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 → Automations, available to workspace admins.
What are Workspace Automations
Workspace Automations follow a simple “If this, then that” 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
Go to Workspace Manager → Automations
Click New automation
Configure the following fields:
• Name: Describe the automation
• Trigger: Choose what starts the automation, such as “User was added to the workspace” or “User completed exam X”
• Action: Select what should happen next, such as “Send email” or “Add to userlist”• Schedule: If you chose the trigger to be Scheduled, choose how many times it should be executed and when it should be run.
• Targeted users: Optionally filter which users the automation applies toSelect Save
Your automations will appear in a list where you can view, edit, or remove them at any time.
Trigger Types
Automations can use two kinds of triggers:
Event triggers run immediately after an event happens, such as completing an exam 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 → Automations.