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How to Create Custom Automations

Automatically assign training, documents, or learning journeys based on HR changes like new hires, promotions, or location moves to streamline compliance workflows.

Before You Start

What You'll Need

  • Administrative access to the dashboard
  • Clear understanding of the HR events that should trigger training
  • Knowledge of which courses, journeys, or documents to assign
  • Access to Settings > Automations

Quick Reference

  • Primary method: Create automations through Automations tab
  • Triggers: New hires, promotions, region/location changes
  • Conditions: Filter by department, location, role, etc.
  • Actions: Assign courses, learning journeys, or documents

Create a Custom Automation

Step 1: Access automations and create a new one

  1. Log in to the Dashboard.
  2. From the left navigation menu, click Settings > Automations.
  3. In the top-right corner, click Create automation.

Step 2: Select a trigger

NOTE: When adding learners manually or by file upload, a checkbox is checked by default to trigger applicable automations.

Choose the event that starts the automation:

Available triggers:

  • A new employee is added (via integration, manual add, or file upload)
  • An employee is promoted to supervisor
  • An employee moves to another region
  • An employee moves to another location

Step 3: Add conditions (optional)

Narrow which learners receive the automation by adding conditions. Learners must meet ALL specified conditions. The filters use a logical And. For example, if you select both a location and a department, learners must be in that location AND that department to trigger the automation.

Available conditions: Department, Location, Region, Job title, Role, Employment Type

Helpful Tip: Leave all condition fields blank if the automation should apply to all learners meeting the trigger.

In the example below, full time HR supervisors working at the New York branch will be assigned once they meet ALL of the conditions.

After making selections, click Next to proceed.

Step 4: Select assignments

Choose what to automatically assign when the trigger occurs:

  • Courses from the training library
  • Learning Journeys (structured learning paths)
  • Documents requiring signature/acknowledgment

In the below example, those who meet ALL of the conditions in step 3 are assigned Harassment Prevention for Supervisors in NY.

Practical Automation Examples

Example 1: New Hire Onboarding

In this example, a new employee in the Sales Department will be assigned the Sales Compliance Course, as well as the Company Handbook Document, and the New Hire Learning Journey.

  • Trigger: A new employee is added
  • Conditions: Department = "Sales"
  • Assignments: Sales Compliance Course, Company Handbook Document, New Hire Learning Journey

Example 2: Supervisor Promotion

In this example, when any employee is promoted to Supervisor, they are assigned Harassment Prevention for Supervisors, and the Leadership Training Course. 

  • Trigger: An employee is promoted to supervisor
  • Conditions: (none - applies to all promotions)
  • Assignments: Harassment Prevention for Supervisors, Leadership Training Course

Example 3: Geographic Compliance

In this example, if an employee moves to California, they are assigned CA-Specific Harassment Prevention, and CA Privacy Law Training.

  • Trigger: An employee moves to another region
  • Conditions: Region = "California"
  • Assignments: CA-Specific Harassment Prevention, CA Privacy Law Training

Helpful Tips

Start with broad conditions, and refine 

Using too many conditions may exclude learners who should receive training. Start with broader conditions and refine as needed.

Test first with small user groups if possible

Create automations and test with a small user group before applying to entire organization to ensure correct behavior.

Remember to trigger automations when manually adding users

When adding learners manually or by file upload, ensure the "trigger automations" checkbox is checked if you want the automation to apply.


Quick Questions

Can one trigger have multiple assignments?

Yes. You can assign multiple courses, journeys, and documents in a single automation.

What happens if a learner meets multiple automation conditions?

If a learner meets multiple conditions, they'll receive assignments from all applicable automations. 

How do integrations trigger automations?

HRIS integrations that sync employee data (promotions, location changes) automatically trigger relevant automations without manual intervention.

Llama Fact: Llamas instinctively know when to move with their herd—similar to how automations instinctively assign training when your team members move roles or locations!