Request training

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this workflow: This paragraph contains instructions on how to personalize the workflow for you and your company. If you intend to run the workflow, these changes can not be ignored.

Next you'll notice that there are four faded out fields in this form. These are called 'hidden fields'. These fields capture information without displaying them to the user and make their information available to other tasks in the workflow.

A client clicks on a link on your website, which directs them to this form. The workflow starts when a new client enters their email address and saves this form.

After the client saves this form, the 'Personal details of person to be trained' form is immediately displayed.

Personal details of person to be trained

The process of registering for a training event is divided into four forms. This is so that the client only has to deal with a limited amount of questions at a time, making it feel easier to fill in the forms, and resulting in more registrations being completed.

The client fills in the personal details of the person to be trained, and saves the form.

After the client saves this form, the 'Person responsible for payment' form is immediately displayed.

Person responsible for payment

The client fills in the details of the person responsible for payment, and saves the form.

After the client saves this form, the 'How did you hear?' form is immediately displayed.

How did you hear?

The client indicates that they've read and agree to the Terms and Conditions, and saves the form.

Thank you for registering

The client receives an email thanking them for registering for the event.

Notify accounts 1

The accounts department receives an email which includes all of the information required to do an invoice (and/or quote). Kotive creates the content of this email by pulling in the client's details from the previous forms.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from earlier forms. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the accounts department, it won't look like it does now, it will all be normal text, because the workflow will look at the previous forms and put the information from those forms into this email.

Invoice verification

This form task has one condition:

Activate this task when...
'Role' IS 'Accounts'

Only the accounts department can view and complete this form.
The accounts department reviews the details for invoicing the client.

After quoting and/or invoicing the client, they indicate whether an invoice has been sent or the attendance has been canceled (if the quote is rejected).

If the invoice is sent, then the next two tasks are skipped and the workflow continues with the 'Attendee confirmation' email task. If the attendance has been canceled, then the 'Reason for cancellation' form task is activated.

Reason for cancellation

This form contains three conditions:

Activate this task when...
'Invoiced?' IS 'No, this registration for attendance has been canceled'
OR
'How would you like to continue?' IS 'Cancel the training'
OR
'Payment received?' IS 'No'

This form task is only activated IF the accounts department indicated that the attendance was canceled in the previous form, OR IF the training is canceled in the 'Training completed check' form (which occurs later in the workflow) OR IF the payment isn't received in the 'Payment received check' form (which occurs later in the workflow).
The optional fields in this form are filled in if they're applicable, and then it's confirmed that the registration has been canceled.

Notify client of cancellation

This email has one condition:

Activate this task when...
'Cancellation confirmed' IS 'Yes'

This email is sent as soon as the accounts department confirms the cancellation in the previous form task.
The client receives an email confirming that their registration has been canceled.

Attendee confirmation

This email task has the condition:

Activate this task when...
'Invoiced?' IS 'Yes'

This email is only sent if the accounts department indicates that they've sent an invoice to the client in the 'Invoice verification' form.
The client receives an email confirming their registration for the event.

Payment reminder

This email task has the same condition as the previous email, and is sent at the same time:

Activate this task when...
'Invoiced?' IS 'Yes'

This email is only sent if the accounts department indicates that they've sent an invoice to the client in the 'Invoice verification' form.
The client (specifically, the person responsible for payment) receives an email reminding them to make payment before the event takes place.

Notify accounts 2

This email task has the same condition as the previous two emails, and is sent at the same time:

Activate this task when...
'Invoiced?' IS 'Yes'

This email is only sent if the accounts department indicates that they've sent an invoice to the client in the 'Invoice verification' form.
The accounts department receives an email asking them to move onto the next task as soon as the payment has been received.

Payment received check

This form has three conditions:

Activate this task when...
'Invoiced?' IS 'Yes'
AND
'Role' IS 'Accounts'
AND
'How would you like to continue?' IS NOT 'Cancel the training'

Only the accounts department can view and complete this form, IF they indicated that they'd invoiced the client in the 'Invoice verification' form, AND IF the training was not canceled in the 'Training completed check' form task, which is active at the same time as this form task.
The accounts department indicates if the payment has been received or not. (If the client pays in installments, they can keep track of this in the 'Comment' field, by saving the form WITHOUT ticking 'Yes' until all of the payments have been made.)

If they indicate that 'No', the payment has not been received (as it's been canceled or written off), then the 'Reason for cancellation' form will be activated, followed by the 'Notify client of cancellation' email.

Payment confirmation

This email has one condition:

Activate this task when...
'Payment received?' IS 'Yes'

This email will only be sent if the accounts department indicates that the payment was received in the previous form.
The client (specifically, the person responsible for payment) receives an email confirming the receipt of payment.

Training completed check

This form task is activated at the same time as the 'Payment received check' form task, so either one can be completed first. This form has three conditions:

Activate this task when...
'Invoiced?' IS 'Yes'
AND
'Role' IS 'Administrator'
AND
'Payment received?' IS NOT 'No'

Only the administrator can view and complete this form, IF the accounts department indicated that they'd invoiced the client in the 'Invoice verification' form, AND IF the accounts department didn't indicate that the payment hasn't been received in the 'Payment received check' form task, which is active at the same time as this form task.
The administrator indicates if the training has been completed, or canceled.

If they indicate that the training has been canceled, then the 'Reason for cancellation' form will be activated, followed by the 'Notify client of cancellation' email.

Create PDF

This DocRaptor task has two conditions:

Activate this task when...
'How would you like to continue?' IS 'The training has been completed'
AND
'Payment received?' IS 'Yes'

This DocRaptor task will only be activated if the training is over and the client has paid for their training.
A PDF certificate is generated with the client's personal details.

Thank you for attending

This email task doesn't have any conditions, and is automatically activated as soon as the certificate is generated in the previous DocRaptor task.

The client receives an email which thanks them for attending the training event, and includes a link to download their certificate.