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Continuous professional development

The 'Continuous professional development' taskflow simplifies the management of training events - no more paperwork, confusion, or forgetting to issue certificates after the training is over.

A step-by-step guide to Continuous professional development

This guide will explain the 'Continuous professional development' taskflow step by step.
You can watch the 5 min video to get a quick overview or read the full guide below.
It makes use of numerous screenshots, but if you'd like to follow along in the Kotive webapp, you can sign up and copy the taskflow into your account for free.
Keep the taskflow open in a separate tab in your browser, and interact with it while reading the steps in this guide.

Section 1: A new registration

In this section, a new client registers to take part in an event.

Request training

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this taskflow: This paragraph contains instructions on how to personalize the taskflow for you and your company. If you intend to run the taskflow, 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 taskflow.

A client clicks on a link on your website, which directs them to this form. The taskflow 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.
Request training

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.
Personal details of person to be trained

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.
Person responsible for payment

How did you hear?

The client indicates that they've read and agree to the Terms and Conditions, and saves the form.
How did you hear?

Thank you for registering

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


Section 2: Invoicing or cancellation

The accounts department invoices the client, or cancels the registration.

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 taskflow will look at the previous forms and put the information from those forms into this email.
Notify accounts 1

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 taskflow continues with the 'Attendee confirmation' email task. If the attendance has been canceled, then the 'Reason for cancellation' form task is activated.
Invoice verification

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 taskflow) OR IF the payment isn't received in the 'Payment received check' form (which occurs later in the taskflow).

The optional fields in this form are filled in if they're applicable, and then it's confirmed that the registration has been canceled.
Reason for cancellation

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.
Notify client of cancellation

If at any point during the taskflow the registration is canceled, and the 'Reason for cancellation' form and 'Notify client of cancellation' email are activated, then the taskflow is concluded as soon as this last email is sent.

Section 3: Notification emails

In this section, the client receives confirmation of their registration, along with a payment reminder, and the accounts department is reminded to check for the payment.

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.
Attendee confirmation

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.
Payment reminder

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.
Notify accounts 2


Section 4: Receiving payment and completing training

The accounts department and administrator indicate once the payment has been made and the training is complete.

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 received check

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.
Payment confirmation

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.
Training completed check


Section 5: Issuing the certificate

A certificate is created in PDF format, and a download link is sent to the client.

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.
Create PDF

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.
Thank you for attending

After this last email has been sent, the 'Continuous professional development' taskflow is complete.
Get started now and clone this taskflow directly into your Kotive account for free.

The Continuous professional development taskflow is automatically copied into your account when you select it. Want to make one or two changes to fit your situation better? No problem!