Understanding the Notify Buttons

The Notification buttons are designed to be helpful and smart and will only sends emails to learners who actually need one. Built-in safeguards ensure that even if you click it repeatedly, your learners will not be spammed. 

• 1 notification allowed every 24-hour period
• 3 notifications allowed every 14-day period

Feel free to use the Notify button as often as you need. It was created to make managing your team's progress easier.

The Different Types of Notification Buttons

There are several versions of the Notify button, giving you control over how broad or targeted your notifications are:

• Notify All Learners - Found on many pages throughout the platform
• Notify All Groups - Found on the Notifications page
• Notify Group - Located in the 3-dot menu on the Notifications page
• Notify Learner - Located in the manage learner view on the Learners page

All of these buttons share the same underlying logic: they send an email only when one is needed, and do nothing if it isn't.

If the system choose NOT to send an email, it will label the notification as 'Omitted'. This means that learner has either: 

• Already been Invited 
• Already been assigned training
• Training is up to date and does NOT need reassignment

How the Notify Button Decides What to Send

When you click any Notify button, the system runs through the following priority checklist for each learner, stopping as soon as it finds a match:

1. Pending invitation - Has an invitation been sent, and is it still pending (not yet accepted or declined)?
2. Incomplete training - Does the learner have any assigned training that isn't finished yet?
3. Missing training from dashboard - Is the learner assigned to groups that have been updated, or have they been added to new groups with training they don't yet have on their dashboard?
4. Training due for renewal - Does the learner have a certificate that is approaching its renewal date?
5. No action needed - No email is sent; the learner has completed everything required.

Notification Process Breakdown

Step 1: Pending Invitation

The system first checks whether a learner has already been issued an invitation, and whether they have accepted or declined. If the invitation is still pending, it will be resent.

Step 2: Incomplete Training

Next, the system checks whether the learner has finished all of their assigned training. If one or more courses are still incomplete, the learner receives a reminder email listing which training is complete and which still needs attention.

Step 3: Missing Training from Dashboard

This step checks whether the learner's assigned groups have been updated, or if the learner has been added to additional groups since their last session. If any training is missing, a new session is created and an email is sent to notify the learner.

Step 4: Renewal Due

For organizations with recurring training requirements, this step checks whether any of the learner's certificates are approaching their renewal date. If a renewal is coming up, a new session is created and an email is sent to notify the learner.

Step 5: No Action Needed

If the learner has already joined, completed all training, and is not due for renewal, the system takes no action and sends no email. There is nothing further required of them based on their current group assignments.

Still have questions? Feel free to reach out to our support team and we'll be happy to help.