Scheduling Email Notifications for an Academy

As an Admin, under Notifications, you have two different types of notifications:

  • Academy Notifications
  • Scheduled Notifications

Select With Reminders to set one or more daily reminders for your recipient(s).

You can add up to 12 reminders per scheduled notification.

You must filter the users based on job and location, and send the notifications to specific recipients only.

You can select if you wish a reminder to be sent on specific days or specific hours before/after the relevant action.

Please Note: You are able to set different reminders per different role. For example, you can notify the employee about an expiring certificate 5 days before the expiration, and also let the Course assignor know 2 days before the employee's expiring certificate.

 

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Select With Frequency to set the frequency of the reminders (daily/weekly/monthly). 

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If  the Academy Admin has enabled a scheduled notification to be sent to all Managers, each one of them will have the option to turn them off on a personal level, by accessing his personal settings (Me> My Settings> Notifications> General Academies):

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To find the Scheduled Notifications in your Academy just head to the Admin Panel, click on Notifications on the left menu and then select Scheduled. 

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Please find below a list of all of the available scheduled notifications: 

Notification Default Recipient Purpose
Employee notification about course due date Employee To remind the employee about the course due date
Manager notification about employees' course due date Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above To inform the manager about the employees who haven't completed a course with a due date
Notification about missed course due date Employee/Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above

To inform:

- the employee that he/she failed to complete a course within its due date

- the manager about the employees that failed to complete a course within its due date

Notification about expiring course certificate Employee/Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/Assistant Direct Head of Above

To remind about an employee's course certification that will expire soon

Notification about expired course certificate Employee/Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/Assistant Direct Head of Above To remind about an employee's course certification that has expired
Notification about upcoming training event Instructor Led Classroom - Employee/Instructor Led Classroom - Instructor/ Live Session - Employee/Live Session - Instructor

To remind the employee or/and the instructor about an upcoming event that they are attending/instructing

Manager notification about employees' course completion Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above To inform the manager about the employees who have completed a course
Employee notification about curriculum due date Employee

To remind the employee about the curriculum due date

Manager notification about employees' curriculum due date Curriculum Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above To inform the manager about the employees who haven't completed a course with a due date
Notification about missed curriculum due date Employee/Curriculum Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above

To inform:

- the employee that he/she failed to complete a curriculum within its due date

- the manager about the employees that failed to complete a curriculum within its due date

Notification about expiring curriculum certificate Employee/Curriculum Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/Assistant Direct Head of Above

To remind about an employee's curriculum certification that will expire soon

Notification about expired curriculum certificate Employee/Curriculum Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/Assistant Direct Head of Above

To remind about an employee's Curriculum certification that expired

Notification about periodical content update Admin/ Creator

To inform the recipient that a content material should be updated

Notification about login Employee

To inform Employees that they haven't logged in to the system after a certain number of days (of inactivity).

Notification about login before auto-deactivation

Please note that this notification will be available only if the "Auto Deactivation of Users" advanced setting is enabled for your academy

 Employee

To inform Employees that they will be automatically deactivated after a certain number of days if they do not log into the system.

Notification about reaching the membership milestone Unit Manager/ Assistant Unit Manager/ Direct Head of Above Unit/ Assistant Direct Head of Above Unit

The notification will be sent to managers x days after a user joined the academy, notifying them about reaching the membership milestone.

Notification about upcoming training event and prerequisites not completed

Employee / Course Assignor / Unit Manager / Assistant Unit Manager / Direct Head of Above / Assistant Direct Head of Above

To inform the recipient that he or their employee, has not completed the prerequisites of a course, which has an upcoming event step.

 

Tip #1! Please note that only users with confirmed email addresses are able to receive email notifications from your Academy. 

Tip #2! You have the option to configure the audience of your scheduled notifications based on its org structure! We have selected the default recipients for you but you can filter them down so that only users with s specific org structure will take the notification! To do so, find the notification in question, click on it and follow the instructions below!

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Additional notes:

  • If both of the toggles shown in the above image are turned to yes, the notification will not be delivered to the default recipients. It will be delivered only to the recipients who meet the criteria of the “Default” option + the custom criteria set on the org level.
  • Only one (1) Filtered Recipient List can be available per notification.
  • You can give a custom title to the Filtered Recipient List.
  • If a Course/Curriculum/Event notification is configured, it will have a higher priority over the academy (or custom recipient) notification.
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