Women’s Aid Course Setup
Course Ops
Women’s Aid request every course through our HubSpot form. Each request comes in as a HubSpot submission ticket, which gives you everything you need:
- course name
- level
- modules to include
- trainer
- whether there’s a practice session
- if there is, whether it’s in person or remote
- session dates, times and venue
Setting up a course has four stages. Do them in this order, because each stage needs something from the one before it.
- Build the course in Moodle. Copy the last matching course and update it.
- Prepare the participant files. Use the wa-course-setup Claude skill, which needs the new course’s Moodle shortname.
- Queue, check and approve the emails. This runs through Power Automate.
- Handle any learner changes once the course is running.
Start with the HubSpot ticket open. Almost every mistake in this process is an old date, time or trainer name left over from the course you copied.
Which emails go out
| Course type | Emails |
|---|---|
| Live practice session, Online (TemplateGroup 1) or In-Person (TemplateGroup 2) | Up to 7 emails:
|
| eLearning only (TemplateGroup 3) | Enrolment only |
The moving parts
Gabi, Dylan and Katie can run these flows — if you can’t see them under My flows, ask Gabi.
Files, all in Company/Moodle Platform/Women’s Aid/Power Automate/:
Womens_Aid_Email_Automation_4.xlsx— the master workbook, with three tabs: Templates, EmailQueue and Archive.Enriched_File_TEMPLATE.xlsx— the blank template for each new course.
Flows:
- Build Email Queue — run it manually, once per course.
- Daily Sender — runs automatically every day at 07:00 UTC, about 8am Irish time.
- Archive EmailQueue Sent Rows — runs automatically every 3 weeks on a Friday.