Build spec: completion-aware, tailored delivery.

The idea in one diagram

LearnWorlds is the source of truth for what each learner has actually done. A small sync reads that and writes two things into GHL: completion tags (so the workflow can branch) and per-client fields (so the email can be tailored). The workflow sends, the dashboard watches.

flowchart TD
  LW["LearnWorlds\nper-section progress (API)"]
  SYNC["Sync job, hourly\nreads LW, writes GHL"]
  TAGS["GHL completion tags\ntr101 s{n} complete"]
  FIELDS["GHL per-client fields\npace, weak module, coach note"]
  WF["Reusable workflow\nbranches at each send"]
  EMAIL["Tailored email\none template, merged per client"]
  DASH["Dashboard\nGHL stage + LW %"]
  CLIENT(["Client"])

  LW --> SYNC
  SYNC --> TAGS
  SYNC --> FIELDS
  TAGS --> WF
  WF -->|"done? send next : nudge"| EMAIL
  FIELDS --> EMAIL
  EMAIL --> CLIENT
  CLIENT -->|"watches videos + simulator"| LW
  TAGS --> DASH
  LW --> DASH

  classDef src fill:#e0f2fe,stroke:#0ea5e9,color:#0f172a;
  classDef job fill:#fef3c7,stroke:#b45309,color:#0f172a;
  classDef app fill:#f0fdf4,stroke:#16a34a,color:#0f172a;
  class LW src; class SYNC,WF job; class TAGS,FIELDS,EMAIL,DASH,CLIENT app;
  

Why each GHL piece exists

Completion-aware: the branch

Emails do not just fire on a clock. Before each session, the workflow checks whether the learner finished the previous one in LearnWorlds:

• Finished → send the next session's prework on schedule.
• Not finished → send a catch-up nudge instead, and hold the pipeline, so nobody is pushed ahead while behind.

For that to be correct, GHL must know completion at send time. That is the sync's job, below.

The LearnWorlds to GHL sync (the linchpin)

A small scheduled job, hourly. Recommended as our own job rather than Zapier, because we need section-level detail that maps cleanly to "session N," which Zapier's course-level triggers cannot do. It also avoids per-task Zap cost. Hourly is plenty for a weekly cadence.

1. Pull the cohort's contacts from GHL (email is the join key).
2. Read each learner's LearnWorlds progress (progress_per_section_unit).
3. If every unit in section N is complete, ensure the GHL tag tr101 s{n} complete exists (idempotent).
4. Write the per-client tailoring fields (next section). Optionally advance the pipeline stage.

Tailored to each client (data-driven, no AI)

Every client gets a different email from one template, by merging per-client fields the sync computes from their real LearnWorlds data. Deterministic, so it is safe to auto-send with no review step. It is just their own numbers, phrased.

One template:

Hi {{first_name}}, you're {{tr101_pace}} in TR 101 ({{tr101_sessions_done}} done, {{tr101_progress_pct}} overall). {{tr101_coach_note}} Before Session {{tr101_current_session}}, give {{tr101_weak_module}} another pass.

Renders two different emails:

• Dale: "you're ahead (3 of 8 done, 63% overall). You're ahead of your cohort, nice work. Before Session 4, give Pricing Conversations another pass."
• Rosa: "you're a session behind (2 of 8, 41% overall). Let's catch up before Thursday. Before Session 3, give Objection Handling another pass."

What we need from you to start

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