As an Admin, you can access the Notifications section within the Academy Workspace from the left navigation panel. In this area, you will find two types of notifications:
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Academy
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Reminders
Academy Notifications happen when a certain action triggers. Reminders are scheduled notifications that send out an overview at either a regular interval (with frequency), or at certain times before an event (with reminders).
Navigation
To locate the Scheduled Notifications in your Academy, navigate to the Academy Workspace, select Notifications from the left-hand menu, and then choose Reminders.
Select the notification you are looking for, and use With Reminders to set one or more 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.
Select With Frequency to set the frequency of the reminders (daily/weekly/monthly).
Available Reminders
Please find below a list of all of the available reminders:
| Notification | Default Recipient | Purpose |
| Notification about login | Employee | To inform Employees that they haven't logged in to the system after a certain number of days (of inactivity). |
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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. |
| 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 learning path due date | Employee | To remind the employee about the learning path due date |
| Manager notification about employees' learning path due date | Learning Path Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above | To inform the manager about the employees who haven't completed a learning path with a due date |
| Notification about missed learning path due date | Employee/Learning Path Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above |
To inform: - the employee that they failed to complete a learning path within its due date - the manager about the employees that failed to complete a learning path within its due date |
| Notification about expiring learning path certificate | Employee/Learning Path Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/Assistant Direct Head of Above | To remind about an employee's learning path certification that will expire soon |
| Notification about expired learning path certificate | Employee/Learning Path Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/Assistant Direct Head of Above | To remind about an employee's learning path certification that expired |
| Notification about periodical content update | Admin/ Creator | To inform the recipient that a content material should be updated |
| Notification about upcoming training event and prerequisites not completed |
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 can receive email notifications from your Academy.
Tip #2: You can customize the audience of your scheduled notifications based on your Academy’s organizational structure. Default recipients are preselected, but you can further narrow the audience to target specific groups. To do this, locate the desired notification, select it, and follow the steps outlined below.
Tip #3: When a reminder is scheduled to be sent one day before an upcoming event at a specific time, the notification will be delivered within the 24-hour period preceding the event’s start time, according to the specified schedule.
For instance, if an event is set to begin on May 15, 2025, at 7:30 AM GMT-7 and the reminder is scheduled to be sent one day before the event at 6:00 AM GMT-7, the notification will actually be sent 90 minutes prior to the event's start time. This is because the system looks for the specified time within the 24-hour window preceding the event.
This works respectively depending on the number of the “Days Before" or “Days After“.
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/Learning Path/Event notification is configured, it will have a higher priority over the academy (or custom recipient) notification.
Your Personal Settings
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 the Notifications tab in their personal settings.
Access Your Settings
- Select your avatar in the top-right corner.
- From the drop-down menu, select Settings.
My Notifications Settings
- Go to Notifications.
Related Articles:
Understanding Manager Notifications for Upcoming Course and Learning Path Due Dates