Workspace Automations are included in the Enterprise plan.
Workspace Automations help you save time and simplify facilitation by automating routine tasks in your workspace. With automations, you can create rules that perform specific actions when certain conditions are met. For example, you can send reminder emails or open new content for users automatically.
Automations are managed from Workspace Manager → Automation, available to workspace admins.
What are Workspace Automations
Workspace Automations follow a simple “If this [trigger], then that [action]” logic. You define a trigger that starts the automation and an action that should happen as a result.
For example:
• When user is added to the workspace, send them a welcome email.
• If a user completes Module 1 (self-directed path), add them to the userlist for Module 2.
This allows you to build self-paced learning experiences, manage engagement automatically, and keep participants on track without continuous manual work.
How to Create an Automation
Note: you will only see automations related to features and widgets you currently have in your workspace. E.g. if there's no Exam widget, you will not see exam-related triggers; if no page is in path mode, you will not see related triggers.
You can create automations from scratch or start from our three most common automation templates:
Go to Workspace Manager → Automations
Click New automation
Define the trigger: Choose what starts the automation, such as “User was added to the workspace” or “User completed exam X”
Select schedule:
Choose whether to run immediately when the chosen trigger happens, or after a delay of x days.
Choose how many times the automation can be run per user: only once or every time the trigger happens.
Define Action: Select what should happen next, such as “Send email” or “Add to userlist".
Define audience:
You can choose to include all users, or only admins or participants.
Optionally, you can narrow the audience down to only new users added after the defined date, by the time a user was last seen in the workspace, per userlist, or to anonymous users only.
Name, review and create the automation.
When you create a new automation, you will see a notification telling you that the automation is paused. All your automations will appear in the automation view, where you can always toggle between active/paused, as well as edit, duplicate or delete each automation. With each automation, you can also see when it was last run, and by clicking that timestamp you can see users it has been run for.
When you're sure you want to activate the automation, you can do it by either clicking the button in the notification, or by toggling the switch next to the automation:
Note: you can toggle all your automations between active/paused any time.
When you choose to activate an automation, you will see a confirmation modal that tells you how many users currently are in scope, and when the automation will next be run:
Trigger Types
Automations can use two kinds of triggers:
Event triggers run immediately after an event happens, such as completing an exam, answering a poll, or submitting a form.
Scheduled triggers run at intervals to check conditions, such as when a user last visited the workspace or when they joined. For scheduled triggers you choose when the automation is run:
Summary
With workspace automations you can automate self-study courses, program communications, and participant progression based on each person’s timing, progress, or actions.
In a nutshell, workspace automations:
• Reduce repetitive manual work for facilitators
• Keep participants on schedule with timely reminders
• Enable flexible learning paths for self-study and cohort based learning
• Ensure communication happens at the right time automatically
• Provide powerful tools for advanced workspace builders
Start creating automations from Workspace Manager → Automation.