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How to use

This page explains how to use Smart Rules AI in real course workflows (step-by-step thinking), so you can build rules that are reliable and easy to maintain.

If you want the click-by-click UI steps, start here: Quickstart.

The workflow (how Smart Rules AI works)​

A Smart Rules AI automation is always:

  1. Rule (name + active/inactive)
  2. Condition (who matches and when)
  3. Action (what happens for matched learners)

A practical way to think about it:

Condition = detection
Action = intervention

Step 1 — Define the learning problem (one sentence)​

Examples:

  • “Learners stop coming to the course.”
  • “Learners pass an activity but don’t continue.”
  • “Learners score low and need extra practice.”

This keeps the rule focused and prevents overly complex automations.

Step 2 — Pick the condition that best matches the problem​

Use this as a quick guide:

  • No course access → learners are not entering the course
  • Course inactivity at time intervals → learners are inactive relative to a base date (enrolment/course start)
  • Activity completed → learners finished a specific activity
  • Activity not completed → learners missed completion by an expected date
  • Grade in activity → learners scored below/above a threshold
  • Activity completion with passing grade → learners completed and passed

See the full list and configuration details here: Available conditions.

Keep it simple

Start with one condition per rule. Add complexity only when the basic automation works reliably.

Add conditions Conditions list

Step 3 — Choose the action (what you want to happen)​

Common actions:

  • Send notification → reminders, encouragement, teacher alerts
  • Enable activity → unlock content only for specific learners
  • Create AI reinforcement activity → generate extra practice automatically (requires extra plugins)

See configuration details here: Available actions.

Add actions Actions list

Step 4 — Write the message or prompt (make it useful)​

For notifications, include:

  • A friendly reason (“We noticed you haven’t accessed the course…”)
  • A clear next step (“Continue here:” + course link)
  • A supportive tone (avoid blame)

You can personalize text using placeholders (for example learner name and course link). These are documented in the Send notification action.

Send notification Notification placeholders

Step 5 — Activate, then monitor​

  • Turn the rule Active when it’s ready.
  • Verify it behaves as expected (especially in a test course first).

Rules list showing the configured rule summary

If nothing seems to happen, check Prerequisites (cron is the most common cause).

Pattern A — One rule = one purpose​

Good:

  • “Inactivity reminder (7 days)”
  • “Congrats on passing Activity 2”
  • “Low grade follow-up for Quiz 1”

Avoid:

  • “All interventions in one mega-rule”

Why: smaller rules are easier to debug, explain, and maintain.

Pattern B — Prevent notification spam​

If you send notifications:

  • Use longer intervals for reminders (for example weekly instead of daily)
  • Keep messages short and actionable
  • Notify teachers only when necessary

Also review your site-level notification setup if you use Message Hub: Configuration.

Pattern C — Make completion and grading consistent​

Several conditions depend on Moodle’s completion/grading configuration. If an activity does not appear in a condition selector, it usually means completion or grade settings are missing.

See the notes in: Available conditions.

Common “how do I…” scenarios​

I want learners to come back to the course​

Use:

  • Condition: No course access
  • Action: Send notification

Ready-to-copy version: Use cases (Templates) – Template 1

I want to congratulate learners when they pass​

Use:

  • Condition: Activity completion with passing grade
  • Action: Send notification

Ready-to-copy version: Use cases (Templates) – Template 2

I want to intervene when grades are low​

Use:

  • Condition: Grade in activity with a threshold (for example Must be < 60)
  • Action: Send notification (or AI reinforcement if enabled)

Ready-to-copy version: Use cases (Templates) – Template 3

I want to follow up after a missed deadline​

Use:

  • Condition: Activity not completed with an expected completion date
  • Action: Send notification

Ready-to-copy version: Use cases (Templates) – Template 4

I want to generate personalized practice automatically​

Use:

  • Condition: No course access or Grade in activity
  • Action: Create AI reinforcement activity

This requires extra plugins; see: Prerequisites
Ready-to-copy version: Use cases (Templates) – Template 5

Troubleshooting checklist (fast)​

If a rule does not behave as expected:

  1. Is the rule Active?
  2. Does the condition match real learners right now?
  3. Are required activity completion / grade settings configured?
  4. Is cron running reliably? (See Prerequisites)
  5. For notifications: are the right roles selected in “Roles to notify”?

If you still can’t find the cause, go back to: