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AI agent for training coordinators

Learning Platform Enrollment Cleanup Agent

Enrollments match each person's current role, with changes confirmed on the platform.

Data cleanupEducation
See how it worksGet access
Learning Platform Enrollment Cleanup Agent: what goes in, what the agent does and what you get

What it does

After a reorganization, the sales team still gets the old compliance course while the new managers get nothing. This agent reads HR changes, role-to-course rules and current enrollments and finds mismatches. It drafts adds and removals. After each batch it checks that the platform shows the expected result and fixes any failures. It reads the platform again after every batch rather than trusting that the change worked. It also lists people who match no role rule, so you can decide what they should be assigned. Nothing is removed from a person's completed history, only from future assignments. Edge case: a person on leave is flagged and skipped until their return. The coordinator approves changes to live assignments.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueYes, continueNoNo 1 STARTS WHEN HR changes arrive 2 USES A TOOL Read the HR changes and the role-to-course rules 3 USES A TOOL Pull current enrollments from the platform 4 DOES Find mismatches between roles and enrollments 5 DOES Draft adds and removals in batches 6 YOU APPROVE Coordinator approves each batch 7 USES A TOOL Apply the approved batch in the platform 8 CHECKS THE RESULT Does the platform show the expected enrollments? If not: retry the failures and log errors. Back to step4. 9 CHECKS THE RESULT Are there any people with no applicable rule? If not: flag them for the coordinator. Back to step 3. 10 RESULT Cleanup report
Read the steps as a list
  1. HR changes arrive
  2. Read the HR changes and the role-to-course rules
  3. Pull current enrollments from the platform
  4. Find mismatches between roles and enrollments
  5. Draft adds and removals in batches
  6. Coordinator approves each batchThe agent waits here for your OK.
  7. Apply the approved batch in the platform
  8. Does the platform show the expected enrollments?If not: retry the failures and log errors. Back to step 4.
  9. Are there any people with no applicable rule?If not: flag them for the coordinator. Back to step 3.
  10. Cleanup report

How it decides

It compares each person's role with the rule list and proposes adds or removals only where the rule clearly applies.

  • Remove a course only if it is not required for the person's new role.
  • Skip people on leave until they return.
  • Do not remove completed records.
  • Apply changes in batches of 50 or fewer.

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Batch size
  • Role rule list
  • Leave handling
  • Frequency
  • Platform fields

What keeps you in control

It always asks you first

  • Every batch of adds and removals

Hard limits

  • Do not delete completion records.
  • Do not apply changes without approval.

It stops when

  • Done: enrollments match roles and the platform confirms
  • Stop: role rules are missing, so the agent asks the coordinator

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensAfter a reorganization, 63 people changed roles. The agent finds 41 mismatches and drafts two batches. Batch one of 25 is applied, but the check shows 3 still missing due to a group sync error. The agent retries and fixes them. Ms. Jung approves batch two, and the platform matches.

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