How to Use Trainer Matrix Email Automations

How to Use Trainer Matrix Email Automations

Idea
Overview
This guide explains how to configure Trainer Matrix email templates and automations to automatically send trainer compliance information. By using the updated automation process, Trainer Matrix records are automatically grouped by trainer and delivered in a single consolidated email, making reports easier to review while reducing duplicate notifications.

InfoNOTE: This is a paid add-on feature. For Performance and Compliance Plus Packages, this feature is included in your subscription. For those in the Entry Pack, please contact the Support team if you would like to have this feature added to your subscription. 
Notes
STEP TUTORIAL
How to Configure a Trainer Matrix Email Template
  1. Navigate to Administration > Templates
  2. Create a new email template or edit an existing one.
  3. Configure the template as required.


Email Type

Complete the following field:

  • Email Type – Select Trainer Matrix.
How to Add Trainer Matrix Email Dynamic Fields

Use the available dynamic fields to display Trainer Matrix information in the email.

The following dynamic fields are available:

  • Trainer – Displays the trainer's information.
  • Trainer Matrix List – Displays the related Trainer Matrix records in a structured table.

Note: Previous Trainer Matrix dynamic fields are no longer supported.

How to Configure a Trainer Matrix Automation
  1. Navigate to Administration > Automation
  2. Create a new automation or edit an existing one.


  3. Configure the required automation settings.

Category

Complete the following field:

  • Category – Select Trainer Matrix.
Recipient Behaviour

When Trainer Matrix Users is selected as the recipient:

  • The automation includes only the Trainer Matrix records applicable to that user.
  • The records are automatically grouped by trainer.

Email Delivery

When the automation runs:

  • The system sends one consolidated email to the intended recipient.
  • All Trainer Matrix records that meet the configured conditions and triggers are included in the same email.
  • The records are displayed using the configured Trainer Matrix email template.

This reduces duplicate emails and presents the information in a single, easy-to-review message.

 
Info
NOTE: Date-based automations are triggered once per day, at 10pm.
Automations are scheduled to send:
  1. Email - 10pm AEST / 12pm UTC
  2. SMS (Short Messaging) - 10pm AEST / 12pm UTC
  3. Task - 10pm AEST / 12pm UTC
  4. Reports - Every 30 minutes (user defines what time they want the report to be run)
  5. Has Minutes - Every 5 minutes
Automations that include minutes (already outlined on the help guide) will be triggered more frequently than once a day at 10pm as the notification might be time-sensitive e.g. 30mins before the event. Hence, the system will check every 5 mins to see if there are time-based automations to trigger.


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.

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