You can create an automation for specific ranks so that when students earn a certain rank, it triggers the action steps you have set up, such as sending them an email or adding a university course tag to their profile.
Immediate actions happen as soon as the rank is earned, which is great for quick follow-up. Delayed actions happen based on the schedule you set after the rank is earned, which works better for more planned workflows.
To create a rank-based automation:
Go to the left-side menu > More Features > Automations.
Click Add New Automation.
In the trigger settings, select When Student Earns a Rank.
Choose the specific rank you want to use as the trigger.
Select the contact type you want the automation to apply to, such as active students or trial students.
If needed, use include or exclude tags to further filter who the automation applies to.
Click Save once the trigger is set.
Add the action steps you want the automation to perform, such as sending emails, SMS texts, or adding tags.
Set the timing for each action step, such as 0 days for immediately after the rank is earned or X days after.
Automation triggers can be configured to support different workflow needs. In this case, earning a rank serves as the trigger, and the actions can be set to happen either immediately or after a delay.
By adding an exclude tag, anyone with that tag will not receive the automation. By adding an include tag, the automation will only trigger for students who earn that rank and also have that tag.
Immediate actions follow the exact date the student earns the rank, such as sending an email that same day. Delayed actions may rely on the promotion date from Mass Rank updates rather than manual updates, so it is important to understand how your scheduling is set up.
NOTE: You will need to create a separate automation for each rank, since there is currently no way to add multiple ranks to one automation.
Troubleshooting example: If an automation does not trigger as expected, check that the configured rank matches the rank the student actually earned. For example, if the student earned 6th Rank but the automation is set to trigger for 5th Rank, the automation will not run.
Best practices for automation:
Double-check rank triggers to avoid conflicts.
Test different scenarios to confirm trigger timing works as expected.
Review and update workflows regularly to keep them aligned with any new changes or requirements.