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 |
| You haven't logged into the academy in a certain amount of days | Employee | To inform Employees that they haven't logged in to the system after a certain number of days (of inactivity). |
|
Your account is at risk of deactivation due to inactivity 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. |
| Your team members have reached milestone days in the academy | Unit Manager/ Assistant Unit Manager/ Direct Head of Above / Direct Assistant Head of Above | The notification will be sent to managers x days after a user joined the academy, notifying them about reaching the membership milestone. |
| Your course is due soon | Employee | To remind the employee about the course due date. |
| Your learning path is due soon | Employee | To remind the employee about the learning path due date. |
| Learners haven't completed a course that's due soon | Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/ Direct Assistant Head of Above | To inform the manager about the employees who haven't completed a course with a due date. |
| Learners haven't completed a learning path that's due soon | Learning path Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/ Direct Assistant Head of Above | To inform the manager about the employees who haven't completed a learning path with a due date. |
| Course due dates were missed | Employee/Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/ Direct Assistant 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. |
| A course certificate expires soon | 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. |
| A course certificate has expired | Enrolled User/Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/Assistant Direct Head of Above/Dropout User | To remind about an employee's course certification that has expired. |
| You have an upcoming in-class event or virtual event | Employee + Instructor | To remind the employee or/and the instructor about an upcoming event that they are attending/instructing. |
| Learners recently completed a course | Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above | To inform the manager about the employees who have completed a course. |
| Learning path due dates were missed | Employee/Learning path Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/ Direct Assistant Head of Above/ Direct Assistant 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. |
| A learning path certificate expires soon | 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. |
| A learning path certificate has expired | 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. |
| A resource needs to be updated | Admin/ Creator | To inform the recipient that a content material should be updated. |
| Your library content is about to expire | Item Owner/ Admins |
To inform the recipient that their library content is expiring soon. |
| An event certificate has expired | Enrolled User/ Unit Manager/ Assistant Unit Manager/ Direct Head of Above/ Direct Assistant Head of Above/ Dropout User | To inform the recipient that their event certificate has expired. |
| A course was recently retired | Admins/ Training Managers/ Employees | To inform the recipient that their a course was recently retired. |
| A course is set to retire soon | Admins/ Training Managers/ Employees | To inform the recipient that their a course is set to retire soon. |
| Prerequisites haven't been completed for training event | Direct Assistant 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. |
| Notification about upcoming Performance Review | Reviewer / Self Reviewer | To inform the recipient that they have to complete their review by a specific date. |
| Notification about started Performance Review | Reviewer / Co-Planner / Self Reviewer | To inform the recipient that the Performance Review process has started. |
| Notification about approaching Performance Review Due Date | Reviewer / Co-Planner / Self Reviewer | To inform the recipient that the Performance Review Due Date is approaching. |
| Notification about Performance Review Missed Due Date | Reviewer / Co-Planner / Self Reviewer | To inform the recipient that they missed the Due Date for completing the Performance Review process. |
| Notification about approaching Anniversary Performance Review Due Date | Reviewer / Co-Planner / Self Reviewer | To inform the recipient that the Performance Review Due Date is approaching. |
| Notification about approaching Goal Task(s) Due Date | Goal Assignee / Goal Owner | To inform the recipient about Goal Tasks that are due. |
| Notification about Expiring Coaching Target | Coach | To inform the coach that their Coaching Targets need to be completed. |
| Your group library content is about to expire | Item owner / Admins | To inform the recipient that some content in their group library is expiring soon. |
| Leaderboard insights | Learner | To inform the recipient about their weekly leaderboard report. |
| Leaderboard reset reminder | Employee |
To encourage the recipient to remain engaged and strive for a top position before the leaderboard resets. |
| Top players in a game | Employee | To inform the recipient about the top players in a game. |
| The competition is ending soon. | Employee | To inform the employee that their competition is ending soon. |
| Reminder to join the competition | Employee | To remind the employee that they can still join the competition. |
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