Are you familiar with the logic behind automations (When → And → Then)? Here are 3 practical, step-by-step recipes for the needs people most often share with us. 🚀 To discover the module, first check out Emails, Signatures, Webhooks: Mastering Automations.
Before you begin: The " Automations " menu depends on your plan. During the trial period, the number of executions is limited. If you don't see this menu, please contact us via chat.
📜 Recipe 1: Send the internal regulations to each new learner
Prerequisite: your internal regulations must be a document template with signature in which the learner is a signatory (e.g., "Read and approved").
Go to the Automations menu and click New Automation.
In the "When" block, open "Select a trigger" and choose "A learner is created" (Learner family).
(Optional) Click "Add a condition" to target specific learners, such as using "Learner group".
Click "Add an action", then select "Send a document for signature".
Under "Document Template", select your internal regulations. Only templates where the learner is a signatory are offered.
Under "Signatory (Learner)", select "The learner from the trigger". If the template includes other signatories (such as an external or third-party), fill them in as well.
Enter a name in the "Automation Name" field, then click "Submit". ✅
Good to know:
Sending settings (reminder, SMS, expiration…) are not yet customizable in this action.
A template with multiple signers of the same type is not compatible.
Automation applies only to learners created after it has been enabled.
Do your internal regulations not require a signature? Add it to your course materials (see the article) or use "Generate Documents" from the list of learners (see the article).
📊 Recipe 2: Automatically send absence records
Ideal for keeping apprenticeship supervisors, trainees, or an external contact informed at a pace that suits you.
In "Automations", click "New Automation".
Under "When", select "On a recurring date" (in the "Scheduling" family).
In the "Recurrence" section, set the "Frequency" (Daily, Weekly, Every 2 Weeks, or Monthly). Next, set the "Day of the week" or the "Day of the month", and then the "Time". The "Next Occurrence" is displayed to verify your setting.
Click "Add an action", then select "Submit the absence record".
Under "Affected Learners", select either "All Learners" or "Groups".
Under "Time Period", choose the period covered by the record: "The last 12 hours", "The last 24 hours", "The last 7 days", "The last 15 days", or "The last 30 days". Tip: Choose a time frame that matches the frequency (e.g., Weekly + The Last 7 Days).
Under "Recipients", check "Apprenticeship Supervisors" and/or "Apprentices". You can also check the "Copy to an external contact" box and then select the contact.
Name the automation, then click "Validate". ✅
Good to know:
The apprenticeship supervisor must be informed about the learner's profile.
You can customize the content of the report in your settings, under the " Absence Report " section (click the " Edit information in your settings " link in the action).
A record is sent only if the learner has absences or pending worksheets for that period. To send it to everyone, enable "Send the absence record even when the learner is present" in those same settings.
For standard sending to the apprenticeship supervisor via the settings, see Send Absence Records to the Apprenticeship Supervisor.
🧑🏫 Recipe 3: Send Documents to Participants
Prerequisite: a document template with a signature in which the participant is a signatory (e.g., charter, service agreement).
In "Automations", click "New Automation".
Under "When", select "A participant is created" (Participant family).
Click "Add an action", then select "Send a document for signature".
Under "Document Template", select your template.
Under "Signatory (Participant)", choose "The participant from the trigger". Add the other signatories to the form as needed.
Name the automation, then click "Validate". ✅
Note: This action only sends documents for signing. Participants already on your account will not receive the document; only participants created after activation will receive it.
🔎 Track Your Deliveries
In " Automations," the " Activities " tab lists each run along with its status (Completed, Failed, In Progress). Click " View Logs " to troubleshoot a potential issue.
For further information, visit our help center.
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