7. Members, communication and automations

This chapter covers the people in your academy: the members list, invitations (single, from a file and by link), roles, tags, actions on many people at once and removal. After that we describe gamification, automations, email campaigns and messages to learners.

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7.1. Members list

What it is for: you see everyone in the academy, their role, join date, last activity and number of access items. From here you invite new people, change roles and download the list to a file.

Who can see it:

• Owner and admin: in the menu, with everything described in this chapter.
• Manager: through the Members tile on the Dashboard. Can invite and remove people with a lower role. Cannot change roles or add tags.
• Trainer: through the Members tile on the Dashboard. View and CSV export only.
• Moderator and Member (learner) have no access to this list or to the export, not even by typing the address. Learners see others in the community directory, without email addresses.

The list does not depend on your plan or on feature switches.

Where to find it: side menu → Administration → Members. Trainer and manager: Dashboard → Members tile.

What the list shows

Under the Members title you see the number of members and, if someone has not accepted an invitation yet, the number of pending invitations, for example "12 members · 3 pending invitations".

On a computer the list is a table with these columns:

On a phone each person has a separate card with the same information. The status shows on the card only when it is not Active.

At the end of each row there is a button with three dots (the Member actions menu). It contains Open profile, Change role (if you can change this person's role) and Remove from academy (if you can remove them).

One page shows 50 people. When there are more, you see "Page 1 of 3" and the Previous and Next buttons below the list.

How to find a person

1. Click the Search by name or email… field above the list.
2. Type the first name or surname. The list filters as you type.
3. To narrow the list to one role, open the All roles field and pick a role.
4. To show only one status, open the All statuses field and pick Active, Banned or Invited.
5. To go back to the full list, click Clear next to the filters.

Filters are saved in the page address. They stay in place when you refresh the page or use the browser's back button.

How to sort the list

1. On a computer, click the Person, Joined, Last active or Products column header.
2. The first click sorts in the natural direction: names from A, dates and numbers from the largest. The second click reverses the order.
3. On a phone, use the Sort field above the list and choose Newest joined, By name, Recently active or Most products.

By default the list shows the most recently joined people first.

How to download the list as a CSV file

1. Set filters if you want only some of the people.
2. Click Export CSV in the top right corner.
3. Your browser downloads a file named like members-2026-09-24.csv.

The file has the columns Name, Email, Role, Status, Joined, Last active, Products. In the English version the columns are separated by commas. You can download up to 5000 people at once.

If you want only selected people, tick them and use Export to CSV on the bulk action bar (section 7.8).

Learner counter and plan limit

On the Free and Starter plans you see a Learners counter above the list with the plan name, for example "Learners · Free plan 32 / 50". The bar changes colour as you get close to the limit.

The limit counts every member except the owner and admins (so trainers, managers and moderators count too), plus pending invitations with the Member role. When few spots are left, you see "5 spots left. Consider a higher plan." under the bar and an Increase limit link that leads to your subscription (see chapter 8).

People who buy a product always get access, even above the limit. The limit only blocks new invitations.

Something not working?

• I see "No members match the filters" → the chosen filters match nobody. Click Clear filters.
• I type an email address and nobody shows up → search for the person by first name or surname instead.
• I do not see the "Invite" button → your role cannot invite. Managers, admins and the owner can.
• I do not see "Members" in the menu → the Administration section is only for admins and the owner. As a trainer or manager, use the Members tile on the Dashboard.

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7.2. Roles and changing a role

What it is for: the role decides what a person sees and can do in the academy. Here you check who can grant which role and change the role of one person. Chapter 1 describes each role in full.

Who can see it: only the owner and admins can change roles. Managers, trainers and moderators cannot.

Where to find it: side menu → Administration → Members → three dots next to the person → Change role. Or on the person's details page (section 7.7).

Who can grant which role

One rule applies: you cannot grant a role equal to yours or higher, and you cannot change the role of someone whose role is equal to yours or higher.

The Owner role cannot be granted by a role change or by an invitation.

The Client admin role is turned off and cannot be granted. You may see it in the list and in the role filter only for people who had it before. Such a person in practice has the same permissions as a Member.

How to change one person's role

1. Open the Members list.
2. Click the three dots at the end of the person's row.
3. Hover over Change role. A list of roles you can grant to this person opens.
4. Click the new role.
5. A question appears, for example "Change the role of Anna Smith to "Trainer"?" with the note "Their permissions change immediately."
6. Click Change role to confirm, or Cancel.

On the person's details page the roles are buttons next to Change role:. They work the same way and also ask for confirmation. After the change you see "Role changed to Trainer".

What happens automatically

• The new permissions apply straight away, the next time the person clicks anything in the app.
• The role change is recorded in the academy's change log with the previous and new role.

Something not working?

• I do not see "Change role" in the person's menu → you cannot change this person's role because their role is equal to yours or higher, or your role does not change roles.
• Message "You do not have permission to change this role" → you are trying to grant a role equal to yours or higher. Ask the academy owner.
• Message "You cannot remove your own last administrator role" → the academy must keep at least one admin. Give the Admin role to someone else first.
• Message "Could not assign the role. Please try again." → refresh the page and try again. If it keeps happening, contact support (see chapter 12).

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7.3. Inviting one person

What it is for: you send an invitation to a specific email address. Only the person with that address can accept it.

Who can see it: owner, admin and manager. It does not depend on feature switches. The plan limit applies to invitations with the Member role (section 7.1).

Where to find it: side menu → Administration → Members → Invite button → Single tab.

How to invite one person

1. On the members list click Invite. The Invite members window opens with three tabs.
2. Stay on the Single tab.
3. Type the address in the Email field. Use the address the person has or will use for their account.
4. Choose the Role. The default is Member, which means a learner.
5. If you like, add a Welcome message.
6. Click Send invitation. The button briefly changes to Sending….
7. A green message "Invitation sent" appears above the form. The form clears and you can invite the next person straight away.
8. Close the window with the cross in the corner or the Esc key.

Form fields: invitation

What happens automatically

• The person receives an email with your academy's name, your name, the welcome message and a button to accept the invitation. The email text is currently in Polish: subject "Zaproszenie do (academy name)" ("Invitation to (academy name)") and the button "Zaakceptuj zaproszenie" ("Accept invitation").
• The invitation is valid for 7 days. After that it expires and you need to send a new one.
• Until accepted, the person shows on the list under the Invited filter and counts towards the learner limit if their role is Member.
• After accepting, the person appears on the list as Active with the role from the invitation. If they were in the academy before and were removed, they come back on the same account with the new role.
• When a new person joins, enabled automations with the New academy member trigger run (section 7.11). Someone returning after removal does not get the welcome again.
• If the person who sent the invitation loses the right to grant that role before it is accepted, the invitation stops working.

Something not working?

• Message "Invalid email" → check the address has an @ sign and a domain, with no spaces.
• Message "This person is already an academy member" → the person is already in the academy. Nothing to do.
• Message "Invitation created, but the email was not sent. Copy the invitation link and share it yourself." → the email did not go out. Send the invitation again in a few minutes. If the message keeps appearing, contact support (see chapter 12).
• Message "You cannot invite somebody with a role equal to or higher than yours" → choose a lower role or ask someone with a higher role.
• Message "Limit kursantów planu Free (50) został osiągnięty. Przejdź na wyższy plan, aby dodać więcej osób." ("The Free plan learner limit (50) has been reached. Upgrade to a higher plan to add more people.") → the academy has used its plan limit. Change your subscription (chapter 8) or remove people who no longer use the academy.
• The invited person says they did not get the email → ask them to check the spam folder and make sure the address has no typo.

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7.4. Inviting many people from a CSV file

What it is for: you invite up to 200 people at once. Each one gets their own email invitation, exactly like a single invitation.

Who can see it: owner, admin and manager.

Where to find it: side menu → Administration → Members → Invite → Bulk (CSV) tab.

How to prepare the file

Each row is one person. Columns are separated by a comma, in this order: email, name, role.

email,name,role
jan@company.com,Jan,member
adam@company.com,Adam,trainer
eva@company.com,Eva,

• The first row can be a header. The system recognises it by the word email and skips it.
• Name and role are optional.
• In the role column enter one of: member or uczestnik (Member), moderator, trainer (Trainer), manager, admin. Upper or lower case does not matter.
• A row with no role or with any other word gets the default role chosen in the form.
• If your spreadsheet saves the file with semicolons, replace them with commas or paste the data into the text box by hand.

How to send bulk invitations

1. Click Invite and go to the Bulk (CSV) tab.
2. Paste the rows into the large text box, or click the file field and choose a .csv file.
3. A preview appears below the box: the number of rows and the first 10 people. Invalid addresses are shown in red. Next to each person you see the role they will be invited with.
4. In Default role (when a row does not include one) choose the role for rows without a role.
5. If you like, type a Welcome message. Everyone invited will get it.
6. Click the button with the number of people, for example Send 25 invitations.
7. After a moment you see the result, for example "Invited: 23 · Skipped: 1 · Errors: 1", with a list of errors below showing the row number and the reason.

Form fields: bulk invitations

What happens automatically

• Each person gets a separate invitation valid for 7 days, as in section 7.3.
• People who are already in the academy are skipped and counted as Skipped.
• Each invitation with the Member role is checked against the plan limit. Once the limit runs out, the remaining rows go to Errors with the limit message.

Something not working?

• The send button is inactive → the box is empty or no row was recognised. Check that the columns are separated by commas.
• Message "Maximum 200 rows at a time" → split the list into several parts and send them one after another.
• Message "You cannot invite somebody with a role equal to or higher than yours" → one of the rows or the default role contains a role you cannot grant. In that case no invitation goes out. Fix the role and send again.
• The errors show "Invalid email address" → fix the address in that row and send just that row again.
• Everyone got the default role → the role column used a word the system does not know, for example "trener". Use trainer.

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7.5. Invite link

What it is for: you create one link and share it with a group, for example in an email to a company or in a chat. Anyone who has it can join the academy until the link expires.

Who can see it: owner, admin and manager. A link can only grant the Member or Moderator role.

Where to find it: side menu → Administration → Members → Invite → Invite link tab.

How to generate a link

1. Click Invite and go to the Invite link tab.
2. In the Role field choose Member or Moderator.
3. In the Expires field choose how long the link should work.
4. Click Generate link. The button briefly changes to Generating….
5. The message "Link generated" appears together with the link.
6. Click Copy and paste the link wherever you want to share it.

Below the form there is an Active links section with a number in brackets. Each link shows the role, the expiry date ("until 24/10/2026"), a copy button and a delete button.

How to revoke a link

1. In the Active links section click the red bin button next to the link.
2. The question Revoke invite link? appears with the text "The link will stop working. People who have not used it yet will not be able to join through it."
3. Click Revoke link.

People who joined through the link earlier stay in the academy.

Form fields: invite link

What happens automatically

• The link works for any number of people until its expiry date or until you revoke it.
• Someone without an account creates one on the invitation page. Someone with an account logs in and joins.
• If the academy has reached its learner limit, a new person cannot join through a link with the Member role and sees "This academy has reached its learner limit. Contact the trainer."
• Someone who is already in the academy keeps their current role after clicking the link.

Something not working?

• Message "Link otwarty dostępny tylko dla roli uczestnik lub moderator. Dla podwyższonych ról użyj zaproszenia e-mail (jednorazowego)." ("An open link is only available for the member or moderator role. For higher roles use an email invitation (single use).") → you chose a role higher than Moderator. Change the role to Member or Moderator, and invite trainers and managers by email (section 7.3).
• The link leaked outside the group → revoke it at once and generate a new one.
• Someone says the link does not work → check under Active links whether it has expired. If it is not there, generate a new one.

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7.6. Pending invitations and what the invited person sees

What it is for: you check who has not accepted an invitation yet, and you know what the invited person sees when they ask you for help. Chapter 9 describes accepting an invitation step by step from the learner's side.

Who can see it: owner, admin and manager. The Invited filter is also visible to trainers.

Where to find it: side menu → Administration → Members → All statuses field → Invited.

How to check who has not accepted an invitation

1. Open the Members list.
2. In the All statuses field choose Invited.
3. The list shows the email addresses with invitations that have not expired yet, with the Invited status.

A sent email invitation cannot be cancelled from the panel. It expires on its own after 7 days. If you invited someone at the wrong address, invite them again at the right one.

Invited people do not have a profile yet, so you cannot tick them or open their details.

What the invited person sees

• An email with the subject "Zaproszenie do (academy name)" ("Invitation to (academy name)"), who is inviting them, your welcome message and the "Zaakceptuj zaproszenie" ("Accept invitation") button. This email is currently in Polish.
• An invitation page with the academy logo (or its initials in the brand colour), the title "Invitation to (academy name)" and the welcome message.
• If the invitation was sent to an email address and the person is not logged in: "This invitation is assigned to the address" with the address, plus the Log in and Create account buttons.
• If they are logged in: a Join (academy name) button.
• If it is an invite link and the person is not logged in: an account sign-up form.

Something not working?

• The person sees "This invitation doesn't exist or has expired" → 7 days have passed or the link was revoked. Send a new invitation.
• The person sees "This invitation was sent to a different email address" → they are logged in to another account. They should log out and click the link again, or invite them at the address they use.
• The person sees "The person who sent this invitation can no longer grant this role. Ask an academy admin for a new invitation." → the inviter lost their role or left the academy. Send a new invitation from your account.
• The person sees "That invitation has already been accepted" → the invitation was already used. The person should log in and choose your academy.
• The person sees "This academy has reached its learner limit. Contact the trainer." → the academy has used its plan limit (section 7.1).

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7.7. Member details

What it is for: on one page you see a person's role, access, recent activity and payments. From here you change the role, revoke access or remove the person from the academy.

Who can see it:

• Owner and admin: all tabs, including Payments, role changes, revoking access and removal.
• Manager: the Access and Activity tabs, revoking access and removing people with a lower role.
• Trainer: the Access and Activity tabs, view only.

Where to find it: side menu → Administration → Members → click the person's name. Or three dots next to the person → Open profile.

What the top of the page shows

• The name (or email address if the person has no name), email address and photo.
• Badges with the role and status (Active or Banned), the join date ("Joined: 12/03/2026") and the headline from the person's profile, if they have one.
• Role buttons next to Change role: (section 7.2) and the Remove from academy button (section 7.9), if you have permission.
• The Members list link at the top and the Back button at the bottom take you back to the list.

Access tab

The Access tab (with a number in brackets) lists all of the person's access items: the product name, the source (Enrollment, Granted manually, Bundle, Coupon), the end date ("until 31/12/2026" or "unlimited") and the status (Active, Expired, Revoked, Pending, Used).

If the person has no access at all, you see "No active access."

How to revoke access

1. On the Access tab find an item with the Active status.
2. Click Revoke on the right.
3. The question Revoke this access? appears with the text "The member will lose access to this resource. You can grant it again later."
4. Click Revoke.
5. You see "Access removed: 1 item" and the status changes to Revoked.

Chapter 2 describes granting access to a product manually.

Activity tab

The Activity tab has four parts, each with a date and time:

• Recent posts: the title or the start of a community post.
• Recent comments: the start of a comment.
• Lesson progress: the progress status in the latest lessons.
• Event sign-ups: the sign-up status, for example Registered or Attended.

An empty part shows "No data."

Payments tab

Only the owner and admins see the Payments tab (with a number in brackets). It shows up to 20 of the person's latest transactions: amount, date and time, product name and status. When there are no transactions you see "No transactions." Chapter 3 covers refunds and payment details.

Something not working?

• I see "Not found" and "That member does not exist" → the person was removed or the link is out of date. Click Back to members list.
• I do not see the "Revoke" button → your role cannot revoke access, or the access item is no longer active.
• I do not see the "Payments" tab → only the owner and admins can see it.

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7.8. Bulk actions and tags

What it is for: you tick several people and in one go download them to a file, add or remove a tag, change their role or remove them from the academy. A tag is a short label, for example "group-september", shown under the person's name on the list.

Who can see it:

• Export to CSV: everyone who can see the members list.
• Tags and Change role: the owner and admins.
• Remove from academy: the owner, admins and managers.

Where to find it: side menu → Administration → Members → checkboxes next to people.

How to select people

1. Tick the checkbox next to each person you want to include.
2. To select everyone on the current page, tick the checkbox in the table header. On a phone it is above the list, labelled Select all on this page.
3. A bar appears at the bottom of the screen with the number selected, for example "Selected: 8 people", and action buttons.
4. To clear the selection, click Clear selection on the bar.

Selection works within one page of the list (up to 50 people). People with the Invited status cannot be selected.

How to export the selected people

1. Select the people.
2. Click Export to CSV on the bar.
3. Your browser downloads the file members-selected-(date).csv with the same columns as the full export (section 7.1).

How to add a tag

1. Select the people.
2. On the bar click Tags → Add tag.
3. In the "Add a tag to 8 people?" window type the Tag name. Existing tags in the academy are suggested as you type.
4. Click Add tag.

A new tag is created when you save. A tag name can have up to 50 characters.

How to remove a tag

1. Select the people.
2. On the bar click Tags → Remove tag.
3. In the "Remove a tag from 8 people?" window choose the tag from the list.
4. Click Remove tag.

People who did not have that tag stay unchanged. When the academy has no tags yet, Remove tag is inactive.

How to change the role of many people

1. Select the people.
2. On the bar click Change role and pick a role. The list only shows roles you can grant.
3. A question appears, for example "Change the role of 5 people to "Trainer"?" with the text "The academy owner and you will be skipped. Everyone else's permissions change immediately."
4. Click Change role.

How to remove many people

1. Select the people.
2. On the bar click the red Remove from academy button.
3. A question appears, for example "Remove 3 people from the academy?" with the text "They lose access to courses and the community. The academy owner and you will be skipped."
4. Enter the Reason for removal. You cannot confirm without a reason.
5. Click Remove from academy.

Section 7.9 describes what removal does.

Result of a bulk action

After each action a message appears in the corner of the screen, for example "Done: 8 of 10". If some people were skipped, you see "Skipped:" below with the reason for each:

Something not working?

• Message "Enter a tag name." → the tag name field is empty. Type a name.
• Message "This academy has no tags yet. Add a tag first." → there is nothing to remove. Add a tag first.
• Message "Too many selected at once. The limit is 200." → select fewer people.
• I do not see the "Tags" or "Change role" buttons → only the owner and admins have these actions.

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7.9. Removing a member from the academy

What it is for: you take away a person's access to the academy, for example when a contract has ended or someone joined by mistake.

Who can see it: the owner (removes anyone except themselves), admins (remove managers, trainers, moderators and members) and managers (remove trainers, moderators and members). The academy owner cannot be removed.

Where to find it: side menu → Administration → Members → three dots next to the person → Remove from academy. Or the Remove from academy button on the person's details page.

How to remove one person

1. Click the three dots next to the person and choose Remove from academy.
2. A window appears, for example "Remove Anna Smith from the academy?", with the field Reason for removal (saved in the audit log):.
3. Enter a reason, for example "Training contract ended". You cannot confirm without a reason.
4. Click Confirm.
5. The person disappears from the list.

What happens automatically

• The person loses all active access to products, courses and the community. Their status changes to Revoked.
• The reason and who removed the person are saved in the academy's change log.
• The person's Cohorta account stays. If they belong to other academies, they keep using them.
• You can invite the person again (section 7.3). They come back on the same account, but you need to grant access again.

Something not working?

• I do not see "Remove from academy" → the person's role is equal to yours or higher, they are the owner, or your role cannot remove members.
• Message "You cannot remove yourself" → you cannot remove yourself. Ask another admin or the owner.
• Message "The owner cannot be removed" → the owner cannot be removed from the academy.
• Message "Give a reason for removing this" → enter a reason in the window.

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7.10. Gamification

What it is for: members collect points for activity, move up levels, earn badges and build a streak of active days. Here you turn gamification on, create your own badges and see the most active people.

Who can see it: only the owner and admins. It does not depend on your plan. It needs the Gamification feature turned on in Admin settings → Features (off by default). Gamification also needs the Community feature, so the system turns it on together.

Where to find it: side menu → Administration → Gamification.

How to turn on gamification

1. Open side menu → Administration → Admin settings → Features.
2. Turn on the Gamification switch (description "Points, badges, leaderboard"). If Community is off, it turns on as well.
3. Gamification appears in the Administration menu. Open it.
4. In the Settings part check that Enable gamification in this academy is switched on (description "Points, levels, badges and streaks visible to members.").

Note: if you switch off Enable gamification in this academy, the Gamification item disappears from the menu. Before you switch it off, save this page's address so you can come back to it.

What members get points for

Point values are the same for every academy. They cannot be changed.

Levels

Everyone starts at level 1. Further levels need a total of: 100 points (level 2), 300 (level 3), 700 (level 4), 1500 (level 5). Each next level needs twice the increase of the previous one. After levelling up, the person gets a notification. The notification text is currently in Polish: "Nowy poziom: (number)" ("New level: (number)").

Streak

The streak goes up by 1 every day the person visits the academy, writes a post or comment, or completes a lesson. One day off does not break the streak. After two days without activity the streak starts again. Days are counted in Polish time.

Members see their streak in the side menu. When the streak is at risk, they see a warning encouraging them to do something in the academy today.

Platform badges

Under Badges → Platform badges you see built-in badges for community and learning activity. Each shows the condition for earning it, for example "For 10 comments" or "For logging in 7 days in a row". These badges cannot be deleted or changed. Members get them automatically once they meet the condition.

How to create your own badge

1. Under Badges → Your badges click New badge.
2. Fill in Slug and Name. If you like, add an Icon (emoji) and a Description.
3. Click Create. The button briefly changes to Creating….
4. The badge appears in the Your badges list with the label Awarded manually.

Click Cancel to close the form without saving.

Form fields: custom badge

How to delete your own badge

1. In the Your badges list click the bin icon next to the badge.
2. The question "Delete the "Ambassador" badge?" appears with the text "All awarded entries will be removed. This action cannot be undone."
3. Click Delete badge.

Top contributors

The Top contributors part shows the 10 people with the most points of all time: position, name (clicking opens their community profile), Level, Points and number of Badges. The View full ranking link opens the community leaderboard (see chapter 5).

What happens automatically

• Points, levels, streaks and platform badges are counted automatically. You do not need to click anything.
• When Enable gamification in this academy is off, no points are counted. Points collected earlier are kept and come back when you turn it on again.
• Your own badges are not awarded automatically.

Something not working?

• I see "Gamification is turned off" → the feature is off. Click Turn it on in feature settings.
• I see "Enable gamification above to configure badges." → switch on Enable gamification in this academy in the Settings part.
• I see "No data yet. Points will start to appear once members get active (posts, comments, completed lessons)." → nobody has earned points yet. This is normal in a new academy.
• Message "Id: 1-40 characters, lowercase letters, digits and hyphens" → remove spaces, capital letters and accented characters from the slug.
• Message "A badge with that id already exists" → choose a different slug.
• Message "The name must be 2 to 80 characters" → shorten or lengthen the name.

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7.11. Automations: how they work

What it is for: an automation is a rule "when X happens, do Y". The system sends emails and notifications and grants access or tags on its own, without you.

Who can see it: only the owner and admins. It does not depend on your plan. It needs the Automations feature turned on in Admin settings → Features (off by default, description "If-this-then-that rules").

Where to find it: side menu → Administration → Automations.

How to turn on the automations module

1. Open side menu → Administration → Admin settings → Features.
2. Turn on the Automations switch.
3. Automations appears in the Administration menu.

The page has three tabs: Templates, Active rules and Recent runs, each with a number in brackets. The chosen tab is saved in the page address.

Triggers

A trigger is the moment the rule starts.

Actions

Variables in texts

In the subject, body, title and link you can use variables in double curly braces. The system replaces them with real data.

A variable that does not fit the trigger is replaced with an empty space.

What happens automatically

• The system checks the automation queue every 15 minutes. A rule with a delay of 0 runs within a quarter of an hour of the trigger.
• The delay in a rule postpones the run by the given number of minutes (max. 7 days).
• If a run fails, the system retries it up to 3 times.
• Event reminders and inactivity reminders reach the same person only once for the same event or the same period of inactivity.
• After you turn off the Automations feature, new triggers do not start rules. Scheduled runs wait and continue when you turn it back on.

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7.12. Ready automation templates

What it is for: you have 13 ready rules that you turn on with one click. After turning one on you can change its text and delay.

Who can see it: owner and admin, with the Automations feature on.

Where to find it: side menu → Administration → Automations → Templates tab → Ready templates part.

List of ready templates

The templates are grouped into four categories. For each you see the name, description, a "What it does" preview, the trigger and the action.

The texts of the ready templates are in Polish. If your learners speak another language, change the subject and body after turning the template on (section 7.13).

How to turn on a ready template

1. Open the Templates tab.
2. Find the template in the Ready templates part.
3. Click Enable. The button briefly changes to Enabling….
4. A green Enabled badge replaces the button and the rule appears on the Active rules tab.

You turn each template on once. To pause it, use the switch on the Active rules tab. To be able to turn the template on again with its original text, delete its rule.

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7.13. Active rules and run history

What it is for: you manage the rules that are running: switch them on and off, change the text and delay, delete them. On a separate tab you check what has run recently.

Who can see it: owner and admin, with the Automations feature on.

Where to find it: side menu → Administration → Automations → Active rules or Recent runs tab.

How to switch a rule off or on

1. Open the Active rules tab.
2. Each rule shows its name, trigger and action, the number of runs ("Runs: 12") and the date of the last one ("Last run: 20/09/2026").
3. Click the switch on the right. A switched-off rule does not react to new triggers, but stays on the list with its history.
4. Click the switch again to turn it back on.

When you have no rules, you see "Automations are asleep" and a See templates button.

How to edit a rule

1. On the Active rules tab click the pencil icon next to the rule.
2. The Edit rule window opens.
3. Change the fields you want. The set of fields depends on the rule's action.
4. Click Save. The button briefly changes to Saving….

You cannot change the trigger or action of a rule. If you need different ones, create your own template (section 7.14).

Form fields: Edit rule

With the Grant access action the window shows "This action has no editable content. You can change the name, description and delay."

How to delete a rule

1. On the Active rules tab click the bin icon next to the rule.
2. The question Delete automation rule? appears, explaining that this cannot be undone and the run history will be deleted.
3. Click Delete rule.

If you want to keep the history, switch the rule off instead of deleting it.

How to read Recent runs

The Recent runs tab shows up to 50 of the latest rule runs. For each you see:

• a status icon: green tick (done), red cross (error), clock (waiting to run), arrows (running), grey cross (skipped),
• the action and trigger,
• an error description in red if the run failed,
• a badge like "retry 2" if the system retried,
• the date and time.

When nothing has run yet, you see "No runs".

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7.14. Your own automation templates

What it is for: you build your own rule when the ready templates are not enough. You choose any trigger, action and delay.

Who can see it: owner and admin, with the Automations feature on.

Where to find it: side menu → Administration → Automations → Templates tab → Your templates part.

How to create your own template

1. On the Templates tab click New template.
2. In the New template window enter a Name and, if you like, a Description.
3. Choose the Trigger and the Action from the lists.
4. Set the Run delay (minutes).
5. Fill in the fields that appear for the chosen action.
6. Click Create template.
7. The template appears in Your templates with the Your template badge. It is not running yet.

Form fields: New template

How to enable your own template

1. In Your templates click Enable next to the template.
2. The Enabled badge appears and the rule moves to the Active rules tab.

How to edit or delete your own template

1. Click the pencil icon next to the template, change the fields in the Edit template window and click Save changes.
2. To delete a template, click the bin icon. The question Delete template? appears with the text "Rules already created from it will stay active. Only the template will disappear from the library." Click Delete template.

Changing a template does not change a rule already created from it. You edit the rule on the Active rules tab (section 7.13).

Something not working?

• Message "A template with that name already exists" → change the template name.
• Message "The name must be at least 2 characters" → enter a longer name.
• Message "Temat emaila jest wymagany" ("Email subject is required") or "Treść emaila jest wymagana" ("Email body is required") → with the Send email action fill in both fields.
• Message "Zasób do nadania jest wymagany" ("A resource to grant is required") → with the Grant access action choose a product or program.
• I see "You do not have any products or programs to grant access to yet." → create a product first (chapter 2).
• I see "Automations is turned off" → turn on the Automations feature by clicking Turn it on in feature settings.
• The rule is enabled but Recent runs is empty → the trigger has not happened yet or 15 minutes have not passed. Check again later.

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7.15. Email marketing: campaign list

What it is for: you send a newsletter, announcement or offer to a chosen group: all members, people who bought a product, or people who did not. The list shows all campaigns, their status and results.

Who can see it: only the owner and admins. It does not depend on feature switches. The number of emails per month depends on your plan.

Where to find it: side menu → Administration → Email marketing.

What the campaign list shows

The table has these columns:

When you have no campaigns you see "No campaigns yet. Create your first one to stay in touch with your audience."

Email counter and plan limit

Above the list you see the Emails this month counter with your plan name, for example "120 / 500". It counts every campaign email sent since the start of the calendar month, including failed ones. Emails from invitations, automations, invoices and password resets do not count.

From 80% of the limit the bar changes colour and you see "You are close to your email limit." or "You have used up this month's email allowance." with a Raise the limit link to change your subscription (chapter 8).

How to send a draft or scheduled campaign now

1. Next to a campaign with the Draft or Scheduled status click Send now.
2. The question "Send campaign "New course"?" appears with the text "This action cannot be undone. Messages will go to every recipient in the segment, with no way to recall them."
3. Click Send now.
4. The status changes to Sent and the Results column shows how many were delivered.

A saved campaign cannot be edited. If you want to fix something in a draft, delete it and create a new campaign.

How to delete a campaign

1. Click Delete next to the campaign.
2. The question "Delete campaign "New course"?" appears, saying the operation cannot be undone.
3. Click Delete.

The campaign disappears from the list together with its results. Deleting a scheduled campaign cancels its sending.

Something not working?

• Message "Limit maili planu Free (500/miesiac) zostałby przekroczony. Wysłano już 450 w tym miesiącu, ta kampania to 80 odbiorców. Przejdź na wyższy plan albo wyślij mniejszej grupie." ("The Free plan email limit (500/month) would be exceeded. 450 have already been sent this month, this campaign has 80 recipients. Upgrade to a higher plan or send to a smaller group.") → the campaign did not go to anyone. Choose a smaller segment, wait for the new month or change your subscription.
• Message "This campaign can no longer be sent" → the campaign has already been sent or is being sent.
• Status "Failed" → sending did not work. Create the campaign again. If it keeps failing, contact support (chapter 12).

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7.16. New email campaign

What it is for: you write a message, choose the recipients and send now, schedule a time or save a draft.

Who can see it: owner and admin.

Where to find it: side menu → Administration → Email marketing → New campaign. From a product card you can also click Send a message to (number) buyers: the form opens with the Bought product segment and that product already chosen (see chapter 2).

How to create a campaign

1. Click New campaign.
2. Enter the Subject.
3. If you like, enter a Preheader.
4. Check the Sender name (by default the academy name) and Reply to (by default the academy owner's address). Leave Sender email unchanged.
5. In Message content replace the sample text with your own. Add bold, lists, links and headings from the toolbar.
6. Click Preview to see the message as the recipient will. Edit takes you back to editing.
7. Under Who should receive it? choose a segment (table below). For segments with a product, pick the product from the list.
8. Click Check recipient count. You see, for example, "47 addresses after filters".
9. Choose one:
• Save as draft: the campaign waits on the list and you send it later with Send now.
• Schedule send: first set the date and time in the Send at field (the button changes its name once a time is set).
• Save and send now: the campaign goes out straight away, with no extra question.
10. You return to the campaign list with a message, for example "Sent to 47 recipients", "Campaign scheduled. It will go out at the chosen time." or "Saved as draft".

Form fields: campaign

Recipient segments

Each address receives the message only once, even if it matches the segment several times. People who unsubscribed from your academy's campaigns are skipped in every segment, including the manual list.

How to schedule sending

1. Fill in the campaign as above.
2. In the Send at field choose the date and time. A confirmation appears below, for example "Sends 01/10/2026, 09:00, Polish time (Europe/Warsaw). Accurate to 15 minutes."
3. Click Schedule send.
4. The campaign appears on the list with the Scheduled status.

What happens automatically

• A scheduled campaign goes out on its own within 15 minutes of the chosen time.
• Just before sending, the system counts the segment's recipients again. People who joined the segment after you saved the campaign also receive it.
• Before sending, the system checks the plan's email limit. If the campaign would exceed it, it does not go to anyone.
• Recipient replies go to the Reply to address.
• The system adds a footer with an Unsubscribe link to the end of every message, in the academy's language. Email apps such as Gmail also show their own unsubscribe button next to the sender.
• Anyone who clicks the unsubscribe link will not get any more campaigns from your academy. The unsubscribe applies to your academy only.

Something not working?

• Message "Subject and content required" → fill in the subject and the message content.
• Message "Fix the highlighted fields" → one of the fields has an error, for example a subject that is too short or an invalid address. The field is highlighted.
• Message "Wybierz produkt dla tego segmentu" ("Choose a product for this segment") → with the Bought product and Did NOT buy product segments, choose a product.
• Message "Podaj listę emaili" ("Enter a list of emails") → with Manual list, enter at least one address.
• My product is not on the list → the list only shows published products.
• I clicked "Save and send now" and saw a limit error → the campaign was saved as a Draft. You can send it from the list once the limit allows.

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7.17. Messages to learners

What it is for: you write a private message to one person in the academy or, through an email campaign, to a whole group.

Who can see it: every academy member has private messages, including learners. Email campaigns are only for the owner and admins.

Where to find it: side menu → Messages. For a group: side menu → Administration → Email marketing.

How to message one person

1. Open side menu → Messages.
2. If you already have a conversation with this person, click it in the list.
3. If not, click Message next to someone in the Start a conversation list, or click Open member directory and pick the person there.
4. Type your message in the box at the bottom ("Message Anna…"). A message can have up to 4000 characters.
5. Click Send or press Cmd/Ctrl + Enter.

Chapter 9 describes conversations from the learner's side.

How to message a group

1. Open side menu → Administration → Email marketing → New campaign.
2. Choose a segment, for example Bought product, and follow section 7.16.

If you want certain people to get a message automatically, for example every new learner, use automations (section 7.12).

Something not working?

• Message "Message cannot be empty" → type some text.
• Message "Max 4000 characters" → shorten the message or split it into two.
• I see "Not sent" next to a message → check your internet connection and send it again.