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Workflows are automated communications that send when different actions happen within the systemplatform.
These work on an "If this, then that" basis. To find out more about workflows, follow this link
Planning your workflows
When planning your workflows, it helps to start by looking at what communications you send most regularly. These may be booking confirmations, updates when a course date is cancelled or the sending and chasing of invoices and payments.
Automating your most regularly sent emails can save you so much time and free you up to do more important things.
There are three different types of communications that can be sent from the system the platform currently:
- Automated customer communications (Transactional emails)
- Automated admin communications (System notifications)
- Automated finance communications
When completing your datasheets and documents, you will find an automated communications sheet which details many of the automated communications we're asked to set up most frequently. These may help you to think about the types of emails you would like the system the platform to send for you.
This is broken down into:
- What the email is
- Based on what update the email should send
- To whom
- When the email should send
- The content of the email
- What attachments should be sent
Workflow Examples
| Workflow / Recipient | How and when it should send |
|---|---|
| Booking confirmation email - Delegate | When a delegate has made a booking, send an booking confirmation email to the delegate 2 minutes after |
| Delegate cancellation - Delegate | When a delegate has cancelled their place on a course date, send an email to the delegate 2 minutes after to confirm their cancellation |
| Delegate cancellation - Manager | When a delegate has cancelled their place on a course date, send an email to the delegates manager 2 minutes after to inform them of the cancellation |
| Low course viability - Administrator | 14 days before the course start date, if the course does not have a good viability forecast, send an email to administrators warning them |
| Delegate certificate - Delegate | Once a course date has been updated with the status of "Completed", send an email to the delegate with their certificate attached |
| Invoice Overdue - Payer | Once an invoice due date has passed, send an email to the target to alert them |
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