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The 3 Most Helpful Zapier Workflows for Your Training System

Learn how to automate manual tasks with Basewell’s Zapier integration.


January 2, 2024

Written by

Evan Stewart

The holidays are over, and life is returning to its normal rhythms. Yet somehow, even in 2024, those "normal rhythms" are filled with tedious, repetitive tasks: from spreadsheets to unintuitive legacy corporate software, even the most innovative roles require a touch of monotony.

We believe you should spend time on things that matter. That your days should be spent working with your team and on important problems—not trying to make your software work.

That’s one reason we’re proud to announce our official Zapier integration! You can now use Zapier's automated workflows to "set and forget" actions related to trainee management. From creating, deactivating, re-activating, and more, the first version of this feature eliminates one of the most tedious aspects of working in HR tooling: getting the right people to the right place at the right time.

Read on to learn more about Zapier, and find some helpful workflows to get started.👇

So, what is Zapier?

Zapier is a simple, no-code tool that helps automate tasks between different software applications. With Zapier workflows, anyone can connect to Basewell and start automating tasks that were previously manual—with no technical experience required.

Why Zapier?

One of our goals is to ensure Basewell is user-friendly, while seamlessly integrating with your existing systems. After all, employee data is the core of your most important decisions—getting to that data faster is paramount.

We chose Zapier because of the power in the Zapier ecosystem. With over 6,000 integrations, Zapier is the best no-code option to connect Basewell with your other tools.

3 Powerful Zapier Workflows

Regardless of your previous experience building Zapier automations, starting from scratch can be daunting. To help speed things up, here are 3 powerful workflows—hand-selected by the Basewell team—to maximize your efficiency in 2024.

1. Toggle status based on a stripe subscription

Great for: professionals selling courses, or companies providing training/education to paying customers.

The keyword here is paying customers, and we’re going to bet you don’t want to continue giving access after they’ve ended their subscription.

To use this workflow, first create a trigger from Stripe based on a Cancelled Subscription status. (Note: you can also use failed payment or any other version of a “customer default” notification.)

Then, send an event to Basewell that inactivates an existing trainee after their account has been cancelled. (Behind the scenes, Zapier is matching the email from the cancelled subscription in Stripe to the matching trainee in Basewell.)

With this workflow, the trainee’s account will be inactive in Basewell if they cancel their subscription.

Now you can have peace of mind knowing:

  • Because of Basewell’s fair billing policy—where you’re only billed for active seats—you won’t be overcharged.

  • The inactive status ensures this trainee can’t access the platform while their subscription is cancelled.

  • Because the trainee is inactive and not deleted, should they ever return, their previous data—including engagement, comprehension, and activity—is available once again.

Finally, it might be helpful to add other workflows with similar logic:

  • Reactivate an existing trainee based on a Stripe user re-subscribing.

  • Activate a new trainee based on a completed Stripe subscription.

2. Toggle status based on an event from your HRIS

Great for: adding employees to your training center during onboarding.

First impressions matter. Overloading new employees with stuffed binders, multiple logins between disconnected technologies, and paper copies of the handbook just isn't going to cut it.

Provide a positive employee onboarding experience with a HRIS <> Basewell workflow! Begin by creating a trigger based on your desired event, like a new employee starting.

Then, send an event to Basewell that adds a new trainee. (Behind the scenes, Zapier will create an ACTIVE TRAINEE account in your Basewell workspace for your new employee, using credentials found in your HRIS so their login is consistent with other tools.)

With this workflow, new employees will immediately have access to required training and company knowledge. That's less friction for them to upskill, a faster time to onboard, and an easier lift for your HR team—all from a single automation!

3. Deactivate/reactivate during specific times of the year

Great for: employees with required monthly, seasonal, or annual training, or compliance teams that need to re-train when regulations change.

Working in highly regulated, dangerous, or high-liability industries is stressful enough. The last thing you need is to realize employees aren’t properly trained through an accident or lawsuit.

With recurring triggers in Zapier, you can automatically manage trainee access based on dates and times. (Note: although the fundamentals of this automation are simple, you should further customize this workflow to suit your specific requirements.)

Either as a trigger or after certain criteria have been met (such as a specific tag in your CRM, or department in your HRIS), insert “Schedule by Zapier.” This allows for events to be sent on automatic sequences, like “on the first of each month, at 8:00 AM,” for example.

From there, you might consider adding various filters. (Filters prove to be helpful in cases where an automation would only apply to specific employees. An example of a filter would be pulling the department of an employee from your HRIS, and only continuing if the department equals compliance.)

The ultimate goal is to ensure access is available when needed. This is where the Reactivation event in Basewell comes in. The end workflow might look something like this:

Reactivate a trainee in Basewell on the first of every month at 8:00 AM if that trainee has the compliance department in the HRIS.

See how these workflows are starting to become more powerful? With just a few additional steps, we’ve created a more granular automation, ensuring that the correct trainees have access during critical times (while leaving other trainees unaffected).

We’re proud to see the robust workflows customers are building in Zapier. If you’ve built a helpful automation, be sure to share and tag Basewell on LinkedIn or 𝕏! More workflows, triggers, and updates are releasing later this year, so keep an eye out for new ways Basewell makes your life easier.

If you’re just getting started and want complimentary, white-glove assistance connecting Basewell to your other tools through Zapier, shoot us a message and mention this post. We’d love to help!