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Learncycle

 Related Feature: Learncycle

Learncycle allows you to automatically update records and create Tasks, Documents and Messages which is triggered by key events in the Learner’s Lifecycle. Use your custom templates, or our standard ones, to send personalised messages and documents on your schedule.

We implemented Wisenet 6 months ago. We have transitioned from a very manual and time consuming process, to making most things automated. Currently we use Learncycles to do everything to do with enrolment of a student such as creating an offer of place, creating confirmations, receipts, agent receipts and, emails to students.

To do this we are creating tasks among our different departments so we are reducing emails, notes that are placed on desks and lost, and conversations that are forgotten. Everything is done through a status reason which will set a task/email or action for something to happen.

It is very easy to set all of this up. All it takes is for you to sit down and think of the current process, what you would like to send when, and what is required of other people.

Wisenet staff are happy to guide you in the best ways to start. Once you have a couple of Learncycles set up you’re on a roll. Happy Learncycling!” – Morgan, EDENZ Colleges, New Zealand

There are six distinct parts in this journey:

There are many different ways you can use Learncycles within your organisation. We have compiled a few ideas to get you started Examples of Learncycle Activities

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

This allows for many automated activities throughout the Learner Lifecycle.

Learncycles need to be carefully configured to ensure the automation does not accidentally trigger undesired activities. Follow the instructions below or it view on a separate page click Learncycles Best Practices

1

Diagram first

Draw a flow chart of a process within your business, for example, Enrolment.

You may like to consider these questions:

  • What tasks and subprocesses happen?
  • Do you have message and document templates for each step?
  • To what extent are you free to change these processes?
  • What stakeholders need to be consulted?

2

Learncycle Activities
  1. For the processes in step 1, decide which ones you think are best fitted for automation
    • If you can already imagine how to set up the learncycle activity, you’re probably on the right track
  2. Draw or write how the activities would be set up
    • Trigger condition, activity type, activity settings
    • e.g. When enrolment status reason is changed to pending and status reason is ‘Letter of Offer’, generate a uReport with Letter of Offer template and send to learner immediately with ‘LoO’ message template
    • Use sticky notes and put your activities on your process diagram

3

Set Up a Sandpit
  1. Sandpit setup
    • Create a dummy Course Offer and start setting up the activities from step 2
    • Create a test Learner account with an email address you can access
  2. Enrol your test Learner into your Course Offer, and put them through all the Learncycle Trigger Conditions
    • Check that each activity fires as expected
    • Note that if you’ve got messages scheduled for the future, you may not be able to test this all in one day – but you can set the message to send sooner and then change that setting for the real live Course Offer
  3. Update your test Course Offer learncycle as required
  4. Keep testing until it’s right

4

Go Live
  1. Set Up your Course Offers
  2. Train your staff

Before you proceed with creating Learncycle Activities, you need to understand  Course Offers, Enrolments and Logbooks.

As mentioned in the Learncycle Best Practices, we suggest creating a dummy Course Offer and a “test” Learner with a valid email address which you can access.

How To Set Up a Course Offer

How to Add a Course Enrolment via a Course Offer

Activities can be described as a set of rules and conditions that you can create to then trigger a desired action/outcome in Wisenet.  In the Learncycle section of a Course Offer you can set the following activities.

Follow the instructions below or it view on a separate page click How to Add a Learncycle Activity

1

  1. Search and Open the relevant Course Offer
  2. On the Left Navigation Bar, Click on Learncycle
  3. From the Action Menu, Click and Select Add Learncycle Activity

2

Select Trigger Conditions
  1. When, either:
    • Course enrolment is created, Or
    • Course enrolment status changes to – select from dropdown list, e.g. Pending;Current, etc…, And
    • Course enrolment status reason changes to – select any status reason

3

Select Activity
Create a TaskGenerate a uReportSend a Message/EmailUpdate the System

  1. Click on the Then Do this dropdown menu
  2. Select Create Task
  3. The Enabled toggle button is set to ON by default
  4. Give your task a Name
    • Note: there is a maximum character limit of 50
  5. (Optional) Priority is set to Low by default, change to  Medium or High, as applicable
  6. (Optional) Select Task Completion Status from the dropdown menu as applicable
  7. Set Due Date to be either:
    • Immediately when trigger condition is reached, Or
    • Enter a Custom Due Date
      1. Click on the dropdown menu and Select the number of days after (up to 10 days)
      2. Select the trigger condition you want to set from the dropdown menu
  8. Assigned To, either:
    • A person, Or
    • A role, e.g. Learner
  9. (Optional) Type a description in rich text
  10. Click Save

  1. Click on the Then Do this dropdown menu
  2. Select Generate uReport
  3. The Enabled toggle button is to ON by default
  4. Select your relevant uReport template type, e.g. Contracts, Letter of Offer, Training Plans
  5. Select your relevant uReport Template from the dropdown menu
  6. (Optional but recommended) Click on Preview to check that you have selected the correct template
  7. (Optional) In the Visibility section, Tick if you want enrolled Learners and/or assigned Trainers to see this document
  8. In the Message section select to either:
    • Not send the document as a message, Or
    • Send attached to a message – to learner, staff or entered email addresses by either:
      • Selecting from active message templates,Or
      • compose a message
    • (Optional) Attach more files to the message (maximum 10 MB each)
  9. Click Save

  1. Click on the Then Do this dropdown menu
  2. Select the Send Message activity
  3. The Enabled toggle button is set to ON by default
  4. In the Message section, Select to:
    • Either, Compose a Message Now
      1. Enter a Subject
      2. Enter your message content in the Body section
    • Or, Select a Message template
  5. Set message Scheduling by setting Due Date to be either:
    • Immediately when trigger condition is reached, Or
    • Enter a Custom Due Date
      1. Click on the dropdown menu and Select the number of days after (up to 10 days)
      2. Select the trigger condition you want to set from the dropdown menu
  6. Assigned To, either:
    • A person, Or
    • A role, e.g. Learner
  7. (Optional) Attach Files is required
  8. Click Save

  1. Click on the Then Do this dropdown menu
  2. Select the Update System activity.
  3. The Enabled toggle button is set to ON by default
  4. Click on the Update this field dropdown menu to select which field to update
  5. Select entity:
    • Either, Course Enrolment
      1. Select Field, e.g. Enrolment Status, Enrolment Status Reason, Enrolment ELearning Access
      2. Select relevant value from the To this value dropdown list, e.g. Pending, Awaiting Payment, True or False
    • Or, Client
      1. Select Field, e.g. Client Status
      2. Select relevant value from the To this value dropdown list, e.g. True, False
  6. Click Save

4

Go Live
  1. Set Up your Course Offers
  2. Train your staff

Before you create Learncycle Activities for your live Course Offers and Learners, we suggest that you do some testing with dummy Course Offers and Learners. Follow the instructions below or it view on a separate page click Test Learncycle Activities

1

Create a Dummy Course Offer

How to Add a Course Offer

2

Create a Test Learner

Create a test learner account with an email address you can access and enrol the test learner into the dummy course offer you created.

How to Add a Learner

How to Enrol a Learner into a Course Offer

3

Add Learncycle Activities

Once you have enrolled your test learner to the dummy course offer, put them through all the learncycle trigger conditions you can set.  The purpose of this is to check that each activity works as expected.  You may need to update your test Course Offer Learncycle as required.

How to Add Learncycle Activities

4

Test and Test Again

Test each learncycle activity to make sure that they are all working as expected and repeat until it’s just right.

Note that if you have messages scheduled for the future, you may not be able to test this all in one day.  However, you can set the message to send sooner and then change the settings for your real live course offer

In order to minimise data entry related to adding Learncycle Activities to many pre-existing Course Offers, you have the option in Wisenet to Import Learncycle Activities from one Course Offer to another Course Offer.

Follow the instructions below or it view on a separate page click How to Import Learncycle Activites

1

2

Import Activities
  1. Open the Course Offer you want to import from
  2. From the Left Navigation Bar, Click on Learncycle
  3. Click on the Action Menu and Select Import Activities

3

Select which Course Offer you want to import Learncycle Activities from
  1. Select or start typing into the dropdown list
  2. This action will return a result of how many learncycle activities are in the selected Course Offer, e.g. ”the selected course offer has 5 activities”
  3. Click View activities in new tab to check that they are the correct ones you want to import
  4. Once sure, Click Import # activities

All the activity/activities from the selected course offer will be copied over to the current course offer.

It is extremely rare that Learncycles fail however, like in all software random issues can occur.

We are notified of such faults and resolve as required. It is important however that you are aware of failures so that you can manually intervene.

We recommend subscribing daily or weekly to the Failed Learncycles Report # 921 to receive the report via email.

  • When subscribing to this report select a date filter for Learncycle Event Timestamp with a date range based on your desired schedule. Eg. If subscribing daily then date range will be Yesterday
  • On receiving the email hopefully you will have no failed records and hence there is nothing to do
  • If you receive failed records, then simply follow the troubleshooting instructions below.

To resolve a failed Learncycle you do not need to change the Learncycle setup. Instead you need to:

  1. Identify the Course Enrolment and determine whether is a crestion or status change event
    • If Creation Event, this cannot be re-triggered and the automated activities will have to be manually completed
    • If Status Changed, either manually complete the required activities or trigger the Learncycle again by changing the statuses back to the “Previous” values. Then Save, and set the statuses again.

Learn More? How to subscribe to a Report

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