Automate Routine Work
Repetitive admin work has to get done, but it doesn’t need you. MILES gives you the tools to automate it, so you can spend your time on what matters.
Automate with tags
Section titled “Automate with tags”Tags are labels you attach to people and to course modules, such as Department: Warehouse or First Aider. They also help you find and filter. You can set them one by one, for many people at once in the user list, or when inviting someone. Your HR system can set them through the API.
With tags, you describe people and content once and tell your groups and roles what to do with each tag. Whenever a tag is added or removed, MILES adds or removes the matching group memberships, roles, and library content.
To make this concrete, we’ll follow one example through this page. It’s only one of many ways to use tags; you’ll find more use cases further down.
Sarah starts as team lead in the warehouse. She gets three tags: Department: Warehouse, Team Lead: Warehouse, and Team Lead. Why two team-lead tags? A rule reacts to one tag at a time, so “team lead in the warehouse” needs a tag of its own.
What you can automate
Section titled “What you can automate”Group membership
Section titled “Group membership”A group can react to a tag: everyone with the tag is invited to the group, as a student, tutor, manager, or any combination of these. Like any invitation, it takes effect once the person accepts it. Until then, group managers see it among the group’s pending invitations.
In Sarah’s case, the group Warehouse Safety invites everyone with Department: Warehouse as a student and everyone with Team Lead: Warehouse as a manager. The group Leadership Basics invites everyone with Team Lead as a student.
Once Sarah accepts, she gets the group’s content and assessments automatically, if the group is set up for it (see other automations).
Roles and permissions
Section titled “Roles and permissions”A role can react to a tag, too: everyone with the tag gets the role. With Team Lead, Sarah gets the MANAGER role, which gives her the permissions she needs as a manager in the group Warehouse Safety.
Whoever can edit users can also give them tags, and with each tag, the roles linked to it. Link a tag to a role that can edit users, roles, or tags (such as ADMIN) only if you trust everyone who edits users.
Group libraries
Section titled “Group libraries”Tags work for course modules, too. A group can collect every course module with a given tag in its library.
The group Warehouse Safety collects every course module tagged Department: Warehouse. When an author tags a new course module about hazardous goods, it appears in the library, and if the group assigns its content automatically, every student in the group gets it.
When things change
Section titled “When things change”Automations follow your tags whenever they change.
Sarah moves to shipping. Her warehouse tags are swapped for Department: Shipping and Team Lead: Shipping. Sarah is automatically removed from the group Warehouse Safety and invited to the group Shipping Safety, again as student and manager. Everything that comes from Team Lead stays as it is.
Sarah leaves the company. Once her tags are removed, she is automatically removed from every group and role they brought her, in one step. Deactivating her account alone doesn’t remove them.
A few things are good to know here:
- Removing a tag reverses what it granted, even if it was added by hand. MILES doesn’t keep track of who added a membership or a role.
- Whatever another tag still grants, stays. If two of Sarah’s tags invite her to the same group, she remains a member as long as one of them is left.
- Changing a rule applies right away to everyone who already has the tag, not only to people tagged later.
- Deleting a tag keeps what it granted. Memberships, roles, and library entries stay; they’re simply no longer kept up to date. To undo a tag’s effects, remove it from its groups and roles first, then delete it.
A single change can reach many people. Before you save, MILES shows you who is added or removed, which roles are given or taken away, and which content comes or goes.
More use cases
Section titled “More use cases”Departments are just one example. Anything that decides who needs what can become a tag:
- Locations: Site: Vienna brings people into the group with the site’s safety instructions.
- Qualifications: First Aider invites people to the first-aid refresher.
- Projects: Project: New Plant gathers the team and the project documentation in one group.
- Partners: Franchise Partner opens the partner group and grants a role limited to what partners need.
- Trainees: Trainees 2026 puts a year’s trainees in their group, and Trainer adds the tutors.
Setting it up
Section titled “Setting it up”Rules live with the group or role they belong to: in the group’s settings and on the role’s page, in the Tags / Automations section. Add a tag there and choose what it should do: Automatically invite users (as student, tutor, or manager), Automatically add course modules, or, on a role, Automatically assign role.
To see what a tag does, open it in the tag list. Its Automations section shows every group and role it’s linked to. Tags with automations carry a lightning bolt , so you can tell them apart from plain tags.
Who can set up what:
- Rules on a group: managers of that group who may edit groups.
- Rules on a role: everyone who may edit roles.
- Tags on people and course modules: everyone who may edit users or course modules. The automations then run for them, including in groups they don’t manage themselves.
People without access to tags don’t see any of this. Everything else works for them as usual.
Linking a group or a role to a tag is a trade-off: whoever can hand out the tag now decides who joins the group or gets the role. You give up a little control, and in return, the work is done for you. For roles with powerful privileges, choose carefully.
Other automations
Section titled “Other automations”MILES automates more of the routine around groups, assessments, and content:
Content for new members
With Auto-assign content, everyone who joins a group gets its content, without assigning the content individually.
Assessments for new members
Group members are invited to the group’s assessments, including those who join later.
Certificates
MILES creates certificates and participation confirmations for your assessments, on standard templates or your own.
Translations
Content is written once. Its translations follow every change automatically.
Tags from your identity provider
Section titled “Tags from your identity provider”We plan to let MILES set tags automatically from your identity provider, for example from your groups in Microsoft Entra ID. Your departments and teams would then turn into tags on their own. If that would help your organization, let us know. Hearing about your setup helps us shape the feature.
For developers
Section titled “For developers”Tags set through the API trigger the same automations, for example when departments are synced from an HR system. More about the MILES API.