You not only have the option to set up an academy notification for all of the OJTs in your Academy, as an Admin, but you also have the option to set up notifications only for specific OJTs.
If you want to set up a notification for all the OJTs in your Academy, you may read the following article for more information: On-the-Job Training Notifications
Setting Up Specific Notifications
In the left navigation, make sure you are in the Admin Workspace.
When in the Admin Workspace, select Training Admin for all Training Administration options.
Select Manage Training and then select On-the-Job Training.
Here, select the On-the-Job Training from the list.
Under Notifications on the right, select Academy.
The notifications that are available at the OJT-level are the following:
|
Notification |
Default Recipient |
Purpose |
Editable / In-app |
|
Trainee gets email notification when he/she is ready for On-the-Job Training |
Trainee |
To inform the Trainee that he is ready to proceed with his required On-the-Job Training. |
Yes / No |
|
Manager gets email notification when trainee is ready for On-the-Job Training |
Unit Manager/ Assistant Unit Manager/ Training Manager/ Admin* [Required Job Permission: Assess OJT Performance] |
To inform the Unit Manager that a Trainee is ready to proceed with the required On-the-Job Training. *This notification will be sent to admins only in cases where tasks are signable only by admins. |
Yes / No |
|
Manager gets email notification when trainee has completed the required On-the-Job Training |
Unit Manager/ Assistant Unit Manager/ Head of Above Unit/ Assistant Head of Above Unit/ Training Manager/ Admin* [Required Job Permission: Assess OJT Performance] |
To inform the Manager that a specific Trainee has completed the required On-the-Job Training. *This notification will be sent to admins only in cases where tasks are signable only by admins. |
Yes / Yes |
|
On-the-Job Training: Home Assignment |
OJT Creator/ Unit Manager/ Assistant Unit Manager/ Head of Above Unit/ Assistant Head of Above Unit/ Training Manager/ Admin* [Required Job Permission: Assess OJT Performance] |
To inform the Manager that someone has uploaded a file for the required Home Assignment task. *This notification will be sent to admins only in cases where tasks are signable only by admins. |
Yes / Yes |
|
Trainee gets email notification when manager comments on their On-the-Job Training |
Trainee |
To inform the Trainee that the Trainer commented on his/her On-the-Job Training Task |
Yes / No |
|
Trainee gets email notification when trainer has completed their On-the-Job Training |
Trainee |
To inform the Trainee that their Manager has completed their On-the-Job Training. |
Yes / No |
When you first access this page on an OJT level, the default options for all notifications will be exactly the ones that you have configured on an academy level. That means, that the notifications will continue to be sent per the Academy settings, for the OJT in question.
If nothing is configured for a specific email notification on the OJT page, you will see the following message “Currently, this email notification is being sent out based on your academy’s general notification settings. Any change in the following settings will only be applied for this specific On-the-Job training.” This way you can distinguish which notifications are configured on an OJT level for this OJT and which are not.
Once a change is made on a notification on the OJT level, then any change made on the academy level for this notification will not be applied to the specific OJT. From that point, only the configuration options made on this notification on the OJT level will define how and if this notification will be sent for this OJT. In this case, you will see the following message "Currently, this email notification is being sent out based on the following settings, which are specific to this On-the-Job training.” which means that any changes made at the Academy level will not be applied for this notification on the OJT level.
Last but not least, at the bottom of each notification, there is a button available, the “Restore to Academy Settings” button. By clicking this button the email notification will be restored to the settings configured on the academy level. This way you can restore the notification back to the academy level. Once you do this, any changes made on the Academy level will also be applied to this notification on the OJT level.
Note: Training Managers do NOT see the OJT notifications. There's no available settings for this.