Created
  2. AND, When Course Enrolment Status Chnages to: Pending
  3. Select Custom Due Date to: Immediately

Scenario 12:

Send Course Start Reminder

Required Set Up:

  1. Set Trigger Condition to: When Course Enrolment Status Changes to: Pending
  2. Select Custom Due Date to: 1 Day Before Trigger

Scenario 13:

Generate and Send uReport: Letter of Offer

Required Set Up:

  1. Set Trigger Condition to: When Course Enrolment Status Changes to: Pending after an Offer into a Course has been extended
  2. Select Custom Due Date to: Immediately

Scenario 14:

Generate and Send Enrolment Summary to Finance to assist with invoicing

Required Set Up:

  1. Set Trigger Condition to: When Course Enrolment Status Changes to: Pending
  2. AND, When Course Enrolment Status Reason Changes to: Invoice Ready
  3. Select Custom Due Date to: Immediately

Scenario 1:

Invoiced is paid and Learner is enrolled

Required Set Up:

  1. Select Trigger Condition: When Course Enrolment Status Changes to: Current 
  2. And, When Course Enrolment Status Reason Changes To: Invoice Paid
  3. Choose to set up the following, if relevant to your training processes:
    • Create Task to check Enrolment Checklists
    • Create Task to check Funding eligibility
    • Send Message to VSL Enrolment
    • Issue and Send uReport: Training Plan (VET)
    • Update System for Learner App and eLearning Access
  4. Select Custom Due Date to: Immediately

Scenario 2:

Learner is enrolled and Course is commencing

Required Set Up:

  1. Select Trigger Condition: When Course Enrolment Status Changes to: Current 
  2. And, When Course Enrolment Status Reason Changes To: Commenced Course
  3. Choose to set up the following, if relevant to your training processes:

First:

  1. Create Task to Notify Trainer
  2. Issue and Send uReport: Training Plan (VET) to Learner and Trainer
  3. Select Custom Due Date to: Immediately

Second:

  1. Send Message to Follow Up on Progress
  2. Select Custom Due Date to: 2 months after Course Enrolment Stat Date

Third:

  1. Send Message: Survey
  2. Select Custom Due Date to: 4 months after Course Enrolment Stat Date

Fourth:

  1. Send Message: Course Ending Reminder
  2. Select Custom Due Date to: 1 month after Course Enrolment Stat Date

Scenario 1:

Course completed

Required Set Up:

  1. Select Trigger Condition: When Course Enrolment Status Changes to: Completed
  2. And, When Course Enrolment Status Reason Changes To: All requirements completed
  3. Send Message: Course End Survey – Learner Satisfaction
  4. Select Custom Due Date to: Immediately

Scenario 2:

Course has been cancelled without penalty

Required Set Up:

  1. Select Trigger Condition: When Course Enrolment Status Changes to: Cancelled – without penalty
  2. And, When Course Enrolment Status Reason Changes To: No Longer Interested
  3. Choose to Set Up the following options, relevant to your training organisation’s requirements:
    • Create Task to inform Finance for a refund is applicable
    • Check the enrolment hasn’t been reported for funding purposes
      • If Yes, then Withdraw units
    • Generate and send uReport: Cancellation Letter to Learner
    • Update System to remove Learner App and eLearning Access
  4. Select Custom Due Date to: Immediately

Scenario 3:

Learner has withdrawn

Required Set Up:

  1. Select Trigger Condition: When Course Enrolment Status Changes to: Withdrawn
  2. And, When Course Enrolment Status Reason Changes To: Any Reason
  3. Choose to Set Up the following options, relevant to your training organisation’s requirements:
    • Create Task to inform Finance for a refund is applicable
    • Check the enrolment hasn’t been reported for funding purposes
      • If Yes, then Withdraw units
    • Generate and send uReport: Cancellation Letter to Learner
    • Update System to remove Learner App and eLearning Access
  4. Select Custom Due Date to: Immediately

Scenario 4:

Learner has deferred

Required Set Up:

  1. Select Trigger Condition: When Course Enrolment Status Changes to: Deferred
  2. And, When Course Enrolment Status Reason Changes To: Can’t attend this intake
  3. Choose to Set Up the following options, relevant to your training organisation’s requirements:
    • Create Task to move the enrolment to the relevant Course offer if applicable
    • Create Task to Notify Finance to remove enrolment
    • Generate and send uReport: Deferred Letter message to Learner
    • Update System to remove Learner App and eLearning Access
  4. Select Custom Due Date to: Immediately

Was this Resource helpful?