Workflow Rules - cheat sheet

Common Workflows & rule options

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Welcome to your Workflow Rules cheat sheet, a curated collection of common rules used across major communications and automations in the platform!

This page isn’t a checklist you must use in full, it is a reference and inspiration library. Each set of rules here highlights popular configurations for things like booking confirmations, reminders, post-course communications, internal updates, and more.

Please use this guide to see rule setups that are commonly used for specific communications, spark ideas, or copy & adapt directly from the list.

You don’t need to use every rule, pick and choose what fits your automation scenario. If something doesn’t make sense, or you have questions about how to apply these in your workflows, please get in touch, our team are always here to help!

Booking confirmations & joining instructions

Module: Delegate / Class Delegate / Web Delegate / eLearning Delegate

Select the ‘Delegate’ module if your Workflow should cover Delegates across multiple course formats/types.
Select ‘Class Delegate’ (for example) if your Workflow should only cover Delegates on Class format/type Courses.

• Status - Has Changed
  Purpose: Only create Workflow instances when the Delegate’s status actually changes (e.g. from Provisional to Booked), rather than on every save
  Commonly used for: Course confirmations, reminders, and joining instructions

• Status - Is In - Booked
  Purpose: Only trigger Workflow instances for Delegates who are ‘booked' on the Couse

• Status - Is In - Waiting List
  Purpose: Only trigger Workflow instances for Delegates who have been registered onto the waiting list of the Couse

• Is Session Candidate - Equal To - No
  Purpose: Prevents emails sending to Delegates for their sessions (e.g. day 1, day 2), they will still receive emails for the parent (head) Course and any non-sessional courses.

• Is Session Candidate - Equal To - Yes
  Purpose: Target Delegates specifically on sessions (e.g. day 1, day 2)

• Course Status - Is Not In - Cancelled
  Purpose: Stop confirmations or reminders going out where the entire Course has been cancelled

• Course Template Type - Is In - Class / Web / eLearning
  Purpose: Restrict the Workflow to a specific Course delivery type so the email can be tailored to classroom vs webinar vs eLearning

• Allow Start - Equal To - Yes (eLearning only)
  Purpose: Only send eLearning confirmations/joining instructions when the package is open for the Delegate to start

• Course Start Date - Period - Future
  Purpose: Ensure confirmations and reminders only apply to future courses, avoiding backdated sends

• Course Is Sessional - Equal To - Yes
  Purpose: Only trigger Workflow instances for Delegates registered onto Sessional Courses (parent Course only, this does not include the sessions)

Reminders & pre‑course communications

Module: Delegate / Class Delegate / Web Delegate / eLearning Delegate

Select the ‘Delegate’ module if your Workflow should cover Delegates across multiple course formats/types.
Select ‘Class Delegate’ (for example) if your Workflow should only cover Delegates on Class format/type Courses.

• Course Start Date - Period - Future
  Purpose: Ensure confirmations and reminders only apply to future courses, avoiding backdated sends

• Status - Is In - Booked
  Purpose: Only trigger Workflow instances for Delegates who are ‘booked' on the Couse

• Course Status - Is In - Available / Fully Booked / In Progress
  Purpose: Avoid sending reminders for Courses that are cancelled or completed

• Delivery Method ID - Is In - Public / In-house
  Purpose: Target reminder content to specific formats (e.g. only open, public course events)

Post‑course / completion

Module: Delegate / Class Delegate / Web Delegate / eLearning Delegate

Select the ‘Delegate’ module if your Workflow should cover Delegates across multiple course formats/types.
Select ‘Class Delegate’ (for example) if your Workflow should only cover Delegates on Class format/type Courses.

• Status - Has Changed
  Purpose: Only create Workflow instances when the Delegate’s status actually changes (e.g. from Booked to Completed), rather than on every save
  Commonly used for: Surveys, Certificates
  Typically combined with [Status - Is In - Completed]

• Status - Is In - Completed
  Purpose: Trigger certificates, surveys, or “thanks for attending” emails to Delegates who are ‘Completed' on the Couse
  Typically combined with [Status - Has Changed]

• Status - Is In - No Attend
  Purpose: Only trigger Workflow instances for Delegates who are ‘No attend' on the Couse
  Commonly used for 'sorry we missed you' emails
  Typically combined with [Status - Has Changed]

• Course Survey submitted - Is Empty
  Purpose: Only trigger survey reminders to people who haven’t completed them yet

• Course Survey submitted - Is Not Empty
  Purpose: Only send ‘certificate’ emails and ‘thank you for completing our survey' email to Delegates who have completed their post-course survey

• Course Template ID - Is In - [list of specific courses]
  Purpose: Restrict certificate workflows to specific Courses, this is used where not all Courses award certificates

• Invoice Status - Is in - Completed
  Purpose: Only send certificates to Delegates when their related Invoice has been fully paid

Delegate Change / Update Notifications

Module: Delegate / Class Delegate / Web Delegate / eLearning Delegate

Select the ‘Delegate’ module if your Workflow should cover Delegates across multiple course formats/types.
Select ‘Class Delegate’ (for example) if your Workflow should only cover Delegates on Class format/type Courses.

• Status - Has Changed
  Purpose: Confirm to Delegates/managers when their status on the Course has been updated (e.g. to cancelled or transferred)
  Typically combined with [Status - Is In - Cancelled/Transferred]

• Status - Is In - Cancelled
  Purpose: Only trigger Workflow instances for Delegates who are ‘cancelled' on the Couse
  Typically combined with [Status - Has Changed]

• Status - Is In - Transferred
  Purpose: Only trigger Workflow instances for Delegates who are ‘transferred' on the Couse
  Typically combined with [Status - Has Changed]

• Course Start Date - Has Changed
  Purpose: Inform Delegates that the scheduled time of their course has changed

• Venue ID - Has Changed
  Purpose: Inform Delegates that the venue has changed

• Type - Is In - Trainer
  Purpose: Send this Workflow to Trainers assigned to the Course, rather than Delegates, used in Venue and Course Date change emails for Trainers using the Delegate module.

Admin updates for the Course lifecycle

Module: Course / Class Course / Web Course Course

Select the ‘Course’ module if your Workflow should cover Courses across multiple course formats/types.
Select ‘Class Course’ (for example) if your Workflow should only cover Class format/type Courses.

• Course Status - Has Changed
  Purpose: Trigger “course completed/cancelled” admin communications or internal tasks.
  Typically combined with [Course Status - Is In - Cancelled/Completed]

• Course Status - Is In - Cancelled
  Purpose: Notify trainers/admins when a Course is cancelled

• Course Status - Is In - Completed
  Purpose: Notify trainers/admins when a Course is cancelled

• Fill Rate - Less Than - ?
  Purpose: Notify admins when the fill rate of the Course is not high enough

• Income - Less Than - ?
  Purpose: Notify admins when the income of the Course is not high enough

• Profitability Forecast - Less Than - ?
  Purpose: Notify admins when the expected profit of the Course is not high enough

• Course Status - Is In - Available & Fully Booked
  Purpose: Notify admins about active Courses only

• Start Date - Period - Future
  Purpose: Notify admins about future Courses only

Placeholder Confirmations (booker‑facing)

Module: Placeholder

• Status - Has Changed
  Purpose: Only create Workflow instances when a Placeholder’s status genuinely changes

• Status - Is In - Active
  Purpose: Send confirmation emails to the Booker when Placeholder bookings are successfully confirmed

• Course Template Type - Is In - Class / Web
  Purpose: Restrict the Workflow to a specific Course delivery type so the email can be tailored to classroom vs webinar

• Course Start Date - Period - Future
  Purpose: Prevent sending Placeholder confirmations/reminders for past events.

Invoice generated

Module: Invoice

• Invoice Status - Is Not In - Temporary & Cancelled
  Purpose: Trigger an “invoice generated” email only for invoices that are fully created/approved

• Action Date = 5 minutes after Date Created
  Purpose: Send invoice‑generated emails shortly after creation, allowing a brief buffer for processing

Overdue & payment reminders

Module: Invoice

• Invoice Status - Is Not In - Outstanding & Part Completed
  Purpose: Target overdue/payment reminders at unpaid invoices only

• Date Due - Period - Past
  Purpose: Identify invoices that are now overdue and drive follow‑ups

• Date Due - Period - Next x days
  Purpose: Send “upcoming due” reminders before the invoice becomes overdue.

• Send on Action Date Only = Yes
  Purpose: Prevent new or edited invoices from triggering retroactive outstanding/overdue emails outside the intended window
  This option is in the Workflow Action, rather than the Workflow Settings.

Invoice paid

Module: Invoice

• Invoice Status - Has Changed
  Purpose: Only react when there’s an actual status change

• Invoice Status - Is In - Completed
  Purpose: Trigger payment receipt emails once an invoice is fully paid

Award Compliance/Expiries

Module: User Award

• Expiry Date - Period - Next x Days
  Purpose: Send “upcoming expiry” reminders to Delegates whose Awards are about to lapse
  Typically combined with [Course Status - Is In - Completed]

• Expiry Date - Period - Past
  Purpose: Send “expired award” notifications to Delegates whose Awards have expired
  Typically combined with [Course Status - Is In - Completed]

• Status - Is In - Completed
  Purpose: Only send reminders to Delegates who have previously achieved the Award

• Target Date - Period - Next x Days
  Purpose: Send “upcoming target” reminders to Delegates who are due to complete their Award soon
  Typically combined with [Course Status - Is In - Target]

• Target Date - Period - Past
  Purpose: Send “missed target” notifications to Delegates who did not complete their Award by their target date
  Typically combined with [Course Status - Is In - Target]

• Status - Is In - Target
  Purpose: Only send reminders to Delegates who are targeted

User Role change notifications (internal)

Module: User Role

• Role ID has changed
  Purpose: Trigger internal notifications when a user gains or loses a specific role.

• Role ID - Is In - [Specific Role]
  Purpose: Filter down to changes involving key roles (e.g. Training Administrator, Super Administrator).

Additional support

• Matching Rules = On
  Purpose: Re‑check the rules at execution time so the email only sends if the record still qualifies (e.g. still Booked, still Outstanding). This is enabled by default. If you would like different rules to be in place when the email executes, you can turn this option off and define two separate rule sets.
  For example, if you would like to send a different email to Delegates who were booked on after they were on a waiting list, you could have the following rules on this Workflow:
  Creation Rule: Status - Is In - Waiting List
  Execution Rule: Status - Is In - Booked

• Send on Action Date Only = On
  Purpose: Prevents emails from being sent retrospectively when a record is created or edited after the scheduled send date.

  This setting is configured on Workflow Email Actions, not on the Workflow Rule itself. When enabled, the email will only send on the specific date you’ve defined.

  For example, if you have a Course reminder email set to send 7 days before the Course:

  • If a Delegate books 3 days before the Course, they will not receive this reminder when ‘Send on Action Date Only’ is turned on, as the send date has already passed.

  • If you want late-booking Delegates to still receive the reminder, you should turn ‘Send on Action Date Only’ off.

  In short, turn this setting on if you want emails to send strictly on the scheduled date only, and off if you want new or updated records to trigger the email even after that date has passed.

• Has Changed (field)
  Purpose: Detect genuine changes to key fields (Status, Venue, Start Date, etc.) so emails only send on change events, not every save

• [Field] is Empty / is not Empty
  Purpose: Workflows send based on presence of key data (e.g. ‘Date Completed’ not empty; ‘Venue ID’ is Empty)

• Action Date relative to key date (Start Date, End Date, Date Created, Date Due)
  Purpose: Control the timing of when your emails send relative to an event, for example - sending reminder emails x days before a Course, or sending welcome emails x minutes after a User is created

• Send email to a constant / external email address
  Purpose: if you would like to send Workflow emails to fixed email addresses, such as ‘reception@…’ or ‘admin@…’ or ‘training@…' you can do so by changing the recipient ‘To Address' option from ‘Field’ to 'Constant’ and typing in the email address. Remember to press enter after you’ve typed it in, it should look like a tag

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