How to Setup an Automated Enrolment Report

How to Setup an Automated Enrolment Report

Idea
Overview
This tutorial will guide users on how to automate an enrolment report in the SMS. With Automation, it's now possible to schedule reports to be sent at a specific time. Automation allows users to create a report once, which is then updated and automatically sent to specific users. In this tutorial, we will also demonstrate how to select your recipients and set the report frequency.

This new SMS feature enhances productivity and efficiency by automating repetitive tasks and ensuring that relevant people receive timely reports.

For example, with Automation, you can send monthly reports of enrolled students to trainers or weekly reports of all received applications, and much more.

Info
NOTE: This exclusive feature is only available for Performance and Compliance Plus Package subscribers. Unlock the full potential of your SMS with the Performance and Compliance Plus Package. To upgrade your plan and access this feature, please contact our Support team.

Warning
IMPORTANT:
  1. An enrolment report must be created before setting up an automated enrolment report. See the related tutorial: How to Generate an Enrolment Report in the SMS.
  2. Automated reports work best with a date range picker, as the report will be updated based on the selected range. Your enrolment report MUST include at least one date range to run. Runs every 30 minutes (user defines what time they want the report to be run)

  1. Any parameters set using the inline filters will NOT narrow down the data in your automated report.

Notes
Step Tutorial
1. From the Dashboard, go to Automation, then click the New button.

2. Fill in the necessary information:
Part 1 – Details
  1. Title – Enter a Title for your automated report.
  2. Active – Set the report to Active to make it available for use.
  3. Description – Enter a Description for your report.
  4. Action – Select the SMS feature you want to automate from the Action drop-down menu. For now, select Report.
  5. Report Type – Determine the Report Type. You can automate three report types: Enrolment, Unit, and Attendance. For now, select Enrolment.
  6. Saved Report – Select the actual report from the list of your Saved Report.
  7. Recipient Type – Identify the Recipient Type. For this report, there are three options: Org Unit, Company, and Individual Staff Member.
    1. Org Units are smaller groups within your organisation, such as administrators, trainers, and similar roles.
    2. Selecting Company will display additional related fields. Complete these fields as needed.
    3. An Individual Staff Member refers to each SMS user within your organisation. 
  8. Individual Staff Member/Org Unit – Based on the Recipient Type, select the actual users who will receive the automated report.
  9. By Default emails will be sent from: (emailaddress) – You can overwrite the username of the email that will appear as the sender of the automated report. This is optional.
Part 2 - Automation Email
  1. Subject – Enter the Subject of your email.
  2. Body – Compose your email in the message box.
Part 3 – Frequency
  1. Frequency – Set a Frequency for your report. This will define how often the report will be sent (monthly, weekly, or daily).
  2. Start On Date & Time (AEST) – Define your Start Date and Time. This will specify when the first report will run and will serve as the basis for subsequent reports.
  3. Every – Set the number for the Frequency of reporting, e.g., every 3 months, every 2 weeks, every 3 days, etc.
Info
NOTE: Reports - Every 30 minutes (user defines what time they want the report to be run)
Once completed, scroll to the top of the page and click the Save button.


3. A prompt about the successful creation of the automation will appear. Click OK to close it.



And that’s how to setup an automated enrolment report 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.