Top Tip! accessplanit platforms come with many pre-built Workflows to save you time! These pre-built templates include a 'Delegate - Did not Attend’ Workflow which you can update or clone. Open the ‘Administration’ menu from the Profile options at the top-right of your platform Click on the ‘Workflows’ menu option to open the Workflows DataGrid This will open the Workflows DataGrid Click the ‘Add Workflow’ button This will open the Workflow Details page From the new Workflow form, enter a ‘Title’ for your Workflow
We recommend labelling your Workflow with the name of the anticipated recipient followed by a description of the email, such as “Delegate - Did not Attend” Select the same Module that you used for your Email Template (for this Workflow you need the ‘Delegate’ module) Leave the Trigger Event set as ‘Saved’
This Workflow should be generated when a Delegate is updated/saved, not when it is ‘deleted’ Provide a useful Description so that your team know what this Workflow is for Leave your Workflow inactive for now
It will be set to active once you have finished setting everything up! Click the ‘Save’ button in the top right After you have saved your Workflow with those details, you will be able to access the management menu on the left to add further information From the Workflow Management menu, click to open the ‘Settings’ page for this Workflow This will open the Workflow Settings page Optional - The ‘Required Role’ option is where you can set that only Training Administrators or only Super Administrators are able to view and edit this Workflow, if this option is left blank, it means both Super Admins and Training Admins can both view and edit this Workflow Add Rules to your Workflow to decide which Courses will have this Statistics email triggered
Here are some common rules used for automated reminder Emails, you can include any combination of these, as required:
Only send when the Delegate status has Changed: Status - Has Changed This rule will mean the Workflow will only trigger when the Delegate has their status updated.
Only send to Delegates who have the status of ‘No Attend’: Status - Is In - No Attend This rule will stop the Workflow being triggered for Delegates with the status of Booked, On Hold, Completed, Cancelled or Transferred.
Only send to Delegates on a head course or a non-sessional course: Is Session Candidate - Equal To - No This rule stops the Workflow from triggering for Delegates registered onto individual Sessions that are part of a Sessional booking.
It will still trigger for Delegates on: The parent (main) Course in a Sessional setup Standalone Courses that are not part of a Sessional structure
If you think that you may require Advanced Rules for your Workflow, please see our dedicated section within our Workflows Overview page Leave the ‘Matching Rules’ checkbox checked It is very unlikely that you will need to make any changes to any of the other settings available on the Settings page, to read more about these options please see our guide Workflows Overview Once you have added all of your rules, click the 'Save' button at the top right of the page From the Workflow Management menu, select the ‘Actions’ option Select the ‘Add Workflow Action’ button This will open the ‘Details’ section for your Workflow Action Enter an ‘Action Label’ for your Email Action
We recommend labelling your Workflow Email Actions with the details of the email and when it will be sent, such as 'Delegate - No Attend - 5 Minutes - After - Current Date Time'” Select the Action Name ‘Send Email’ Press the ‘Save’ button in the top right to access the additional settings Once you have saved, the parameter options for your automated email will become available The first setting is ‘Action Date’ this is where you define when the email will be sent
For this Workflow action, it is recommended to set this action date 5 minutes after the current date time, Please see our dedicated section within our Workflow with Email Actions page for more information on Action dates
Check the ‘Send on Action Date Only’ if you do not want an email to be sent to Delegates who are added to your Courses after the email has been sent
For example, if your email is set to be sent 14 days before the start date and a Delegate is booked 10 days before the Course, they have missed the Workflow Action Date If ‘Send on Action Date Only’ is checked, the email for this Delegate will not send If ‘Send on Action Date Only’ is not checked, the email for this Delegate will be sent soon after the Delegate is created providing they meet the Workflow rules Use the ‘From Address’ options to enter the sender email address for this email
This reduces the risk of your emails being mistaken for spam or phishing attempts, plus, it simplifies your communication – as the recipient of your email will know who to reach out to and where their replies to your emails should go. Please Note! Please make sure that you use a real email address as your ‘From Address’, otherwise the emails will likely end up being caught by spam filters. Use the ‘To Address’ options to select who you would like to receive this email Booking User Email Address: This is the email address of the User who made the booking for this Delegate through your basket, if an Admin processed the booking then instead it is the User they selected as the ‘Booking User’. Company Email Address: This is the email address of the Account assigned to the Delegate, this is typically their employer, you can check this by adding the ‘Account Name’ column into your Delegates DataGrid. Delegate Email Address: This is the email address of User who is registered onto the Course (that did not attend). Direct Manager’s Email Address: This is the email address of the User assigned as the Delegate’s Direct Manager, you can find this option by editing the User and viewing the 'Direct Manager' option within the Employment section. Employers Email Address: This is the email address for all the Accounts that the Delegate has an active employment record with. Managers Email Address: This is the email address for all Users that manage this Delegate, this is set up in the ‘Management’ tab when editing a User. Select the Email Template that you created earlier from the 'Email Template’ drop-down box As standard, an individual email will be sent for each Delegate that meets the rules of your Workflow, if you would like to send Course Confirmation emails that contain the details of multiple Delegates (for example if you are emailing a Booker or a Manager instead of the Delegates), you can create a Consolidated Email Template and include that within your Workflow Email Action If you would like to include any attachments to this email, click the ‘Add File’ button on the Attachment options, and select your file File: A static document that has been uploaded to the Files area of your platform, commonly used for files such as 'terms & conditions' Document Template: A dynamic document that has been uploaded to the Document Templates area of your platform, commonly used for files such as joining instructions letters, certificates, and sign-in sheets Click the 'Save' button to save your Workflow Email Action Once you have added your Workflow Action, your Workflow is ready to be tested!
