Learncycles Best Practices

Learncycles need to be carefully configured to ensure the automation does not accidentally trigger undesired activities. We recommend that you follow our Learncycles Best Practices.

Before you begin

Required Knowledge: Learncycles

Pro Tips:
  1. Start Small
  2. Test First
  3. Trial with a pilot group
  4. Roll it our progressively


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?


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


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


Go Live
  1. Set Up your Course Offers
  2. Train your staff
  • If you change the enrolment status back and forth, it can trigger the same Learncycle multiple times. Make sure your staff know this!
  • Changing the enrolment status back will not cancel out the previously triggered Learncycle activities!

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