The Automation Center allows you to automate routine learner management processes. Thanks to the "When [Trigger], Then [Action]" logic, the system lets you automatically distribute learners into teams based on their profile data, custom fields, or system triggers.
📌 How to access the "Automation Center" section?
To open the Automation Center, go to the academy settings and select the Automation section:
Module is available to administrators with the Owner and Administrator roles.
On this page, you'll see a table with all created rules, as well as a separate breakdown into Active and Inactive rules:
The table displays information about the rule, the trigger used, the action, and the number of learners processed. You can also use the search function by clicking the corresponding icon:
📎 Creating and Configuring Rules
To create a new rule, click the Create Rule button:
At the top of the page, replace the default text Untitled Rule with the name of your rule. We recommend giving it a clear name so you can easily navigate the overall list later.
✏️ To edit the name in the future, click the pencil icon and enter your changes:
⚙️ Setting Up the Trigger
📌 A trigger is a specific condition or event upon which the system automatically launches the rule for a learner.
Here we define the criteria by which the system will search for users. Click the Add a Trigger button and select the Property option:
When adding multiple conditions, the system applies the logical operator "AND". This means the automation will trigger only for those learners whose profiles simultaneously and fully match absolutely all of the specified criteria.
The administrator creates a rule with two conditions: "Position – Sales Manager" AND "City – Kyiv". A learner who works as a sales manager in Kyiv is instantly added to the target team. Meanwhile, a sales manager from Lviv or a marketer from Kyiv will be ignored by the system, since the full set of conditions was not met simultaneously for them.
When configuring the "Property" trigger, a dropdown list of all available user variables will appear. The system supports two types of properties:
Custom (created by you): unique parameters you've configured specific to your academy (for example, Jpb Title, Department, 2026, etc.)
System (standard): such as Email, First name, Last name, Country, etc.
Select the required variable and the specific value of the variable from the list.
Set the logical operator:
is – equals.
is not – does not equal.
is unknown – is not defined.
⚠️ Be sure to specify a value for is and is not, as the system will not be able to save the property.
If a newly created variable doesn't yet have any value options, you can create a value without leaving the Automation Center.
To do this, click Add Value, manually enter the new option in the Choose Value field, and confirm the creation by clicking Add Value:
🛠 Setting Up the Action
📌 An Аction is a specific command or operation that the system automatically performs on a learner in the "Then" block, if their profile fully matches the specified conditions in the "When" block.
Click the Add Action button and then Assign to Team/s:
To assign to a team, click Search Teams and start typing the names, or simply select the teams to which the system should instantly enroll the learner.
You can select either a single team or several at once:
To check exactly who falls under the rule, click the Preview learners match the rule button:
After clicking, a window titled Learners who match the rule will appear. Here you'll see a list of real learners in your academy who currently match the criteria of the created trigger. You'll see their names, email, city, country, and sign up date:
After adding all the settings, click Save:
✅ Activation
To launch the automation, make the rule active. After this, the specified action will be performed for all learners who match the rule. The activation button appears as a toggle labeled Active. Activate the automation:
Click Save.
Activity log and audit log are available only for rules that have already been saved in the system.
📔 Activity Log
This is an operational log that shows all learners to whom the rule has been applied in real time. To go to the log, click Activity Log:
If a learner changes their profile data and the rule is triggered for them again, each such action is recorded as a separate new row. This allows you to see the full chronology of the system's interaction with the user, rather than just their current status:
📚 Audit Log
The Audit Log is a security and control tool that records any actions taken by academy administrators or owners regarding the rule itself.
To go to the log, click Audit Log:
The log stores a complete technical snapshot of changes. Next to each entry there is a Show Details button:
When you click it, a structured technical code opens, divided into two blocks:
Before: What the trigger and action logic looked like before saving.
After: What it became after the administrator's actions.
📌 When exactly does an active rule trigger?
Instantly upon creation of a new rule, if it is immediately given the Active status.
Instantly upon changing the status of an existing rule to Active.
Regularly every 30 minutes – automatic background run to check the database.
Immediately after completion of the Welcome Pop-up (the welcome window on the learner's first login).
At the moment a new learner registers in the system.
Editing a Rule 🖍
If a created rule needs to be edited, select the desired rule from the list and click on it:
To edit the rule, click Edit in the bottom right corner and make the necessary changes:
After making the changes, be sure to click Save.