onCourse default automations

All the following default automations come within the onCourse automation library.

Auto enabled default automations

These automations are enabled by default in all onCourse databases. Please contact us before you disable them as they have implications for the enrolment and sales processes:

Send enrolment
Send an email (template - Enrolment Confirmation) to the enrolling student on successful creation of an enrolment, through the office or the website.

Send invoice
Send an email (template - Tax Invoice) to the payer of the enrolment where the invoice balance is not zero.

Send payment receipt
Send an email (template - Payment Receipt) to the payer when a payment in is processed outside of the enrolment process

Send voucher
Send an email (template - Voucher Email) containing the voucher redemption code and details to the purchaser of a voucher

Disabled default automations

These automations have been added for all users of onCourse, but are switched off by default. Before enabling these automations you should check the wording of the default email templates they call, and adjust them as necessary.

Prior to enabling a automation, you should open the automations and click on the button 'update to latest version'. This will make sure any improvements to the original automation are downloaded.

You can enable or disable these automations in your database at any time, and make modifications as desired if your licence level allows.

Student notifications

Send student class commencement notice
Automatically send a reminder email (template - Student notice of class commencement) to active enrolled students one day before their class commences

Send student class commencement notice 7 days
Automatically send a reminder email (template - Student notice of class commencement) to active enrolled students seven days before their class commences.

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Depending on your business processes, you may wish to enable only one of the reminder automations (1 day before or 7 days before), or both. By default, these automations use the same email template.

Send class cancellation
Send an email (template - Class Cancellation) to the students who were enrolled with information about class cancellation options, when a class is cancelled

Send application received notification
When an application has been created via the web or in the office, send the student an email (template - Enrolment application received) to notify them, and send an email to the default admin email address to schedule the follow up process.

Send application decision
When an application status is set to offered, send an email (template - Enrolment application accepted) to a student to notify them their application has been accepted, what their custom enrolment fee is and how they can enrol. When an application is set to rejected, send an email (template Enrolment application rejected) to the student to notify them.

Send certificate created notification
Create a certificate of attendance for non-VET training with your custom certificate_attendance_backgound.pdf, upload the certificate to the portal and send an email (template - Certificate available) to the student containing the link. There are options in the automation to check attendance requirements before creating certificates, which are commented out by default.

Send class completion survey
The day after a class is completed send an email (template - Course completion survey) to all classes that are not tagged with "no survey" requesting students complete the skillsOnCourse portal survey process.

Alert student of assessment release
This automation runs daily at 8am and checks if any assessments have a release date in the system set as today, and then sends students an email detailing each assessment released.

Tutor notifications

Send tutor class commencement notice
Automatically send a reminder email (template - Tutor notice of class commencement) to all class tutors two days before their class commences

Cancelled class notice for tutor
Automatically sends a cancellation email (template - Tutor notice of class cancellation) to the tutor/s if a class they are teaching gets cancelled

Send enrolment notice for tutors
Send an email (template - Enrolment notification) on enrolment to the tutors attached to the class to advise them that a student has enrolled in the class. Can use a class tag as a record filter.

Notify tutor of unmarked attendance
This automation runs daily and checks every session run on the previous 7 days. If any student attendance is unmarked, the automation sends to the tutors an email notification (template - Tutor notice of unmarked attendance) to mark their class roll. One email is sent for each class with unmarked sessions. Tutors may receive the same email for 7 consecutive days if they do not follow the instructions and mark their attendance. After 7 days from the session date, no further reminder will be sent.

Alert tutor of assessment release
This automation runs daily at 8am and checks if any assessments have a release date in the system set as today, and then sends an email to the tutor for each assessment released.

VET specific

Send USI reminder
Automatically send a reminder email (template - USI reminder email) to VET students every 7 days for the next month if they haven’t supplied their USI on or shortly after enrolment

Automatic creation of VET Certificates
For each enrolment, at 4am every day check for outcomes which have been modified in the previous 24 hrs. If any outcomes attached to the enrolment are not yet marked, skip this enrolment. For students with at least one successful outcome, create the certificate record (Statement of Attainment or Qualification, based on the isFullQual flag at the course level). If the outcome is already joined to a certificate, do not create a new certificate containing that outcome.

Send certificate VET created notification
At 5am each day, print to PDF and upload to the portal all unprinted VET certificates, where the student meets the requirements for certification, including having supplied their USI. Send an email (template - Certificate available) to notify the student that their certificate is available in the portal. You must ensure you have created and uploaded into PDF Backgrounds named vet_soa_background.pdf, vet_qualification_background.pdf and vet_skillset_background.pdf before enabling this automation.

VET course completion Survey
This automation will send an email (template - VET course completion Survey) to each student two weeks after to the completion of the course.

Financial

Send refund advice
When a successful payment out is created e.g. credit card refund, send an email (template - Refund advice) to the payee

Send weekly finance summary report
Send the Trial Balance report for the previous 7 days each Monday morning to the default system administrator email address. There is an option in this automation to change the reporting period from weekly to monthly if that is your reporting period preference.

Send payment plan reminder
This automation will send an email (template - payment reminder) to each debtor with an overdue invoice, or an invoice which has a payment due within the next 7 days. Included in the email is a link where the debtor can click to make a credit card payment via the onCourse portal.

Membership notification renewal
This automation will send an email (template - Membership Notification Renewal) to each contact with an active membership 7 days prior to its expiry to remind them to purchase a renewal.

Send account statement
This automation will send an email with a PDF attachment of the printed Statement Report for each contact with an outstanding balance, and by default is scheduled to run on the first of the month. The email that is sent to the contact is plain text, embedded within the automation. There is no separate email template to edit and no HTML version available. The email includes the total balance outstanding and a 30 day no login required link to the skillsOnCourse portal where the invoices can be viewed and payments made. There is no copy of this message stored in onCourse against the contact record.

Marketing and sales

Synchronise availability (enrolment)
This automation finds all single session classes taught by the same tutor in the same room with overlapping times and keeps the places available in sync. For each enrolment in Class A, the maximum available places in Class B is reduced by one. This is useful if one class is a subset of another (e.g.. a refresher First Aid class where students need only come to the second half of the regular First Aid class). If you enable this automation, you’ll also want to enable 'Synchronise availability (cancellation)'

Synchronise availability (cancellation)
This automation finds all single session classes taught by the same tutor in the same room with overlapping times and keeps the places available in sync. For each enrolment in Class A, the maximum available places in Class B is reduced by one. This is useful if one class is a subset of another (e.g.. a refresher First Aid class where students need only come to the second half of the regular First Aid class). If you enable this sautomation, you’ll also want to enable 'Synchronise availability (enrolment)'

Send waiting list reminder
for students who have been added to a waiting list, send them an email (template - Waiting List reminder) every 7 days of the classes currently available for the courses they are on wait lists for.

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There is also a message template called 'Waiting list notification' that is designed to be sent manually when a class has limited vacancies available, to students on the wait list for the course.

Alert students of related class
DO NOT ENABLE THIS AUTOMATION!

It is designed to be manually triggered as needed on a class by class basis. Access the automation from the class cogwheel, by single clicking on the class you want to promote to past students of the same class tutor, and choosing 'Execute script for 1 record' > alert students of related class.

• This automation finds all students who have enrolled in a class in the last 18 months with the tutor(s) assigned to the first class session, who aren’t currently enrolled in this class, and sends them an email (template - alert students of related class) to encourage them to enrol in this class.

Administrative

Send product purchased email
Each time a product is purchased on the website, and email is sent to the admin email address to notify them of the purchase, using the same admin email as the 'From' address. Rather than using a message template, the email layout is a simple plain text email inside the automation itself. To change the text, you need to edit the automation directly. This automation is disabled by default.

Notification of unmarked attendance
This management automation is set to run daily and check for sessions run the previous day where at least one of the enrolled students has an unmarked attendance record. If an unmarked record is found, an email is sent to the admin contact so they can initiate a follow up process with the tutor. Optionally, only courses tagged with 'checkAttendance' will be checked, so if attendance marking is important for some programs, like VET, you can ignore unmarked attendance for your leisure courses.

Integrations

A number of 3rd party integrations are included with onCourse and as standard, and each integration includes integration automations to enable you to fine tune how the integration works. For more information about 3rd party application integrations refer to our integrations chapter.

CloudAssess course enrolment create
Creates an enrolment in cloud assess where the onCourse course code and cloudAssess course code are the same

Moodle enrol
Create an enrolment in moodle where the course has the tag defined in the moodle integration

Coassemble enrol
Create an enrolment in Coassemble LMS.

Mailchimp subscribe
Subscribe contacts to mailchimp mailing lists using the onCourse mailing list feature. NB The name of the integration must match the name of the mailing list exactly for this automation to work. You can set up multiple integrations, one for each mailing list. You only need to enable this one automation to run them all.

Mailchimp subscribe on enrolment
Subscribe all enrolling students to a mailchimp mailing list, where the integration name is 'Enrolment'. NB you must set up the integration before enabling this automation.

Mailchimp subscripbe on attribute changing
Whenever the email marketing permissions for a contact is updated to 'allowEmail', subscribe contact to mailchimp

Mailchimp unsubscribe
Unsubscribe contacts from mailchimp mailing lists using the onCourse mailing list unsubscribe feature

Alchemer send invite on enrolment
Send a survey invite (template

• survey invite) on enrolment in a course tagged with the tag defined in the Alchemer integration

Alchemer send invite on completion
Send a survey invite (template

• survey invite) on class completion in a course tagged with the tag defined in the Alchemer integration

SurveyMonkey send invite on enrolment
Send a survey invite (template

• survey invite) on enrolment in a course tagged with the tag defined in the SurveyMonkey integration

SurveyMonkey send invite on enrolment completion
Send a survey invite (template - survey invite) on class completion in a course tagged with the tag defined in the SurveyMonkey integration

Xero manual journal
Create a Xero set of journals for the total transactions for each account created on the previous day

Xero payroll
Pushes tutor pay data to Xero

MYOB manual journal
Create a MYOB set of journals for the total transactions for each account created on the previous day