Automations let you define when something happens (a trigger), optional conditions (only for certain users or contexts), and actions (notify someone, enrol in a course, add to a group, and more). Rules run in the background for your tenant only—other organisations never see your automations or their run history.

Where to find it#

In the admin app, go to Administration → Automations. From there you can browse existing rules, create new ones, and open any automation to edit its rule or review Run history.

Concepts#

Triggers#

A trigger is a platform event, for example a user was created, a learner completed a course, or a certificate is about to expire. When the event fires, the automation engine evaluates your rule for the affected user or record.

Conditions#

Conditions narrow who or when the automation applies—for example only users in a given department, or only when a field equals a specific value. If conditions are not met, the run is skipped rather than failing.

Actions#

Actions are the steps performed when the rule matches: send an in-app notification, notify managers, enrol in a course or learning path, assign a training plan, or add or remove group membership. You can chain multiple actions; limits apply (for example a maximum number of actions per automation—see your admin UI when saving).

Status#

Draft — saved but not live; events will not run the rule until you activate it.
Active — the automation runs when matching events occur (subject to cooldown and conditions).
Inactive — paused; no new runs until you turn it back on.

Cooldown#

Optional cooldown (in minutes) prevents the same automation from running again too soon for the same context—useful for reminders so learners are not spammed on repeated failures or events.

Built-in automations#

Some tenants may include built-in automations supplied by the platform. You can usually toggle them active or inactive; editing or deleting may be restricted compared to automations you created yourself.

Create an automation#

Click Create automation.
Choose a template (optional) or Start from blank.
When does this run? — Pick the trigger that matches the business event you care about.
Only if… — Add zero or more conditions to limit when the rule applies.
Then do this… — Add one or more actions and configure each (message text, target course, group, and so on). Message bodies often support placeholders such as the learner’s name; check the field help in the app.
Review & activate — Name the automation, set cooldown if needed, then save as draft or activate.

After activation, use the Run history tab on the automation detail page to confirm runs, see success or skipped statuses, and inspect per-action results.

Platform background jobs vs tenant automations#

Tenant automations (this feature) are rules you define under Administration → Automations. They react to application events for your organisation.

System / platform jobs (when available to system administrators under Administration → System → Background jobs) control scheduled maintenance-style tasks for the whole platform instance—for example digest emails or cleanup jobs. Those toggles are not the same as tenant automations; do not confuse the two when troubleshooting “nothing fired” issues.

Good practices#

Start with a draft, trigger a test event in a sandbox or test user, then confirm Run history before going live broadly.
Use cooldown on noisy triggers (for example assessment failures) so reminders stay reasonable.
Prefer conditions to duplicate automations when the only difference is department or role.
If an action enrols someone in a course they are already enrolled in, the platform may skip that action rather than error—check run history for details.

Inviting and provisioning users: Invite users and Manage users.
Bulk enrolment when you need a one-off batch rather than an event-driven rule: Bulk enroll learners.

If something never appears in Run history, verify the automation is Active, the trigger you expect actually occurs in the product, and any conditions match your test user or scenario.

Automations overview