About This Automation
Security awareness training tracking requires HR to manually add new hires to rosters, send assignment emails, monitor form responses, and identify overdue trainees. This repetitive work consumes monthly and delays compliance reporting.
Automation monitors new hire records and training submissions in real time, sends assignment and reminder messages automatically, and generates weekly compliance reports. the team focuses on exceptions and policy updates instead of data entry and follow-ups.
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.
The automation checks the HR roster or calendar daily for new employees or training renewal dates. When a match is found, the workflow starts.
The automation adds the employee to the training tracking sheet with their name, email, and deadline, then marks them as assigned.
An automated email is sent to the trainee with the training link, deadline, and instructions. The message is personalised with their name.
The automation monitors the Google Form for new responses and automatically updates the tracking sheet when a completion is submitted.
The automation checks the tracking sheet daily and identifies anyone past their deadline without a completion record.
An automated message is sent to overdue trainees with a direct link to the training and the new deadline. A summary is also posted to the HR channel.
The automation generates a weekly compliance summary showing completion rates, overdue counts, and names of non-compliant staff, posted for HR review.
Most popular tool stack used
— the complete tool combinations companies use
Google Sheets
Google Forms
Gmail
SlackWhat 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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Frequently asked questions
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