Follow the below guide to set up a communication job to send a Direct Debit Instruction confirmation email to members that sign up for a Direct Debit membership for GoLearn.
Members have two options for booking GoLearn courses and paying via Direct Debit: they can do so either online or in-person at the centre. Once configured, the Direct Debit Instruction email described in this guide will be automatically sent to members who enroll in a GoLearn Direct Debit membership, regardless of whether their registration takes place online or at the centre.
Configuration of GoLearn subscriptions
To guarantee the successful delivery of the GoLearn Direct Debit Instruction email, it is crucial to assign all GoLearn Direct Debit subscriptions a Subscription Type Group ID that is labeled as 'GL'.
Email Template
To view and/or edit the confirmation email that will send to GoLearn Direct Debit members on sign up, go to Operator - Automation Portal - Email Templates. The email template 'Type' will read 'Saas_GoLearnDDConfirmation'.
Ensure you are happy with the content of the email.
IMPORTANT: Please pay close attention to the Direct Debit Guarantee, to make sure it is accurate for your organisation. Whilst the Direct Debit Guarantee itself should not be altered in terms of content, the advance notice period and the Operator Trading Name sections may need to be adjusted to suit your organisation.
If you are editing the rest of the email content, please avoid making changes to the placeholders that pull information directly from the system (e.g. [[FirstName]]).
Caution: When editing the template, ensure you review the 'Email subject' and 'Email description':
- 'Email subject' - the subject line your members will see when they receive the email
- 'Email description' - the name of the template that is visible in the 'Email Templates' list
To edit the 'Email subject' and/or 'Email description' click on the template and click the settings icon on the top right corner, which will open the Email Settings panel. Edit the relevant fields and Save.
Schedule Communication Job
In order for the email template to be sent, you must schedule a communication job.-
- Create a new job, adding a 'Job Name'
- Select 'Go Learn DD Confirmation' in the 'Job Types' field
- Select 'GO Learn DD Confirmation' in the 'Email Content' field
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- Set a 'Start date' and 'End date'
- Select days the job should run - we recommend this is set as 'Every day'
- Make sure the timeframe is set to 'Multiple Times Daily' and choose '5 Minutes' in the 'Run every (minutes)' field
- Set the 'Job Status' as 'Live' and 'Save' (if you wish to test the job, you can change the status to 'Test' and set your email address. This will mean the email will send to your email address instead of the member)
IMPORTANT: the communication job must be scheduled to run every 5 minutes. The query for the job identifies members that have had a GoLearn type of membership/subscription created (and paid) in the last 5 minutes. Therefore, if the communication job is set to a shorter timeframe it will send the email multiple times to the same member. Iff set to a longer timeframe, then some members may not receive the email at all.
