Let’s be honest — onboarding, compliance, and upskilling workflows can eat up hours of your week. Manually enrolling users, tracking completions, sending reminders, and chasing certificates isn’t “strategic HR.” It’s busywork that never scales. At Smart Arena, we asked: What if your LMS could do all that for you — instantly, the moment a change happens in your system?
That’s exactly what Workflow Automation is designed to do.
Meet Workflow Automation
Think of Workflow Automation as your silent assistant inside Smart Arena. You define simple triggers, conditions, and actions — and your LMS handles the rest. Whenever a new employee joins, a promotion happens, or someone switches departments, the right learning path just… happens.
Watch the Step-by-Step Workflow Automation Walkthrough
Click the buttons in the video to continue.
Use Case 1: Onboarding a New Hire (Trigger: user.created)
Scenario:
A new warehouse employee joins the company.
Before Smart Arena:
HR had to manually assign onboarding courses, send reminders, and track completions across spreadsheets. Delays were common, and compliance audits were stressful.
With Workflow Automation:
- When a new user is created in your HR system, Smart Arena instantly auto-enrolls them in mandatory onboarding paths — Workplace Safety, GDPR Essentials, and Company Values.
- Set automated reminders.
- Certificates are auto-stored.
- HR gets a completion notification.
✅ Result:
Onboarding starts the moment HR adds a user. Your HR team saves hours per week, and new hires get a smooth, structured start from day one.
Use Case 2: Upskilling After a Promotion (Trigger: user.workplace.changed)
Scenario:
An employee gets promoted from Operator to Team Leader.
Great news — but that also means new responsibilities, new compliance needs, and new skills.
Before Smart Arena:
HR manually figured out which courses applied to the new role, unenrolled the old ones, and sent follow-ups. Often, nothing happened until weeks later.
With Workflow Automation:
- New employees added through your HR system are automatically enrolled into the appropriate onboarding or compliance paths based on their role or department.
- Automated reminders ensure no mandatory training deadlines are missed.
- Certificates are stored automatically, keeping all records audit-ready at any time.
- HR gains full real-time visibility through completion dashboards, eliminating manual follow-ups.
✅ Result:
Upskilling starts instantly. Your team looks proactive, leaders are better prepared, and compliance never lags behind.
Why It Matters Now
Three shifts make automation in learning management more critical than ever:
- Hybrid workforces: Distributed teams need scalable, self-running workflows.
- Regulatory pressure: GDPR, ISO, and safety compliance demand consistent, traceable training.
- Talent retention: Internal mobility and faster onboarding directly impact engagement and retention.
Workflow Automation helps HR and L&D stay agile — keeping learning aligned with business changes in real time.
How It Works
You don’t need to be a developer.
- Pick a Trigger: e.g.,
user.createdoruser.workplace.changed - Set Conditions: like
branch =departments - Choose an Action: auto-enroll in course(s)
Click Finish — and Smart Arena handles everything from there.
(Watch video above)