About This Automation
Engagement and churn monitoring means pulling learner activity and support data every week, scoring each account by hand, and deciding who needs outreach. Doing this manually delays action, since scoring and review can take days while at-risk learners keep disengaging.
The automated version pulls activity, ticket, and billing data on a set schedule, scores every account, and drafts personalized outreach for those at risk. Outreach happens the same day an account is flagged instead of days later.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
Exports learner login and course completion data automatically every week.
Ticket data is retrieved for every active learner account.
The Engagement Scoring combines activity and ticket signals into a weighted churn risk score.
Confirms subscription and payment standing for every flagged account.
The Outreach Drafting writes a personalized retention message for standard-tier flagged accounts.
A CS manager drafts the outreach personally for high-value accounts flagged for human review.
The finished message is sent to the learner.
The contact attempt, score, and reason are recorded on the account.
Most popular tool stack used
— the complete tool combinations companies use
Teachable
Intercom
HubSpot
Gmail
Canvas
Zendesk
Salesforce
Microsoft Outlook
Moodle
Freshdesk
Zoho CRMWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Other high-impact processes teams commonly map alongside this one.
Frequently asked questions
Everything you need to know before mapping this process.
Map this to your business to get your exact numbers.
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