Workato-Powered Automation Eliminates Manual Monitoring of ILT Enrollment Exceptions for LabWare

The Client Profile

• Industry: Laboratory Informatics / Enterprise Software

• Use Case: ILT Enrollment Exception Management

• Headquarters: Wilmington, Delaware

• Global Reach: Customers in 125 countries

• Use Case: ILT Enrollment Exception Management

LabWare is a global provider of laboratory informatics software specializing in Laboratory Information Management Systems (LIMS), Electronic Laboratory Notebooks (ELN), and laboratory automation. Founded in 1987 and headquartered in Wilmington, Delaware, LabWare supports more than 30,000 laboratories across 2,500 companies in 125 countries.

Operating at that scale requires internal systems and processes capable of supporting employees and administrators across a geographically distributed organization. Within LabWare’s learning environment, one seemingly simple administrative event—deactivating a user—could create downstream problems when that employee was still enrolled in instructor-led training.

LabWare needed a way to identify those exceptions automatically and get the right information to the right regional administrators without requiring constant manual oversight.

The Challenge

_When User Deactivation Creates an ILT Enrollment Blind Spo_t

Deactivating a user in a learning management system may seem straightforward but what happens when that user is already enrolled in an upcoming instructor-led training session?

For LabWare, that scenario created an administrative gap.

A user could be deactivated while still holding an active ILT enrollment. Without an automated process connecting those two events, regional Docebo power users needed to identify the conflict manually.

The process created several challenges:

• Deactivated users could remain enrolled in upcoming ILT sessions.

• Regional administrators lacked an automated way to identify affected enrollments.

• Power users had to rely on manual monitoring to catch exceptions.

• Inactive users could remain on instructor rosters or occupy training capacity.

• Administrators needed to determine which regional team should respond when an exception occurred.

The issue wasn't that Docebo couldn't deactivate users or manage ILT enrollments. The challenge was connecting those events with the business logic required to automatically identify and escalate an exception.

LabWare needed an automation layer capable of monitoring what happened inside the LMS and triggering the appropriate response.

The Solution

Using Workato to Automate ILT Enrollment Exception Management

Quandary built a custom automated notification recipe through Docebo Connect, powered by Workato, to detect when a deactivated user was still enrolled in instructor-led training. Workato served as the automation engine behind the workflow.

Rather than requiring administrators to continually compare user status against ILT enrollment information, the automation could evaluate those conditions automatically. When the appropriate conditions were met, the workflow identified the exception and notified the relevant regional Docebo power users.

Detecting User Deactivation Automatically

The workflow began with a change in user status. When a user was deactivated, Workato-powered automation could trigger the process rather than waiting for an administrator to discover the change manually.

That event became the starting point for a larger decision-making workflow.

Checking Active ILT Enrollment

A deactivated user didn't necessarily require intervention. The critical question was whether that user was still enrolled in instructor-led training.

The Workato recipe applied that business logic automatically, checking the user's enrollment status to determine whether an actionable exception existed. If no relevant ILT enrollment was found, no unnecessary administrative intervention was required.

If the user remained enrolled, the automation continued to the next step.

Routing the Exception to the Right Regional Team

Identifying the problem was only part of the solution. LabWare operates across a global organization, meaning the appropriate administrator could vary based on the affected user or region.

The workflow identified and notified the appropriate regional Docebo power users, ensuring that the exception reached the people responsible for resolving it. Instead of administrators searching for issues, Workato pushed actionable exceptions directly to them.

Replacing Manual Monitoring With Event-Driven Automation

The custom recipe changed the administrative model. Previously, administrators needed to monitor user status and ILT enrollments to discover potential conflicts. With Workato, the process became event-driven.

A user-status change triggered the workflow. The automation checked the relevant enrollment information, applied the appropriate logic, and notified the responsible administrators when intervention was required. Human attention was reserved for the exception—not the monitoring required to find it.

The Results

Automated Detection of ILT Enrollment Conflicts

LabWare no longer needed to rely exclusively on administrators manually identifying when a deactivated user remained enrolled in ILT. Workato continuously applied the required business logic as part of the automated workflow.

Near-Real-Time Administrator Visibility

Regional Docebo power users could be notified when an actionable enrollment exception occurred. Instead of discovering issues through periodic manual review, administrators gained faster visibility into situations requiring attention.

More Accurate Instructor Rosters

Automatically identifying deactivated users with active enrollments helped administrators address records before they continued to affect upcoming sessions. This reduced the likelihood of inactive users remaining unnecessarily on instructor rosters.

Better Utilization of ILT Capacity

An inactive employee occupying an ILT enrollment can prevent that capacity from being used by someone else. Faster identification of those enrollments gave administrators the opportunity to release or reassign training capacity sooner.

Reduced Administrative Monitoring

Most importantly, Workato removed the need for employees to spend as much time actively looking for these exceptions. Administrators could focus on resolving issues that actually required human judgment while automation handled the repetitive monitoring and detection.

The Impact

Some of the most valuable enterprise automations aren't massive end-to-end processes. They're the workflows that eliminate the small administrative gaps employees repeatedly have to monitor.

LabWare's ILT enrollment process is a strong example. By using Workato-powered automation within Docebo, Quandary connected two events that previously required human oversight: user deactivation and active ILT enrollment.

• Automated detection of deactivated users with active ILT enrollments

• Targeted notifications to the appropriate regional Docebo power users

• Faster visibility into enrollment exceptions requiring administrator action

• Scalable exception management across a geographically distributed organization

Workato was the critical automation layer that connected user-status changes with enrollment data and LabWare's regional business rules. Instead of asking employees to repeatedly search for exceptions, Workato identified when the defined conditions occurred and automatically routed the issue to the appropriate team.

The result was a more proactive learning administration model—one where automation handled monitoring and employees focused on the exceptions that actually required their attention.