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Setting up automated re-enrolments (Workflows) in events

  • Updated

Workflows can automatically re-enrol learners from one course or event to another, guiding them through sessions in the correct order.

The general guide on creating workflows covers setting up a workflow for a course. This guide covers setting up a workflow for automatic enrolment between events or event sessions.

✓ Before you start: You need the Admin role.

Create an event workflow

Go to People → Workflows and click Create Workflow. Fill out the mandatory fields, marked with an asterisk.

  1. Name: Enter a name to identify the workflow.
  2. Description: Describe what the workflow does.
  3. When learners from: Select the target audience. Choose one or more Groups or Organisation Units. You cannot mix both in the same workflow.
  4. Have Completed: Select the source course. Every event should sit within a similarly named course. This selection triggers the workflow.
  5. Enrol to: Select the target course or event. Learners enrol here after completing the source.
  6. Timeframe: Choose when the workflow triggers for learners with completions outside the enrolment interval.
    • Immediately: Learners enrol on the next course or event straight after completion.
    • Scheduled: Set the time between completion and enrolment. For example, set 365 days (52 weeks) to re-enrol learners annually.
  7. Status: The default status is active. To save as a draft without running, change the status to inactive.

Click Create at the top of the page to save the workflow.

Workflows menu

Your workflow now appears in the workflows list. The list shows names and descriptions for each workflow.

Use the search box to find a workflow by name or keyword. Click the Filter button to narrow the list using additional filters.

Click Explore logs at the top to review which workflows have run. The log shows whether each run succeeded or failed. If a run failed, it explains why, for example, insufficient licences for enrolments.

Edit a workflow

Find the workflow you want to change and click Edit on its row. Update the settings as needed. You can also deactivate or reactivate the workflow.

Click Update at the top of the page to confirm your changes.

Delete a workflow

To delete a workflow, click the 3 dot button → Archive.

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