Learncycles Examples

Each training provider has their own unique policies and processes. However they all have commonality within the application, progression and completion stages of a Learner’s journey.

Below are examples of Learncycle Activities and Trigger Conditions you may use to automate each stage.

Stage 1: Application

The Application stage allows you to reflect on how you wish the Learners to be enrolled and what processes you can implement that will streamline this and reduce the capacity for errors or for information to be missed. It also creates clarity on what needs to be completed at each step.

1.1 Enquiry

An enquiry from a potential Learner about a Course may require you to:

• Record Learners details
• Create Tasks with Notes
• Save documents
• Send follow-up email/sms

1.2 Application Received

When an application is received:

• Add/Update Learner
• Follow up via Email/SMS
• Complete Eligibility Checks (LLN)
• Process application as per compliance requirements
• Generate and Send Letter of Offer or Training Plan

1.3 Application Rejected

If an application is Rejected:

• Update Enrolment Status to: Declined
• Update Enrolment Status Reason as required
• Send Email advising of Rejection

1.3 Application Accepted

If an application is Accepted:

• Update Course Enrolment Status to: Current
• Update Course Enrolment Status Reason as required
• Send Confirmation Email
• Schedule Welcome Letter generation and emails
• Schedule Enable Learner App Access
• Update Course Enrolment and Unit Enrolment details
• Process payment (Issue Xero invoices)
• Schedule and assign other administrative tasks

Stage 2: Progression

The Progression stage is a continuous cycle of collecting information to ensure the Learners’ Course Enrolment details are up to date and correct. This allows you to schedule activities to occur throughout the Learner’s enrolment.

2.1 Pre-Start

Before a Learner officially commences training/study:

• Update Enrolment Status to Current
• Update Enrolment Status Reason to Pre-Start
• Create Tasks to:
  • Schedule to call the Learner
  • Collect additional compliance details if required
• Enable Learner Access in Learner App
• Task to Generate Student Card
• Enable Eleanring Access
• SMS the Learner with training details such as venue details, orientation date, etc…
• Generate and Email the Learner their Timetable, Training Plan, Welcome Letter, etc…

2.2 In training

Do keep in mind that not all Learners will progress at the same stage. Therefore, some administrative tasks will have to be completed individually per Learner or in bulk for multiple enrolments.

• Schedule Tasks to
  • Monitor Learner Progression
  • Follow up calls / meetings
• Send progression emails or surveys
• Generate and Email documents/uReports such as Transcript, Attendance warning letter
• Send SMS about reminders i.e. holiday notifications
• Update Enrolment Status and Enrolment Status Reasons as required during progress i.e. Term 1 Midway

Stage 3: Completion

The Completion stage is not simply when a Learner finishes a Course but includes certification and explains options on what you can do with a completed record within Wisenet. This allows you to wrap up any loose ends and potentially mark the record for future marketing.

3.1 Course Enrolment Ends

The completion requirements will differ depending on completion type (eg, Completed, Withdrawn, Cancelled, Transferred)

• Update Course Enrolment Status, i.e. Completed, Withdrawn, Cancelled, Transferred
• Update Course Enrolment Status Reason, i.e. Survey required, Survey Sent, Credential issued, Inactive
• Tasks to complete the required steps to complete the Enrolment
• Update required Learner or Course Enrolment fields
• Generate any key reports
• Email or SMS survey link
• Generate, Issue and Email Credential(s)
• Disable Learner App access
• Disable Elearning Access
• Set Learner to Inactive
• Send Farewell Email

3.2 Rebook & Reconnect

This allow communication with Learners to continue past completion. Some Learners may need to periodically renew their qualification or may be interested in another qualification. It can also be used to obtain Employment Study Outcomes. Not all organisations may require this step but it can be useful for marketing. Streamline the following processes:

• Schedule x days after the Course Enrolment End Date to
  • send emails
  • create follow up tasks

If you are ready to get started with adding Learncycles, the next step from here is to follow the Best Practice and Go Live! resource article and to use these examples as a reference guide when you are adding Learncycles.