Setting up an Automated Reminder will allow you to send reminders to users where they have modules with a deadline. The benefit of using this feature is that once the email template is set up it will cover all future reminder emails based on your preferences.
Click on Email Notifications from the Management console menu. Choose the option for Automated reminders that will appear in the email notification menu.
Here are some factors you need to consider:
These are based on how far the deadline date is, from the date the email is sent out. This means that if we set them to be triggered when the deadline is a week away, if the deadline is 8 days away then the user will not receive an email.
You need to choose how often you'd like them sent out by selecting an amount, and then selecting days or months.
You need to choose a start date.
You will then see any automated reminder emails that are already scheduled and you can create a new email by completing the Add automated email form.
Name: This will be the name of the emails that will appear in the list of scheduled emails. Keep it simple something like. {Company Name} Reminder
Domain: Select the staff domain you wish to set up the schedule for.
Start including assignments: Choose when you would like to start including assignments in the reminder email. The default will be that assignments will be included when they reach the deadline. However, you can change this to X amount of days before or after the deadline
Stop including assignments: Choose when to stop including assignments in the reminder email. The default will be that assignments will be included until completed. However, you can change this to X amount of days before or after the deadline or choose to stop when completed OR failed*
Category: Choose which category of assignments you wish to include The default will include assignments in all categories however you can choose a specific category of assignments you want to include in the email.
Earliest deadline: You can choose the earliest deadline date. The reminder email will then only include assignments on and after that date. You can leave this blank if you do not wish to set a date.
Template: Choose from the available reminder templates. If you want to learn how to set up a template visit this article: Creating email templates
Date: Choose the date when the first email will be sent
Time: Choose the time you want the email to be sent. Default is UK time – we would recommend sending early in the morning
Repeat after: You can select the frequency here which is either: a certain amount of days or months. If you would like to send this email weekly select 7 Days.
Once you are happy with the details click on the Add automated email button. You will then see the email listed in the schedule. You can select the Preview button to view the emails that are due to be sent next.
If you wish to want to remove an email from the schedule tick the radio button next to the task(s) you wish to remove and click Delete Selected tasks.
There is the functionality to delete all scheduled emails, but selecting radio button in the table header. You will be asked to confirm the deletion of ALL scheduled tasks.
PLESASE NOTE: Once deleted we are not able to retrieve the information.
*Selecting this option will mean that users will not receive reminders unless the training is reset. Please discuss with your CSM if you have further questions.
