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Sessions: Setting up automations

Automatically unlock Sessions for the right groups

Marie Xhauflair avatar
Written by Marie Xhauflair
Updated today

This set-up is part of the Sessions guide.

Automations help ensure the right learners and trainers see only the Session activities meant for them. This avoids confusion or exposure to irrelevant sessions and keeps your platform tidy and targeted.

🎯 Unlock Sessions for trainers

Trainers should only see Sessions that are relevant to their role. For example, you may want to prevent ‘leadership’ trainers from seeing Sessions about ‘sales’ or ‘logistics’.

🛠 How to create the automation

  1. Go to Behaviour > Automations

  2. Click Create a new automation

  3. Choose the event type: Check periodically

  4. Set the condition. For example:
    a. Is group and choose your trainer or participant group (e.g., Trainer)
    b. Or leave it unconditional if you want the session visible to everyone

  5. Set the actions:

    • Unlock widget: ensures the container on the home page is visible (e.g. the Spotlight or Journey where the session is placed)

    • Unlock activity: makes the session tile visible so trainers can create events for that specific session

  6. Save and publish the automation

✏️ Note:

Trainers will only be able to create events once the session activity is unlocked for them.

👥 Unlock sessions for participants

Participants need the session unlocked so they can see the activity and register for the scheduled events.

🛠 How to create the automation (for participants)

  1. Go to Behaviour > Automations

  2. Click Create a new automation

  3. Choose the event type: Check periodically

  4. Set the condition to:

    • Is group and choose your Participant group (e.g. Learners)

    • Optional: Add AND/OR conditions (e.g. Contract start date, additional groups) for more precise targeting

  5. Set the actions:

    • Unlock widget: shows the container where the session is displayed

    • Unlock activity: makes the session tile visible so participants can register for the event(s)

  6. Save and publish the automation

Only participants who meet all conditions will see the session.

🔥 Important:

Participants can’t register for events unless both the session is unlocked and events have been added.

✅ What to check

  • Make sure each automation is saved and active

  • Double-check that the correct groups are selected

  • Confirm the right Session activities are targeted

  • Preview the automation using the eye icon to verify affected users

💡 Tip:

You can create multiple automations to unlock different Sessions for different groups.

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