Women’s Aid Course Emails

When a Women’s Aid course is set up, each learner automatically gets personalised enrolment and reminder emails at the right times. They’re sent one by one from learning@womensaid.ie, never as a group email. Your job is to set the course up, check the emails, and approve them — Power Automate does the sending.

Which emails go out

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.

Setting up a new course

Step 1: Prepare the files with Claude (recommended)

Use the wa-course-setup skill. Upload the participant list Women’s Aid sent, and say whether you need the Moodle CSV, the Enriched File, or both.

• Claude will ask for the Moodle course shortname.
• For the Enriched File, it will also ask you to paste the details from the HubSpot submission ticket: course name, training type, online or in-person, go-live date, venue and session dates.
• It will ask whether each learner is New or Existing in Moodle — check each learner’s email in Moodle before answering.

By hand instead: copy Enriched_File_TEMPLATE.xlsx, rename it Enriched_[CourseName]_[Date].xlsx, and fill in the CourseLearners table from the HubSpot ticket. Set AccountStatus to New or Existing for each learner, after checking Moodle.

GoLiveDate must be when the eLearning actually opens in Moodle, not the day you set the course up — it drives three of the emails.

Step 2: Upload the Moodle CSV and save the Enriched File

Upload the Moodle CSV to Moodle as usual, and save the Enriched File in the Power Automate folder.

Step 3: Run Build Email Queue

In Power Automate, go to My flows, hover over Build Email Queue, click ▷ Run, and enter the Enriched File’s exact file name.

Run it only once per course file. Running it again adds a second full set of emails for every learner — there’s no duplicate check.

Step 4: Review the queue

Open the master workbook, go to the EmailQueue tab, and filter Status to Pending Review. Then check the SanityCheck column:

• OK — nothing obviously wrong.
• Missing data — something in the Enriched File is blank. Fix it before approving.
• SendDate in past — usually a session date was entered wrong. Check it before approving.

Delete any rows that shouldn’t go out.

Step 5: Approve

Change Status to Approved for every correct row, and don’t touch SendDate or SentDateTime.

Tip: select several Status cells, type Approved, and press Ctrl+Enter to fill them all at once.

Step 6: Let Daily Sender do the rest

Each day it sends Approved rows that are due today or earlier, and marks them Sent or Failed.

Same-day sends: if you approve a course after that day’s 07:00 UTC run, its Enrolment email goes the next morning. If Women’s Aid needs login details the same day, run Daily Sender manually (▷ Run) after approving.

Learner changes mid-course

Removing a learner

1. In EmailQueue, set their future rows (Pending Review or Approved) to Cancelled, or delete those rows.
2. Leave their Sent rows alone — those emails have already gone.
3. Remove them from the course’s Enriched File too.

Adding a learner

Don’t re-run Build Email Queue on the full file.

1. Copy the course’s Enriched File.
2. In the copy, delete every learner except the new one.
3. Run Build Email Queue on the copy.
4. Review and approve their rows as normal.

Rules that protect the system

• Never delete and re-upload the master workbook. Use Upload → Replace, or edit it in place — a re-uploaded file gets a new internal ID, and every flow that uses it breaks.
• “Locked for shared use”: close other tabs or apps that have the file open, then retry.
• Only test with TEST_ files, e.g. TEST_FILE_FOR_FLOW.xlsx, never a real course file. Delete test rows from EmailQueue afterwards: select the rows, then right-click → Delete → Table Rows.
• Rows seem to be missing: Sent and Cancelled rows move to the Archive tab every 3 weeks, and Excel Online can take a few seconds to load the whole table. Check both before assuming anything is lost.

Quick reference: what “good” looks like

Troubleshooting

Full guide

For the complete Women’s Aid Email Automation User Guide, see Company/Moodle Platform/Women’s Aid/Power Automate/Womens_Aid_Email_Automation_Guide.docx on SharePoint.