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.
Select With Frequency to set the frequency of the reminders (daily/weekly/monthly).
- Daily reminders with frequency are triggered at the configured time each day.
- Weekly reminders with frequency are triggered every Monday at the configured time.
- Monthly reminders with frequency are triggered on the first day of each month at the configured time.
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):
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.
Please find below a list of all of the available scheduled notifications:
| Notification | Default Recipient | Purpose |
| Your course is due soon | Employee | To remind the employee about the course due date. |
| Learners haven't completed a course that's due soon | 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. |
| Course due dates were missed | 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. |
| 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 | 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. |
| 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. |
| Your learning path is due soon | Employee | To remind the employee about the curriculum due date. |
| Learners haven't completed a learning path that's due soon | 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. |
|
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 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. |
| A learning path certificate expires soon | 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. |
| 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 Curriculum 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 certifi.cate 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 |
| 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). |
|
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 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. |
| Prerequisites haven't been completed for training event | To inform the recipient that they or their employee, have not completed the prerequisites of a course, which has an upcoming event step. | |
| You have an upcoming performance review | Reviewer / Self Reviewer | To inform the recipient that they have to complete their review by a specific date. |
| The performance review process has started | Reviewer / Co-Planner / Self Reviewer | To inform the recipient that the Performance Review process has started. |
| A performance review is due soon | Reviewer / Co-Planner / Self Reviewer | To inform the recipient that the Performance Review Due Date is approaching. |
| Performance review due dates were missed | Reviewer / Co-Planner / Self Reviewer | To inform the recipient that they missed the Due Date for completing the Performance Review process. |
| Someone's goal is due soon | Goal Owner / Unit Manager / Assistant Unit Manager / Direct Head of Above / Direct Assistant Head of Above | To inform the recipient that their goal is due soon. |
| Goal due dates were missed | Goal Owner / Unit Manager / Assistant Unit Manager / Direct Head of Above / Direct Assistant Head of Above | To inform the recipient that their goal due dates were missed. |
| You have an upcoming anniversary performance review | Reviewer / Co-Planner / Self Reviewer | To inform the recipient that they have an upcoming anniversary performance review. |
| Your anniversary performance review is due soon | Reviewer / Co-Planner / Self Reviewer | To inform the recipient that the Performance Review Due Date is approaching. |
| Goal tasks are due soon | Goal Assignee / Goal Owner | To inform the recipient about Goal Tasks that are due. |
| Goal task due dates were missed | Goal Assignee / Goal Owner | To inform the recipient that they have overdue goal tasks. |
| Your coaching target needs to be completed soon | 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. |
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 a specific org structure will take the notification! To do so, find the notification in question, click on it and follow the instructions below!
Tip #3! When a reminder is scheduled to be sent one day prior to an upcoming event at a specific time, the notification will be delivered within the 24-hour period before the event starts, at the designated time.
For instance, if an event is set to begin on May 15, 2024, 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/Curriculum/Event notification is configured, it will have a higher priority over the academy (or custom recipient) notification.
Related Articles:
Understanding Manager Notifications for Upcoming Course and Learning Path Due Dates