How to Activate Automation

How to Activate Automation

Idea
Overview
The Student Management System (SMS) includes a suite of pre-configured automations designed to streamline administrative tasks, boost operational efficiency, and ensure consistency across your organisation’s workflows. These automations handle routine actions such as sending payment reminders, training updates, and assigning tasks—with minimal manual intervention.

By activating and using these automations, your organisation can benefit in several key areas:
  1. Time Savings & Efficiency: Automations reduce manual admin work, freeing staff to focus on student support and allowing the system to scale as enrolments grow.
  2. Consistency & Accuracy: Ensures timely and accurate communication, minimising human error.
  3. Compliance & Record-Keeping: Supports regulatory requirements through automated reminders, tasks, and audit-ready communication trails.
  4. Better Internal Coordination: Keeps teams aligned with role-specific task assignments and reduces process bottlenecks.
In this tutorial, we’ll guide you through the steps to activate these automations and provide insights into the purpose and function of each one.

List of Pre-Configured Automations

Email Automations
Invoice
  1. Invoice Not Paid (1 Week Overdue) - Email sent to Student (Company-related) when an invoice is showing as unpaid 1 week after due date
  2. Invoice Not Paid (3 Days After Due) - Email sent to Student (Company-related) when an invoice is showing as unpaid 2 days after due date
  3. Invoice Due in 2 Days - Email sent to Company when an invoice is Due in 2 Days
  4. Invoice Not Paid (1 Week Overdue) - Email sent to student when an invoice is showing as unpaid 1 Week Overdue
  5. Invoice Due Today - Email sent to Student on Invoice Due Date.
  6. Invoice Due Today - Email sent to Student (Company related) on Invoice Due Date.
  7. Invoice Due in 2 Days - Email sent to student when an invoice is Due in 2 Days
  8. Invoice Not Paid (3 days after due date) - Email sent to student when an invoice is showing as unpaid 3 days after due date
Enrolment
  1. Enrolment Cancelled - Sends Third Party Training Provider and RTOs an email if their student's enrolment is cancelled
  2. Successful Enrolment - Sends Third Party Training Provider and RTOs an email if their students are successfully enrolled
  3. Successful Enrolment - Sends Employer an email if their students are successfully enrolled
  4. Successful Enrolment - Sends Agent an email if their students are successfully enrolled
  5. Enrolment Cancelled - Sends Employer an email if their student's enrolment is cancelled
  6. Enrolment Cancelled - Sends Agent an email if their student's enrolment is cancelled
  7. Enrolment Cancelled - Sends Student an email if their enrolment is withdrawn
  8. Enrolment Withdrawn - Sends Student an email if their enrolment is withdrawn
Event
  1. Recurring Event Start Date Reminder (7 days before) - Sends Company contact an email reminder about the first event in a reoccurring event schedule 1 day before first event start
  2. Recurring Event Start Date Reminder (1 day before) - Sends Company contact an email reminder about the first event in a reoccurring event schedule 1 day before first event start
  3. Group First Event Reminder (1 day before) - Sends Company contact an email reminder about the first event for a group schedule - 1 day before first event start
  4. Recurring Event Start Date Reminder (7 days before) - Sends Trainer an email reminder about the first event in a reoccurring event scheduled 7 days before first event start
  5. Group First Event Reminder (7 days before) - Sends Trainer an email reminder about the first event for a group schedule 7 days before first event start
  6. Recurring Event Start Date Reminder (1 day before) - Sends Trainer an email reminder about the first event in a reoccurring event scheduled 1 day before first event start
  7. Group First Event Reminder (1 day before) - Sends Trainer an email reminder about the first event for a group schedule 1 day before first event start
  8. Recurring Event Starting in 7 Days Reminder (7 days before) - Sends Student an email reminder about the first event in a recurring event schedule 7 days before first event start
  9. Group First Event Reminder (1 day before) - Sends Student an email reminder about the first event for a group scheduled 1 day before first event start date
  10. Recurring Event Starting in One Day Reminder (1 day before) - Sends Student an email reminder about the first event in a recurring event schedule 1 day before first event start
  11. Company (Employer)- Group First Event Reminder - Sends Company contact an email reminder about the first event for a group schedule - 1 week before first event start
  12. Group First Event Reminder (7 days before) - Sends Student an email reminder about the first event for a group scheduled 7 days before first event start
Unit
  1. Unit End Date Expired - 0 day after end date - Sends Employer a "unit ended notification" on proposed end date IF one of their students has a unit where actual end date is blank
  2. Unit End Date Expired - 0 day after end date - Sends admissions team a "unit ended notification" on proposed end date IF one of their students has a unit where actual end date is blank
  3. Unit End Date Expired - 0 day after end date - Sends trainer a unit end reminder on proposed end date IF one of their students has a unit where actual end date is blank
  4. Unit End Reminder - On the End Date - Sends student a unit end reminder email on the day of unit's proposed end date IF unit actual end date is blank.
  5. Unit End Reminder - 1 day before end date - Sends student a unit end reminder email 1 day before the unit's proposed end date IF unit actual end date is blank
  6. Seven Days Before End Date - Sends student a unit end reminder 7 days before proposed end date IF unit actual end date is blank
Complaints
  1. Complaint Not Investigated - Creates a task for compliance staff to advise them that a Complaint has Not been investigated by X days after receipt of Complaint
  2. Complaint Received Notification - Sends an email to compliance staff to advise them that a Complaint is Received
  3. Complaint Not Closed - Creates an email for compliance staff to advise them that a Complaint has Not been Closed by 14 days after receipt of Complaint
  4. Complaint Received Confirmation - Sends an email to the complainant to confirm that the Complaint is Received
Appeals
  1. Appeal Closure Overdue - Appeal Closure Overdue
  2. Appeal Received Confirmation - Sends an email to let the Appellant know that their Appeal is received.
  3. Appeal Not Investigated/Overdue - Creates a task for compliance staff to advise them that an Appeal has not been investigated by X days after receipt of appeal.
  4. Appeal Received - Sends an email to compliance staff to advise them that an Appeal is Received
Industry Engagement
  1. Compliance - Industry Engagement Expired - on expiry date - Sends an email to compliance staff to advise them that industry engagement has expired
  2. Compliance - Industry Engagement Expiring in 6 weeks - Sends an email to compliance staff to advise them that industry engagement is expiring in 6 weeks
  3. Compliance - Industry Engagement Expiring in 2 weeks - Sends an email to Compliance Manager (Org Unit) to advise them that industry engagement is expiring in 2 weeks
Trainer Matrix
  1. Compliance - Evidence Approval Required - Create an email to review trainer's uploaded evidence
  2. Compliance - Evidence Expired - on expiry date - Sends an email to trainer to notify them their evidence has expired.
  3. Compliance - Evidence Expiring in 6 weeks - Sends an email to Compliance Staff and notify them that Trainer needs to update their evidence expiring in 6 weeks.
  4. Trainer - Evidence Expired - on expiry date - Sends an email to trainer to Notify them their evidence has expired 
  5. Trainer – Evidence Expiring in 6 Weeks - Sends an email to trainer to update their evidence expiring 6 weeks before expiry
  6. Compliance - Trainer Evidence Expiring in 2 weeks - Sends an email to the compliance manager to remind the trainer to update their evidence expiring 2 weeks before expiry
  7. Trainer - Evidence Expiring in 2 weeks - Sends an email to trainer to update their evidence expiring 2 weeks before expiry.
Continuous Improvement
  1. Continuous Improvement Feedback Received Notification - Sends an email to CI Manager to advise them that continuous improvement feedback is received
  2. User - Feedback Received Confirmation - Sends an email to a user who submitted CI feedback to advise them that their feedback is received
LLND-related
  1. Digital Skills Submitted - Sends Student an email confirmation that their Digital Skills is submitted.
  2. LLN Completion Reminder (3 Days After Application Received) - Sends Student an email reminder that their LLN requires completion 3 days after enrolment
  3. LLN Assistance Required - Sends Student an email confirmation that their LLN is not successful and lets them know the next steps
  4. LLN Submitted - Sends Student an email confirmation that their LLN is submitted.
  5. LLN Successfully Complete - Sends Student an email confirmation that their LLN is complete and not have access to their course materials.
Task Automations
Enrolment
  1. Skilled Capital (ACT) - Enrolment Application Received - Task Admissions team to process a new Skilled Capital (ACT) application.
  2. User Choice (NT) - Enrolment Application Received - Task Admissions team to process a new domestic application.
  3. Skills Tasmania (TAS) - Enrolment Application Received - Task Admissions team to process a new domestic application.
  4. Jobs & Skills (WA) - Enrolment Application Received - Task Admissions team to process a new domestic application.
  5. Workready (SA) - Enrolment Application Received - Task Admissions team to process a new domestic application.
  6. Cert 3 Guarantee (QLD) - Enrolment Application Received - Task Admissions team to process a new domestic application.
  7. Issue Certificate/SOA - Enrolment complete - Task Checklist to do issuance issuance checks and issue Cert or SOA.
  8. Digital Skills Assistance Required - Creates a task for LLND Support Staff when a student does not meet the minimum Digital Skills entry requirements for a course.
  9. End Date Passed But Not Complete - Task Admissions team to contact learner to organise an extension or finalise enrolment
  10. Skills First (VIC) - Enrolment Application Received - Task Admissions team to process a new Skills First (VIC) application
  11. Smart and Skilled (NSW) - Enrolment Application Received - Task Admissions team to process a new Smart and Skilled (NSW) application
Appeals
  1. Compliance - Appeal Not Investigated - Creates a task for compliance staff to advise them that an Appeal has not been investigated by 7 days after receipt of Appeal.
Industry Engagement
  1. Compliance - Industry Engagement Expired - on expiry date - Creates a task for compliance staff to advise them that industry engagement is expiring in 6 weeks
  2. Compliance - Industry Engagement Expiring in 2 weeks - Creates a task for compliance staff to advise them that industry engagement is expiring in 2 weeks.
  3. Compliance - Industry Engagement Expiring in 6 weeks - Creates a task for compliance staff to advise them that industry engagement is expiring in 6 weeks.
Continuous Improvement
  1. Compliance - *Continuous Improvement Overdue - Creates a task for compliance staff to advise them that Continuous Improvement Feedback has not been completed by expected completion date
Info
NOTE: 
1. Date Trigger should be ""Continuous Improvement - Expected Completion Date""
2. Date Completed is blank AND Status is NOT Closed (Not Approved), On Hold
  1. Compliance - Continuous Improvement Not Yet Reviewed - Creates a task for compliance staff to advise them that Continuous Improvement Feedback has not been reviewed
  2. Operations - Continuous Improvement Feedback Received - Creates a task for operations staff to advise them that Continuous Improvement Feedback is Received.
Info
NOTE: 
1. Date Trigger should be "Continuous Improvement - Date Created"
2. Condition should be Status = New

Complaints
  1. Compliance - Complaint Outcome Overdue - Creates a task for compliance staff to advise them that a Complaint has Not been Closed by X days after receipt of Complaint
  2. Compliance - Complaint Not Investigated - Creates a task for compliance staff to advise them that a Complaint has Not been investigated by X days after receipt of Complaint
  3. Compliance - Complaint Received - Creates a task for compliance staff to advise them that a Complaint is Received
LLN-related
  1. LLN Assistance Required - Creates a task for LLN Support Staff when a student does not meet the minimum LLN entry requirements for a course
Others
  1. CRICOS Enrolment Application Received - Task Admissions team to process a new CRICOS application
  2. Compliance - Evidence Approval Required - Create a task to review trainers uploaded evidence
  3. Compliance - Evidence Expired - on expiry date - Creates a task for trainer to notify them their evidence has expired 
  4. Compliance - Trainer Evidence Expiring in 2 weeks - Creates a task for trainer to update their evidence expiring 2 weeks before expiry
  5. Compliance - Evidence Expiring in 6 weeks - Creates a task for Compliance Staff. Notify them Trainer to update their evidence expiring 6 weeks before expiry
  6. Trainer - Evidence Expired - on expiry date - Creates a task for trainer to Notify them their evidence has expired.
  7. Trainer - Evidence Expiring in 2 weeks - Creates a task for trainer to update their evidence expiring 2 weeks before expiry
  8. Trainer - Evidence Expiring in 6 weeks - Creates a task for trainer to update their evidence expiring 6 weeks before expiry

Activating Automations

Notes
Step Tutorial
1. From the sidebar menu, go to Automation. Click the toggle button to Show Inactive automations.

2. To activate a specific automation, click the kebab icon next to it, then select Edit.

3. Locate the Active field and toggle the button ON. Once done, click the Save icon.


And that’s how to activate preloaded automations in the SMS!


Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.


FAQs
Can I customise the pre-configured automations?
While the automations come pre-configured for common workflows, they can be edited to suit your organisation’s needs. You can adjust the trigger conditions, email content, task details, and role assignments to better fit your internal processes.
What’s the difference between email and task automations?
Email automations send automatic email notifications.
Task automations create actionable task items assigned to staff.

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