Automations: enrolling employees in another Dado experience, or re-starting their current experience

This automation type enables you to

  • automatically enroll someone going through one experience into another experience
  • end someone's current experience and re-enroll them to start again from the beginning

There's a different automation that can unenroll someone from an experience.


Contents

Pre-requisites for using 'Enroll in Experience' automation

If you're using this automation to enroll someone into a different experience, that experience must be active – i.e. you must have launched it.


Different ways to use the 'Enroll in experience' automation

Enrolling Participants in other experiences

The primary use-case of the Enroll in experience automation is to enroll a participant who's already going through one experience, into another experience. This could be useful in the following situations:

  • Enable your people managers to opt their new hires into an accelerated or 'light' enrollment – for instance, if they are very senior, re-hires, or joining at very late notice. Send managers a task in which they can select this accelerated/light option. If they do, the Enroll in experience automation automatically enrolls them in this alternative onboarding experience.
  • Ask your new hires if they're familiar with your core toolset, via an Select Option subtask. If they say they are not, the Enroll in experience automation automatically enrolls them into a self-directed training experience.
  • If new joiners must complete essential compliance tasks before they can be cleared to start work, create a separate experience for this compliance preboarding. Task a compliance team member to confirm when all these prerequisites are complete and, as soon as they have confirmed this, the Enroll in experience automation automatically enrolls the new joiner into your onboarding program.

The Enroll in experience automation is used in one experience to trigger enrollment into another experience.

It does not replace the normal auto-enrollment rules you can set in any experience, to determine who will get automatically enrolled into that experience. Learn more about auto-enrollment rules in this help article.

Re-enrolling Participants in the same experience

This automation can also archive the Participant's current experience and re-enroll them so they start the experience again. This could be useful in the following situations:

  • Any experience that should recur in a loop, for instance:
    • An experience which asks contractors to upload weekly timesheets. At the end of the experience, contractors are re-enrolled so they'll be asked to upload next week's timesheets on the appropriate day
    • Annual or quarterly policy reminders, such as reminding employees to book time off
  • Any experience, where it might be necessary to cancel the current run-through and restart

How to use the Enroll Automation

Step 1. Add a new automation to your timeline

In the Edit mode of your experience, click on a blank spot on the timeline, and select 'Automation' from the menu that appears.


Step 2. Select the appropriate point in your experience to position the automation

Start by considering when the auto-enrollment should happen. You can set this in the Trigger Date section of the left hand column of the automation window.

  • If the automation should happen at a fixed point in the experience (eg at the very end, on or the last day at work), select Fixed date and specify which day in the experience timeline.
  • If the automation should be triggered by something else happening, select When, and then select from the relevant option:
    • another task is completed: if the enrollment should happen immediately after another task completes. Remember you can use Target Audiences so that the automation triggers only for some people, not all (see step 3 below)
    • a data field changes, or the experience milestone date changes: if the enrollment should happen only after a certain piece of information is changed. For instance, if the "Confirmed start date" field is set, you want to trigger enrollment into your Onboarding
    • the following conditions are met: this enables you to trigger enrollments when particular data fields have particular values in them. For instance, you can trigger the enrollment when the "Cleared to start" field contains "Yes".

Step 3. Decide whether the automation should trigger for all participants, or only some


Do you want every single participant to be automatically enrolled in another experience, or just some of them?

If your answer is "only some of them", set up a target audience for your automation.

Scenario Which participants should be automatically enrolled How to set this up
People Managers are empowered to opt new joiners into an accelerated or 'light' enrollment – for instance, if they are very senior, re-hires, or joining at very late notice. Only the new joiners whose managers explicitly opt them in
  • Add a task for managers with a Select Option subtask, so managers choose between Normal and Fasttracked onboardings
  • Set up Data Destination for this subtask, so the manager's answer is stored in a Dado field. (Learn how)
  • Create your automation and set it to be triggered by the completion of the manager task (see Section 2 above)
  • Add a target audience to your audience, so it only triggers for new hires with 'Fast-tracked' in the new Dado field

Step 4. Configure the settings for the enrollment

Drag the Enroll in experience action from the right hand column to the main section of your automation.

Select which experience

Then, in the right hand column, select the experience you want to enroll your participants in. Please note: this automation can only enroll participants in another experience.

If you want to re-enroll the participant in the same experience, select the name of the experience you're currently editing in this dropdown.

When the automation triggers, the participant's current experience is archived, meaning all open tasks and upcoming messages/automations are skipped, and then they're enrolled into a fresh experience.

Map supporting actors

If the experience you want to enroll people in has any supporting actors, you will also have the option to match the supporting actors in this experience with the supporting actors in the target experience. This can be helpful in situations like this:

  • Your new hires are enrolled in a compliance focused preboarding. As part of this preboarding, they are assigned an Onboarding Buddy by their manager
  • As soon as the new hire has completed all their preboarding tasks, an Enroll in experience automation enrolls them into the Onboarding experience.
  • Their Onboarding Buddy has messages/tasks in Onboarding experience as well, so the Enroll in experience automation matches the Buddy role in the Preboarding experience to the Buddy role in the Onboarding experience. This ensures the same person is automatically assigned as the new hire's buddy in their Onboarding experience – without the manager needing to nominate the buddy a second time.

Troubleshooting this automation

I see errors saying Participants can't be enrolled because they don't match the target experience's enrollment criteria

The Enroll in experience automation cannot overrule the enrollment criteria set in the target experience. For instance, if your target experience has the enrollment criteria stating that only full-time employees can be enrolled, and your Enroll in experience automation tries to enroll a contractor, this attempt will fail.

When this happens, consider whether you need to either

  • change the enrollment criteria in the target experience – for instance, maybe there are some exceptions to the "only full-time employees" rule
  • add a target audience to the automation, so it triggers only for participants who match the enrollment criteria of the target experience – eg it only triggers for full-time employees.,

Still need help? Contact Us Contact Us