How to Set Up User Automations

User Automations let you automate common tasks in your LearnWorlds school — from enrolling users in products to sending targeted emails to managing user groups — without manual work. Automations run based on user activity (Triggers), optional filters (Conditions), and selected Actions.

What are Automations?

User Automations allow you to automate processes and events related to users and streamline your business by using the logic of specific Triggers (When), Actions (Then), and Conditions (only if) that these events occur. By utilizing this powerful tool, you can scale and customize your online school for your needs by eliminating the administrative effort with a wide variety of automation options. 

User Automations enables you to build workflows triggered after a user performs specific or multiple actions within your school. These workflows use the “when, then, if” logic, where triggers activate actions under specific conditions. Automations help you streamline basic and advanced tasks that you’d otherwise complete manually, saving time and improving the user journey within your school.

How do Automations Work?

Automations work with the logic of using Triggers - Actions - Conditions. You can create automations by choosing a Trigger (When) that a specific Action or Actions will occur (Then) if a certain Condition or Conditions apply (Only If) which enables you to filter your Automations even further.

Automations are triggered by events that happen after the automation is created and activated. They do not process users who already meet the condition at the moment you create the automation.

For example:

• If you create an "Inactivity for 2 days" automation, users who were already inactive for more than 2 days when the automation is created will not be affected. The automation will only be triggered for users who become inactive for 2 days after it is set up.

• Similarly, if you set an automation like "When user gets tag X, enroll them in a course," it will only apply to users who receive tag X after the automation is activated. If a user already had tag X before, the automation will not trigger unless the tag is removed and added again.

This behavior applies to all automation triggers and ensures actions only happen for new qualifying events — not for pre-existing conditions.

Benefits and User Automations Use Cases

Automations is a powerful tool that enables you to minimize administrative effort and operating costs and allows you to be more productive, consistent, and improved regarding user and school operations. This feature can be used numerous times and helps you automate various user actions. More specifically: 

• You can utilize user tags to perform specific actions like enrolling in a series of courses, creating email sequences, and many more.
• You can send email notifications when a specific trigger and condition is met.
• Customize user progress on specific occasions and user status.

Create an Automation

1. Navigate to Users → Automations.

2. Click create new from scratch or choose one of the available templates.

3. To create an automated flow, you will need to: 

• Add the Automation name.
• Configure the Automation by adding:

→ Trigger (When)

→ Action (Then)

→ Condition (Only If) (optional)

• Specify whether the rule should be active to not.
• Select whether the automation will be executed when all conditions are met or when at least one condition is met.
• Choose if you wish for the automation to Run synchronously. This means that you can select whether the automation will be executed the moment the event occurs. We recommend asynchronous execution for a faster user journey, unless the automation must run in real-time, before the user proceeds to the next step.

4. Click on Create.

Actions - Triggers - Conditions

You can create automation by choosing a Trigger (When) that a specific Action or Actions will occur (Then) if a specific Condition or Conditions are met (Only If). Conditions will allow you to add the "Only If" condition to your automation. 

For example, you can set up the automation where once a User Signs up (When), add a tag (Then) only if this user is registered after a specific date (Only If).

In short, you can create your automations using three main components:

• Trigger (When): The event that activates the automation (example: user signs in, user gets tag X).
• Condition (Only if): Optional filter that must be true at the moment of the trigger for the action to run.
• Action (Then): What happens when the automation runs.

Conditions are optional. You can add as many actions and conditions as you wish.

Synchronous automation

With the Synchronous automation option, you can choose whether the automation will be executed when the event occurs. Use synchronous execution only when the automation needs to affect what the user sees or experiences right away, during their current visit.

Use synchronous execution only when the automation needs to affect what the user sees or experiences right away, during their current visit.

For instance, consider an automation that adds tags to users based on their responses on the signup form. Based on that tag, you send them to a different page after login. In this scenario, you need to run the automation synchronously. This ensures that when the user chooses their option, they receive the tag and are directed to the correct after-login page. If you don't run it synchronously, there will be a delay before the tag is added, and the user won't see the correct page on the first try.

However, if your scenario involves enrolling a user in a course based on their signup option, you don't have to run it synchronously. The automation will be completed once the user visits the page after login. Asynchronous automations only take a few extra seconds to complete.

Here are all of the available Triggers that can be used to specify when this automation will occur:

Below you can find all the available Actions that specify, after the automation triggers what event will occur:

Here is the list of the Conditions that will need to be met, where only if these conditions occur will the automation take place.

Treat as a regular expression

When creating an automation, you can include conditions (by enabling the "only if" option) to make the automation more specific. If you choose the "only if user email is" option, you will see an additional option, Treat as regular expression. By enabling this setting, you can use regular expressions to specify the conditions further.

For example, if you want to include all users that have email addresses like kate@gmail.com, kathreine@gmail.com, or katerina@gmail.com, you can activate that setting and add that regex ^(kate|kathreine|katerina)@gmail\.com$

This regular expression will match email addresses that start with "kate", "kathreine", or "katerina", followed by "@gmail.com"

Automations Page

On the automation page, you can see: 

• A search bar to search for your created automations.
• A list of your available automations.
• No. of times the automation was executed.
• The date that the automation was last edited.
• The status of the automation (Active-Inactive).
• The actions of the Automation:

→ Preview

→ Edit

→ Duplicate

→ Delete

Check the number of times the Automation has been applied

By clicking on the No of times executed, you can see the number of times that this event was applied and a list of all of the automation events.

Preview an Automation

Click on specific automation to see the Triggers - Actions - Conditions and edit the workflow.

List of Available Variables

When setting up your automations, you have the option to send personalized emails to your users. During the editing process, you’ll find a variety of variables that can be used to tailor the messages to each recipient. Below is a list of the available variables for personalization.

• Username
• User email
• School name
• School URL
• Support email
• Account link
• Company name
• Contact email
• Current year
• Inbox link
• Mail signature
• School address
• Sales email
• School logo
• School description
• School currency
• Custom sign-up fields