How to Set Up & Manage Automation

Manually assigning courses every time a learner finishes one - or when a certificate is about to expire - can quickly become tedious and error-prone. That's where automation helps.

ProProfs Training Maker lets you define rules that automatically assign the next course, send reminders, or schedule certifications—without you having to step in each time.

This is especially useful when:

• You manage recurring compliance training (e.g., safety or harassment certifications).

• You want to streamline onboarding with role-based learning paths.

• You need to free up your admin team while still keeping learners on track.

Benefits of Automating Course Assignment

• Hands-off workflows: Automatically assign next modules or reminders once a learner finishes a milestone

• Better compliance tracking: Reduce lapses in renewals with pre-set triggers tied to expiry dates

• Flexible targeting: Apply automations to individuals or groups without needing separate rules

• Centralized control: Manage all automation rules from a single dashboard

This article covers the following:

1. Creating an automated action

2. Managing Automation

How to Create an Automated Action

1. Go to More > Automation on your ProProfs Training Maker dashboard.

2. Click Add Automation. A slider window will open.

3. In the Add Automation window,

• Add the automation name.

• Select the automation condition from the dropdown. 

• After selecting the condition, you can configure it. Choose the trigger for your action, define the condition, when it will happen, and what will be done.

For this article, based on the chosen automation preference, we will enter the number of hours, select the first course, and check the course(s) to assign after completing the first condition.

• In the last step, you can select the individual learners or groups to assign the first course.

Note: This step is optional.

Note: Even if you manually assign the first course selected in the automation condition from your classroom to a learner or group, the automation condition will automatically apply to them.

Click Save at the bottom to activate automation. 

Managing Automation

On your Automation page, you can change the status of your automation, i.e., activate or deactivate it. You can also modify or delete automation from the Automation dashboard. Click the respective buttons to take the preferred action.

Best Practices

• Use automation for critical workflows like pre-renewal compliance refreshers

• Avoid creating too many overlapping rules—keep them simple and trackable

• Use group-level automation to streamline recurring employee onboarding

FAQs

Can I set reminders using automation?
Not directly. For reminders, use the built-in notification options in course/classroom settings.

What if I change a course included in an existing automation?
Edits to the course won’t break the rule, but you should review the automation to ensure logic still applies.

Do learners get notified automatically when a course is assigned via automation?
Yes. If notifications are enabled in your account settings, they’ll receive an invite.

Can I clone automation rules for different departments?
Currently, there’s no clone feature. You'll need to create separate rules, but the process is quick.

And that's it! If you encounter any issues or have any questions, don't hesitate to reach out to our support team.