Training template - 20 June 2025

 

Training template - June 20

VIEW RECORDING - 21 mins (No highlights)

@0:01 - Jonathan Riis Gilmartin (sunrise.dk)

I saw in your email that you are officially off now. Sorry for taking, you're already taking your maternity leave.

No, this is actually just a public holiday.

 

@0:16 - Emilia Kristiansson (Assessio)

We have a midsummer day. I'm actually in the countryside. Ah, nice. Is that what you typically do in midsummer?

You go to the countryside? Is there any specific traditions? I thought you meant setting up workflows in HubSpot. Yes, that's what I do every week.

That's what I do, but that's what I do all the time anyway. Exactly. Yeah, I think that's the most usual tradition, at least, to go to the countryside and spend time with family and friends and have what we usually have on these kind of public holidays, like potatoes.

And fish, and yeah, hard liquor.

 

@1:04 - Jonathan Riis Gilmartin (sunrise.dk)

Pretty much like the same way we do it in Denmark, I would say.

 

@1:07 - Emilia Kristiansson (Assessio)

It's about the same recipe. I just think you have one kind of hard liquor, and you have another kind of hard liquor.

 

@1:13 - Jonathan Riis Gilmartin (sunrise.dk)

anyway, I think probably the main difference.

 

@1:17 - Emilia Kristiansson (Assessio)

Yeah, yeah, exactly. Okay, cool.

 

@1:20 - Jonathan Riis Gilmartin (sunrise.dk)

But I don't want to take too much of your time, so I just think we can quickly walk through the workflow.

And then we can, I just invited you to what's called SAP here, so we can set up your calendar so that I have what I need.

 

@1:33 - Emilia Kristiansson (Assessio)

I just need to have it connected once.

 

@1:34 - Jonathan Riis Gilmartin (sunrise.dk)

I should be able to reuse it for the other flows, so I can get that up and running.

 

@1:40 - Emilia Kristiansson (Assessio)

So let's, I'll just share. So me, yeah, let's go through the workflows. I just need to make sure I understand.

Of course. Correctly.

 

@1:49 - Jonathan Riis Gilmartin (sunrise.dk)

It's the best use of time so that we are perfectly aligned. So we don't, because yeah, you should have your maternity leave without interruptions.

I'm trying to make the screen bigger. Just bear with me here. Okay. Is this okay? So have the trigger, which is right now just one form.

It probably will be multiple forms for each country. That's how I envision it. If you need to do it otherwise, that's also okay.

But then we just need to look at the forms set up. But I can take that with your colleague.

don't need to spend time on that now. But right now it's different.

 

@2:27 - Emilia Kristiansson (Assessio)

So just to make sure that I understand. Because now I think what we currently have, the setup we currently have, but that I don't know we will continue having this fall, is one form per country.

So basically one site on the website for each market, and then you can sign up from there. And this one, as the country field is hidden, this form is only for Swedish, right?

So then if we would add like Norway and Denmark, then we would add that to the trigger. So we would add those forms to, we would create those forms, but just click Danish or Denmark instead of Sweden.

And then we would add those forms to this trigger as well.

 

@3:18 - Jonathan Riis Gilmartin (sunrise.dk)

Yeah, I'm trying to pull out the form, but my computer is not really wanting to work with me. But anyhow, yes, so that's the plan.

That's how it would work now.

 

@3:28 - Emilia Kristiansson (Assessio)

Wow.

 

@3:29 - Jonathan Riis Gilmartin (sunrise.dk)

That's the, that's the identify I've put in because I need to have something to branch the workflow on. But if, if you, if, you know, your colleagues decide that you would rather have one form for each type of training, which is of course also an option, what, what, what I also wrote in the email, we would just need to figure out, okay, but how do you then choose a Swedish training?

Because I'm guessing as a customer, you still have to choose Swedish language.

 

@3:54 - Emilia Kristiansson (Assessio)

Yeah, exactly.

 

@3:55 - Jonathan Riis Gilmartin (sunrise.dk)

So do we have a language drop down? we have a, I actually don't know, but. We can figure it out.

It's not a big thing. just need to make sure that we agree on, you know, how do we use a Swedish training versus a Danish training, for example, because if we have that, we'll need to have it in the form.

We can just change the workflows accordingly. So we change the trigger and we change the branch. Yeah.

 

@4:17 - Emilia Kristiansson (Assessio)

But if, so as like the most basic solution for that, could it be possible to just make that field unhidden?

So it would be visible for the user and they can just click Sweden, Denmark, blah, blah, blah. Yeah.

 

@4:37 - Jonathan Riis Gilmartin (sunrise.dk)

can actually just. And then we could, then we could, I mean, I'm sure there are a bunch of different ways to do it, but would that be a viable solution?

 

@4:48 - Emilia Kristiansson (Assessio)

Yeah, a super viable solution.

 

@4:50 - Jonathan Riis Gilmartin (sunrise.dk)

The only thing we just need to, because I'm guessing they will also have to choose dates, but will the dates be aligned across?

So you would have a MAP and METRIGMA training, the same date in Denmark. No.

 

@5:01 - Emilia Kristiansson (Assessio)

Okay.

 

@5:03 - Jonathan Riis Gilmartin (sunrise.dk)

But that makes, it's still, I mean, I think what, something we could do actually, let's just play, you can see the form now, right?

Yeah. Yes. So I was just thinking what you, something we actually could do is we could say, let's see, why is this so slow today?

We could actually put this, I'm not going to save these changes, by the way, so I'm not, we could put this up here, we could make this, unhidden, instead of having, instead of calling it contractivity, we can say, uh, prefer language or, which, which language you want in, you can always change the text.

Um, and then we say, instead of having it pre-selected, uh, we make it like this, so you can pick, I'm not sure you should show all these values, because I'm not sure you have German and Estonian training, but anyway.

And then based on what you pick here, we then show you the dates or we show you the trainings for Sweden.

We show you the training for Norway. So we show this property, but we have this property for the different countries.

It's the same property, but we only show you the Swedish values. only show you the Norwegian values based on what you put in here.

 

@6:23 - Emilia Kristiansson (Assessio)

Yeah. And that would be a setup for the form, not for the workflow. So we could, just to make me understand, like we could still keep the workflow then the way we set it up now, but we wouldn't need to change the form.

Right. Exactly. It would be a form change, but the workflow would actually work as intended based on this change.

So that would be, of course, quite nice.

 

@6:44 - Jonathan Riis Gilmartin (sunrise.dk)

But it might also solve, if you want to, if you want to have one form for each type of training across countries, that will actually solve it.

 

@6:55 - Emilia Kristiansson (Assessio)

Excellent. Okay, great. As for now, I think. We'll just go with the basic setup that we discussed previously, but it's nice to know how we can switch these things around.

 

@7:11 - Jonathan Riis Gilmartin (sunrise.dk)

It's pretty interchangeable. It's pretty easy to work with. can see, you know, this took me a couple of minutes to actually just input into the form and make this hidden.

You just need to, you can see it here, it has a tag, so you can see it's hidden, and this is hidden.

You just need to get used to it, because if you're new, if one of your colleagues opens this up and it's like, why is this in the form?

Like you need to, oh, it's hidden.

 

@7:33 - Emilia Kristiansson (Assessio)

Okay, fair enough.

 

@7:34 - Jonathan Riis Gilmartin (sunrise.dk)

You know, the customer is not seeing it, but we are just using it to make sure our automation does what it needs to do.

 

@7:42 - Emilia Kristiansson (Assessio)

Yeah, perfect. Cool.

 

@7:44 - Jonathan Riis Gilmartin (sunrise.dk)

Okay, so going back to the workflow. So I'm guessing, yeah, we go with this workflow for now, and then we can, I can work with your colleague on, if you decide to change it, we can change the form together and make that work as well.

So we need to add more. Or forms to this trigger, potentially, but right now we just have the Swedish one, right?

And Ott can also help with that, by the way. knows how to change workflows. it's not necessarily something I have to help with, but I can, of course.

And then we have the branch, and you can see here I'm branching on contractivity. So I'm branching on what the form language is, you could say.

NARC, Denmark, and so on. I'm actually not sure. Is the Netherlands having any trainings? I just added it, but I didn't know if it let's keep them there.

 

@8:33 - Emilia Kristiansson (Assessio)

Yeah, yeah, it's fine.

 

@8:34 - Jonathan Riis Gilmartin (sunrise.dk)

And then we have the message that you had all along. was an internal message that's getting sent. And then, of course, we have the subscription types, marketing contact, very important.

They need to be that, otherwise they can't receive emails. And then we send them the first email, which is the one you've done.

I just did small changes to it. Let's see if I can get a preview of it. So what I added to this.

this. So added the name, and then I added the dates, and this will be the personal, like the field they filled out.

This will input the date, like 9th of May from 9 to 12, like the input in the form that's getting set here.

So it'll look nice. And then the information is the same.

 

@9:26 - Emilia Kristiansson (Assessio)

Sorry, the mappematrygmautbildning, like the name of the event, is that dynamic, or is it static? That's dynamic. That's event name.

That's the event name. That's also the hidden field, right? Yes, exactly. The last one. Okay.

 

@9:43 - Jonathan Riis Gilmartin (sunrise.dk)

So for the two next forms, what I'll just do, I'll go in and I'll make the changes ready on the two other forms.

So I'm doing the same thing for those, and I'm not just in event name. I'm just inputting the name of the event as a default value, because then we receive it as we want it, right?

 

@9:58 - Emilia Kristiansson (Assessio)

So you don't have to change the... Templates of the emails.

 

@10:01 - Jonathan Riis Gilmartin (sunrise.dk)

It's not the same template, but we just have a dynamic value. The only thing I need to change is this one because I inputted that you can click a link and get it in your calendar.

 

@10:12 - Emilia Kristiansson (Assessio)

We will change.

 

@10:13 - Jonathan Riis Gilmartin (sunrise.dk)

It will be sent to them. So that should be okay. Yep. Going back to the workflow, but basically the workflow is now just delay until one day before date for event.

 

@10:29 - Emilia Kristiansson (Assessio)

At nine.

 

@10:30 - Jonathan Riis Gilmartin (sunrise.dk)

So we send out, there's a little branch in the workflow that says it delays until, you know, if it's on the assigned date, you'll get the email.

But if it's after the assigned date, you won't get anything. It's a little, it doesn't happen that much. It's something that Hotspot just does because otherwise, if they sign up, like if they sign up the day before, I'm not even sure they can do that.

But if they sign up the day before, they maybe shouldn't receive the email, for example, or this. at least because they sign up tomorrow you don't need the reminder so that's why and then we delay until one day after the event at 8 45 and then we send out the thank you for the training yeah which is again is the emails that that you previously had I didn't make any adjustments to that no that's great yeah so that's actually the workflow in its essence sounds good let's go with that yeah perfect and I'm thinking let's set let's set this one live don't we don't have any scheduled trainings until like end of August I think but let's set it live so we can we can review and maybe try to sign up ourselves and just try it out and let's do the same flow for you

 

@12:00 - Emilia Kristiansson (Assessio)

The other two trainings, two forms that has dates. So the Mach-V training and the MapX training. Yes. Yeah. Perfect.

And I'll do it exactly the same.

 

@12:13 - Jonathan Riis Gilmartin (sunrise.dk)

Yeah. With the form and with the workflow. Yeah.

 

@12:16 - Emilia Kristiansson (Assessio)

And then I'm not sure how updated the emails are for those trainings, but don't worry about that. If you can't find the right emails, just clone these ones and I'll ask someone to fix them next week.

Okay. That's perfect.

 

@12:35 - Jonathan Riis Gilmartin (sunrise.dk)

I will do that. I'll do that because, yeah, again, I'm not sure about the emails either. just removed the templates, but I'm not sure if they are updated.

But what I'll do is I'll put in the fields, the date field and the event name fields. I'll put that in so you don't have to do that and then change the text accordingly.

Yeah.

 

@12:57 - Emilia Kristiansson (Assessio)

Whatever they want. Right.

 

@12:58 - Jonathan Riis Gilmartin (sunrise.dk)

So that's perfect. Okay, so we just have the outlook part missing, and I sent you, you should have received something from Fabio this morning, or right about like 10 minutes ago or something, maybe in your inbox, I sent you an invitation, join your team, yes.

I think the easiest thing would be, if you could share your screen, because I just have to walk you through two steps, so that you can connect your outlook, because I can't do it for you, but I just have to, yeah.

I can't open the link for some reason.

 

@13:53 - Emilia Kristiansson (Assessio)

I'll try. Copy it. it's weird message. Yeah, you might have to create a user and so on, but I'll just share my entire screen with you.

Yes, that would be perfect.

 

@14:54 - Jonathan Riis Gilmartin (sunrise.dk)

I see you accepted, I got an email saying you have accepted now, so that's good. Mm-hmm. Thank Okay, so in the left side you can see like a small lightning thing.

 

@15:11 - Emilia Kristiansson (Assessio)

I think it's a lightning. you click that one.

 

@15:17 - Jonathan Riis Gilmartin (sunrise.dk)

Should you be able to see my subs? Let me just see. Because ideally you would have some here. Because now it says I'm in your account.

 

@15:29 - Emilia Kristiansson (Assessio)

Should it do that? Yeah, no, it's okay. It's your own user, so that should be fine. Why can't you see mine?

 

@15:39 - Jonathan Riis Gilmartin (sunrise.dk)

I thought you could see for everyone. Duplicate, move to project, move to folder, change owner, rename. I'm just trying to, I'll put a link here in the team's chat.

Let me try to see if you can actually click that one.

 

@15:56 - Emilia Kristiansson (Assessio)

Okay, once again. Be careful. . . .

 

@16:14 - Jonathan Riis Gilmartin (sunrise.dk)

I haven't set any permissions up, I just let me just see what I can do here. That's my personal folder, oh wow, can I move to like all.

Can you hear me? Can you hear me? Can you hear me? Can you hear me? Can hear me? Can you hear me?

Can you hear me? Can you hear me? me? me? Can It should be in this, I should be able to see it in this view, right?

Yeah, you should, but I'm trying to share my folder. So now if you can click folders there, next to subs, you see your own.

So I'm clicking share and it's not really doing anything for me, but... Anyway, I'll do a new folder. I'll do a new folder and share it.

Share it. Share it with my teammates. And I could say save. And I'll just move it. Just give me a second.

Move to folder. Share. Okay. So, yeah, there we are. If you click the name of it, move Now I move Yeah.

Go. Go, Ah, you can move it. Okay. And then you have a create event as a number two. Click that just anywhere really.

Yeah. And then you can say the app, the account, sorry, you can say the account as number three, and you can say change and you can say connect new account because now it's my account and it's not going to give you anything.

And it'll ask you to log in to your outlook. Then hopefully we can see the event calendar after you've done that.

Should be able to. That's a lot of Swedish I don't understand. I know there's someone who's admin, but if it's Swedish admin, they're probably not here today.

But if they can approve it on Monday, it's still fine. mean, it's not the. I can. I think this, because we have, as you probably know, an external IT support.

 

@19:06 - Emilia Kristiansson (Assessio)

ITMate, right? Yeah. Yeah, but that's fine.

 

@19:11 - Jonathan Riis Gilmartin (sunrise.dk)

I think when you have approved it, I think we will be able to connect it. So I think I can call ITMate and ask if they have approved it, and that should be okay.

And otherwise, if it's an issue, I can fix it on Monday with one of your colleagues, I'm sure.

 

@19:28 - Emilia Kristiansson (Assessio)

So, yeah, but I will still be available all of next week, actually. I've just decided. So just, yeah, we'll talk on Monday.

Okay, we can fix it. As soon as we get the approval, we can fix it.

 

@19:46 - Jonathan Riis Gilmartin (sunrise.dk)

And then I have the flow ready for the calendar invitation. It's not super urgent. We just need to enroll everyone who filled out the form in this so they get the invitation.

I mean, as you mentioned, it's far out in the future. So we just need to do it.

 

@20:02 - Emilia Kristiansson (Assessio)

But let me take that and I will make sure to get back to you on the floor.

 

@20:06 - Jonathan Riis Gilmartin (sunrise.dk)

I'll make the changes that we've done and I'll set it live and then it should be okay and test it on your end as well.

 

@20:15 - Emilia Kristiansson (Assessio)

Perfect. Okay. Then hopefully they will accept this, but let me know if they should be able to do it on Monday.

Okay. And yeah, just let me know if you need anything else to be able to set up the calendar.

I will. Okay. Perfect. Thank you so much. And have a great weekend. Yes, and have a good midsummer. Thanks a lot.

Thank you. Bye. Talk soon. Bye.