GoLearn - Direct Debit Instruction Confirmation Email Communication Job

Problem

Members who sign up for a GoLearn Direct Debit membership need to automatically receive a confirmation email regarding their Direct Debit Instruction, regardless of whether they enroll online or at the centre. This article explains how to set up and configure this automated email.

Resolution

1. Configure GoLearn Subscriptions

   • Assign all GoLearn Direct Debit subscriptions a Subscription Type Group ID labelled as GL to enable the automated email delivery.

2. Review and Edit the Email Template

   • Go to: Operator > Automation Portal > Email Templates.
   • Locate the email template with the type Saas_GoLearnDDConfirmation.
   • Review the content of the email template.
     • Ensure the Direct Debit Guarantee is accurate for your organisation.
     • Only update the advance notice period and Operator Trading Name if needed.
     • Do not alter the content of the Direct Debit Guarantee section.
     • Do not change the placeholders (e.g., [[FirstName]]) as these pull required information from the system.
   • To edit the Email subject or Email description:
     1. Click on the template.
     2. Click the settings icon in the top right corner to open the Email Settings panel.
     3. Edit the necessary fields and click Save.

3. Schedule the Communication Job

   • Create a new communication job:
     1. Add a Job Name.
     2. Select Go Learn DD Confirmation in the Job Types field.
     3. Select GO Learn DD Confirmation in the Email Content field.
     4. Set a Start date and End date.
     5. Select the days the job should run (recommendation: Every day).
     6. Set the timeframe to Multiple Times Daily and choose 5 Minutes in the Run every (minutes) field.
     7. Set the Job Status to Live and click Save.
        • To test, set the status to Test and enter your email address; the confirmation will send to your address instead of members.

Notes

• The communication job must be scheduled to run every 5 minutes. The system identifies members with a new and paid GoLearn subscription within the past 5 minutes.
• If the job runs on a shorter interval, members might receive duplicate emails. If it runs on a longer interval, some members may not receive a confirmation email.

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