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Wisenet

      How To Add and Edit Learncycles

      A Learncycle is a set of rules and conditions that trigger a desired action/outcome in Wisenet.

      Required LRM Access: Owner

      Quick Tip: Open this Learncycle Examples and have it side by side as a reference guide when you are adding your Learncycles.

      IMPORTANT NOTE:

      • If you are on our Premium Edition, you will be able to use ALL Learncycle Trigger conditions to carry out Activities.
      • If you are on our Standard Edition, you will ONLY be able to use the When Course Enrolment/Application is Created Learncycle Trigger. There is NO Scheduling option. You will also not be able to add uReports or SMS activities.
        • If you would like to inquire about our Premium Edition, please contact us via phone or support.

      1

      Add/Edit Learncycle

      Navigate to LRM > Settings > Learncycles

      1. To Add a Learncycle:
        • Click “Add Learncycle”
      2. To Edit a Learncycle:
        • Click on the Learncycle name
        • Click “Edit”

      TIP: You can work on multiple Learncycles in different tabs by clicking on the ‘external-link’ icon.

      2

      Name the Learncycle

      E.g. Application Approved Process

      3

      Select Trigger Entity

      Select a trigger entity:

      1. Course Enrolment
      2. Unit Enrolment

      The Trigger Entity is the object in Wisenet that triggers the Learncycle flow.

      4

      Select Trigger Timing

      With our Learncycle updates in October 2024, you no longer need to select a Trigger Condition for your Learncycle. You can choose a Trigger Timing without adding Trigger Conditions as well.

      If Trigger Entity = Unit Enrolment, you can choose:

      1. On Unit Enrolment Creation
      2. On Unit Enrolment Update
      3. On Unit Enrolment Date. Either Exactly On or the number of Days, Business Days, Weeks, Months after/before
        • Unit Enrolment Start Date
        • Unit Enrolment End Date
        • Unit Enrolment Actual End Date
        • Unit Enrolment Extension Date (NZ only)

      If Trigger Entity = Course Enrolment, you can choose:

      1. On Course Enrolment Creation
      2. On Course Enrolment Update
      3. On Course Enrolment Date. Either Exactly On or the number of Days, Business Days, Weeks, Months after/before:
        • Application Expiry Date
        • Course Enrolment/Application Creation Date
        • Course Enrolment/Application End Date
        • Course Enrolment/Application Start Date
        • Course Enrolment/Application Status Change Date
        • Course Enrolment/Application Status Reason Change Date
        • Course Enrolment Actual End Date
        • Course Enrolment Expected Award Date
        • Course Enrolment Expiry Date
        • Course Enrolment Orientation Date
        • Course Enrolment Re-Enrolment Date
        • Course Offer End Date
        • Course Offer Start Date

      5

      Select Trigger Conditions

      NOTE: We have removed the trigger conditions “Course Enrolment is created” and “Unit Enrolment is created“. Instead, choose “Unit enrolment creation” or “Course enrolment creation” under Trigger Timing.

      The condition(s) you can choose depend on the Trigger Entity.

      If Trigger Entity = Unit Enrolment, you can choose:

      1. Unit Enrolment Outcome Code (AU) is [select an option]
      2. Unit Enrolment Result is [select an option]
      3. Unit Enrolment Status is [select an option]

      If Trigger Entity = Course Enrolment, you can choose:

      1. Application Status is [select an option]
      2. Application Status Reason is [select an option]
      3. Course Enrolment Status is [select an option]
      4. Course Enrolment Status Reason is [select an option]
      5. Unit Enrolment Outcome Code (AU) is [select an option]
      6. Unit Enrolment Result is [select an option]
      7. Unit Enrolment Status is [select an option]
      • Application Status Reasons and Course Enrolment Status Reasons are customisable and can be configured in Settings > Dropdown Lists.
      • Course Enrolment Status options are shown here.

      6

      Select Audience

      If Trigger Entity = Course Enrolment, choose whether this Learncycle will run for:

      1. All Course Offers, OR
      2. Course offers within selected lists

      You can view, add, and edit lists by going to LRM > Lists.

      If Trigger Entity = Unit Enrolment, you cannot select a list. The Learncycle will run for all enrolments.

      7

      Save Options

      Choose whether you want to:

      • Save the Trigger Conditions without adding Activities, OR
      • Save and Add Activity
        • See Step 8 below on how to add activity

      8

      Add Activities

      When Trigger Entity = Unit Enrolment, you can add one or more activities from:

      1. Create Task
      2. Send Email
      3. Send SMS
      4. Trigger Webhook
      5. Update Unit Enrolment

      Create Task

      1. Select Create Task from the dropdown list
      2. Give your task a Name
        • Note: there is a maximum character limit of 200
      3. (Optional) Change Priority from Low to Medium or High
      4. (Optional) Change Status from Not Started to In Progress, Pending, or Completed.
      5. (Optional) Select who the task will be Assigned To
      6. (Optional) Select who the task is Assigned By
      7. (Optional) Type a Description
      8. (Optional) Upload documents
      9. (Optional) Due Date is set to “No Due Date” by default. To set a Custom Due Date:
        • Select either Exactly On or the number of Days, Business Days, Weeks, Months after/before
        • Select a Date:
          • Course Enrolment Actual End Date
          • Course Enrolment/Application Start Date
          • Course Enrolment/Application End Date
          • Course Enrolment Expected Award Date
          • Course Enrolment Expiry Date
          • Course Enrolment/Application Creation Date
          • Course Offer Start Date
          • Course Offer End Date
          • Course Enrolment/Application Status Change Date
          • Course Enrolment/Application Reason Change Date
          • Application Expiry Date
      10. Enable button is set to ON by default, click to disable if required
      11. Click Save or Save & Add Another

      Send Email

      1. Select Send Email
      2. Select one or more Recipients:
        • Learner’s Email Address
        • Learner’s Alternative Email Address
        • Course Enrolment Agent
        • Current Workplace Contacts
        • Selected Staff
        • Other Email Address
      3. Select the Reply-to email address:
        • Configured
        • Other
      4. Add the email Message:
        • Compose an Email, OR
        • Select an Email Template
      5. (Optional) Attach Files
      6. Enable button is set to ON by default, click to disable if required
      7. Click Save or Save & Add Another

      Note: View sent emails from the relevant Logbook.

      Generate uReport

      1. Select Generate uReport from the dropdown menu
      2. Enter a Name
      3. Select a uReport Template Type
        • Contracts
        • Training Plans
        • Letters of Offer
        • General
      4. Select a uReport Template
      5. (Optional) In the Visibility section, choose if you want Learners and/or assigned Trainers to see this document
      6. Choose an Email option:
        • Do not send via email
        • Send via email
      7. (Optional) If sending via Email:
        • Select one or more Recipients:
          • Learner’s Email Address
          • Learner’s Alternative Email Address
          • Course Enrolment Agent
          • Current Workplace Contacts
          • Selected Staff
          • Other Email Address
        • Select the Reply-to email address:
          • Configured
          • Other
        • Add the email Message:
          • Compose an Email, OR
          • Select an Email Template
        • (Optional) Attach Files
      8. Enable button is set to ON by default, click to disable if required
      9. Click Save or Save & Add Another Activity

      Note: view uReports and emails in the relevant Logbook.

      Update Learner

      1. Select Update Learner from the dropdown menu
      2. Select one or more Fields to update:
        • Learner is Active
          • True
          • False
        • Learner App Access Enabled
          • True
          • False
        • Learner Sync to Xero
          • True
          • False
        • Learner App Expiry Date
          • Select the number of Days, Business Days, Weeks, Months after/before
          • Select a Date:
            • Application Expiry Date
            • Course Enrolment/Application Creation Date
            • Course Enrolment/Application End Date
            • Course Enrolment/Application Start Date
            • Course Enrolment/Application Status Change Date
            • Course Enrolment/Application Reason Change Date
            • Course Enrolment Actual End Date
            • Course Enrolment Expected Award Date
            • Course Enrolment Expiry Date
            • Course Enrolment Orientation Date
            • Course Enrolment Re-Enrolment Date
            • Course Offer End Date
            • Course Offer Start Date
      3. Enable button is set to ON by default, click to disable if required
      4. Click Save or Save & Add Another Activity

      Update Course Enrolment

      1. Select Update Course Enrolment from the dropdown menu
      2. Select one or more Fields to update
        • Course Enrolment Status
          • Options are shown here
        • Course Enrolment Status Reason
          • Configured in Settings > Dropdown Lists
        • Course Enrolment for AVETMISS
          • True
          • False
        • Course Enrolment Learner App Enrolment Access
          • True
          • False
        • Course Enrolment Target Group
          • Configured in Settings > Dropdown Lists
        • Application Status
          • Accepted
          • New
          • Pending
          • Rejected
          • Reviewing
        • Application Status Reason
          • Configured in Settings > Dropdown Lists
      3. Enable button is set to ON by default, click to disable if required
      4. Click Save or Save & Add Another Activity

      Update Unit Enrolment

      1. Select Update Unit Enrolment from the dropdown menu
      2. Select one or more Fields to update
        • Unit Enrolment Outcome Code
        • Unit Enrolment Result
          • Configured in Settings > Dropdown Lists > Result
        • Unit Enrolment Status
      3. Enable button is set to ON by default, click to disable if required
      4. Click Save or Save & Add Another Activity

      Send SMS

      1. Select Send SMS
      2. Send To: Learner Mobile Number is ticked by default
      3. (Optional) Type a name to explain the purpose of the SMS
        • E.g., Upcoming Class Reminder
      4. (Optional) Add placeholders using the dropdown menu
      5. Type your message in the Body section 
        • As you type your message, you will see the Character Count increasing and the number of SMS Count. One standard SMS is 160 characters. After 160 characters, your message will become multi-part and it is 153 characters per part
        • If this is being sent in bulk, each recipient will receive their own copy of the SMS
      6. Enable button is set to ON by default, click to disable if required
      7. Click Save or Save & Add Another Activity

      Note: view SMS messages in the Course Enrolment Logbook.

      Trigger Webhook

      1. Select Trigger Webhhook
      2. Select one or more webhooks
      3. Click Update

      Important Note: All Learncycle Activities will fire even if the Learner is inactive.

      Next Step

      How to Test Learncycles