PCI Awareness Training Self-Sign Up Automations

TL;DR.

Maven X leverages automation to enhance client engagement and streamline processes, including personalized follow-up emails post-project. The PCI Awareness Training self-sign up automation simplifies onboarding, ensuring accuracy and efficiency. The free Client Automation Assessment tool offers businesses tailored automation solutions, promoting productivity and reducing manual tasks.

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Script Content

Introduction.

Hi, I’m Noah from Maven X. In this video we’ll see how Maven X uses automation to streamline the self-sign up process for our PCI Awareness Training course.

This is part of our business automation series, where we showcase how automation has helped Maven X streamline operations, drive growth, and ensure precision. As you watch, consider how automation can save your business time, eliminate repetitive tasks, and enhance accuracy, ultimately boosting your productivity.

Problem Statement.

One common challenge businesses face is any type of onboarding into a formalized process across many different systems and variables. This can be time-consuming and prone to errors.

High Level Explanation.

That’s why we created our PCI Awareness Training Self-Sign Up automation. This solution ensures that users can easily and accurately enroll themselves in the PCI Awareness Training course without requiring manual intervention from our team. It also ensures that every user is configured in the same way to make for a smoother and much faster onboarding experience.

Demonstration.

Now let’s see how the automation works:

1. Step 1 – Create Sign Up Record
   1. Form Submission: The automation starts when a user submits their details through our PCI Awareness Training contact form on the website.
   2. Webhook Trigger: The form submission triggers a custom webhook in Make.com.
   3. Data Capture in Airtable: The webhook captures the user’s information and creates a new record in Airtable.
   4. Record Creation in Airtable: This new record is created in our separate PCI AWT Sign Ups table in Airtable, storing the user’s details and setting the initial statuses for payment and deployment.
2. Step 2 – Purchase and Sale Onboard
   1. Form Continuation: The user is then directed to another page on the website for the Stripe payment. This is where they select their plan and number of seats. They are then redirected to Stripe for a secure payment experience.
   2. Stripe Event Watch: The automation starts when a payment is completed and the event is captured by Stripe.
   3. Find Invoice: The system then locates the corresponding invoice in Stripe.
   4. Router – Invoice Found: Depending on whether the invoice is found, the automation proceeds through different routes.
   5. Airtable Search Record: It searches for the customer’s record in Airtable based on their email.
3. Router – Record Found:
   • For New Sign Ups: If the customer is new, it updates the customer’s record with the payment status, subscription details, and assigns seats. It then creates a sales record in Airtable where we track our course sales. Finally, it sends a confirmation email to the user with the user template to input their employee names and emails to create their accounts on Maven Edu.
   • For Existing Sign Ups: If the customer already exists but the subscription is expired, it updates the subscription status and payment details. Once the new order is created, it follows the same flow as route one.
   • For Direct Download Requests: If the customer isn’t going to be on the Maven Edu platform, it follows a similar flow however it creates a new record in our CRM and creates a Digital Licensing Agreement for the customer.
4. Step 3 – User Onboarding
   • Webhook Trigger: The automation starts when a custom webhook is triggered by the upload of a user list from an Airtable Form that is linked in the confirmation email sent in the last automation.
   • Get User List Record: It retrieves the relevant user list record from Airtable.
   • Get Sign Up Details: It then fetches the sign-up details from Airtable for additional information needed later in the automation.
   • Download User List: The system downloads the user list file.
   • Parse Users: It parses the CSV file containing the user information. With their first name, last name, and email address.
   • Basic Aggregator: Aggregates the parsed user data.
   • Router – User Numbers Under Paid: The router then compares the number of users provided in the file with the number of purchased seats in the agreement.
     • Create Company Group: If the user numbers are within the purchased seats, it creates a company group on Maven Edu through our LMS.
     • Assign PCI AWT to Group: It then assigns the PCI AWT course to the group.
     • Basic Feeder: Feeds the user data for processing. This will ensure the following items will happen for each of the number of users provided.
     • Search For User: Searches for the user in the Maven Edu website.
5. Router – New and Existing Users: Routes the process based on whether the user is new or existing.
   • Create User Accounts: If the user is new, it creates a WordPress user account.
   • Add User to Group: Adds the user to the LearnDash group.
   • Add Users to Airtable: Adds the users to Airtable with their respective details and attaches them to the sign up so we know the number of assigned seats.
   • Send User Login Details: Finally we send an email to the user with their login details and instructions.
   • For Existing Users: If the users exist in Maven Edu, like from a previous course, they are added to the group and to Airtable. Once added to the group, they will get an email from the LMS notifying them they have been assigned to the course to complete.
6. Uploaded Excessive Users: If the user uploaded more seats than what they purchased, it sends an email notifying them of this and sends them to the Stripe Portal where they can purchase more seats if desired or re-upload with a less amount. The counts are displayed to the user in the email dynamically.
7. Notify Organizer: Finally, if the first route was triggered, it will send a notification to both the organizer/purchaser and the Maven X team to know that the onboarding was successful. It will then mark the record as Deployed in Airtable.
8. At this point there are more notifications that are handled within the LMS and the onboarding is complete!
9. Step 4 – Renewal 
   • Webhook Trigger: The automation starts when a custom webhook is triggered by a renewal notification in Airtable based on the previously defined expiration date.
   • Get Details from Airtable: It retrieves the relevant sign-up details from Airtable.
   • Router – Renewal Type: The process is routed based on the type of renewal: Platform or Direct Download.
   • Maven EduPlatform Renewals:
     1. Get Last User List: Retrieves the last user list from Airtable.
     2. Download User List: Downloads the user list file from Airtable.
     3. Send Renewal Notification Email: Sends an email to the customer with renewal details and the user list attached. They then have to go to the Airtable form and either re-upload the existing list or modify if there are personnel changes, then upload to trigger Step 3 again.
     4. Notify Team for Automation Updates: Sends a Slack notification to the team for any manual updates.
   • Direct Download Renewals:
     • Send Renewal Notification Email: Sends an email to the customer with renewal details.
10. Step 5 – Expiration and Cancellation
    • Webhook Trigger: The automation starts when a custom webhook is triggered by a subscription expiration or cancellation notification in Airtable like in Step 4.
    • Stripe Invoice Check: The automation retrieves the invoices from Stripe to check if they are paid.
    • Get Sign Up Record: It retrieves the relevant sign-up record from Airtable based on the webhook data.
    • Router – Renewal Type: The process is routed based on the subscription status and type.
      • Platform Subscriptions:
        • Find Old Company Group: Searches for the old company group in Maven Edu’s LMS to remove access to the expired course.
        • Remove PCI AWT From Group: Removes the old PCI AWT course from the group.
        • At this point, when the user uploads their new list, the onboarding will create all the new groups and attach the new updated course for the year.
        • In route 2 for cancelled subscriptions…
        • Get Seat Record: Retrieves seat allocation records from Airtable.
        • Delete Users: Deletes the user accounts from WordPress.
        • Send Cancellation Email: Sends an email to the customer notifying them of the cancellation.
        • Update Deployment Status: Updates the deployment status in Airtable to ‘Removed’.
        • Notify Team: Sends a Slack notification to the team about the cancellation.
      • Direct Download Subscriptions
        • Send Cancellation Email: Sends an email to the customer notifying them of the cancellation as well as a notification to the Maven Edu team.”

Benefits Recap.

By automating this process, we gain a few benefits like:

• Efficiency: This automation eliminates the need for manual data entry and follow-up, saving time and resources.
• Accuracy: Automated data capture ensures that all user information is recorded accurately, reducing the risk of errors.
• Consistency: Every user receives the same experience and follow-up, maintaining high standards of service.
• Scalability: As the number of participants increases, the automation handles the load without additional manual effort.
• User Convenience: Clients can easily sign up for the training course at their convenience, enhancing their overall experience.
• Streamlined Process: The automation ensures a seamless flow from sign-up to record creation, improving operational efficiency.

Maven X Services & AI Automation Assessment.

At Maven X, we specialize in crafting custom automations to meet your business needs. If you’re interested in automating your business, check out our free Client Automation Assessment tool. This tool allows you to input your specific challenges and goals, and our AI generates tailored automation solutions for your business. It’s the perfect starting point to explore how automation can enhance your efficiency and success.

If any of the suggested automations are what you’re looking for, or if your automation is more complex, reach out to us at [email protected] to speak with our automation experts.

Closing.

Thank you for watching! We hope this video has inspired you to consider the benefits of automation for your business. Be sure to check out our other videos for more automation solutions and success stories.

Ready to take the next step? Visit our website in the description to try the Client Automation Assessment tool and discover the perfect automation for your needs and to contact us.

Until next time, happy automating!