Sending Reminders to Users regarding Mandatory Courses
Compliance (or mandatory) training needs to be assigned to learners via programs. By doing so, an instructor or administrator will be able to run reports informing them about compliance metrics. Assigning users to mandatory training via programs also allows you to send learners notifications and reminders when they are assigned to a new course, when the course is coming due (or overdue), or it's time for them to get recertified. You can also send notifications to the user's supervisor (if he/she has a supervisor identified in the learning environment) or an additional recipient. This can be done using the instructions below, or by following the Sending a Monthly Compliance Report to Supervisors article if you want to send one (1) notification to supervisors for all of their staff’s progress.
Step-by-step Guide
To send notifications about compliance (mandatory) training:
Go to Site Administration > Programs
Click on the "Edit" icon next to the program in question
In the "Notifications" section, enable the notifications that you want to send
The "Recipient" and "Event" that generates the notification is explained in the table next to teach notification.
If you are enabling the "Additional Recipients" notifications, make sure you select the additional recipient(s) from the dropdown menu immediately below the notifications.
To change the frequency of the notifications (other than the "User is registered in the program" notification, which is always sent when the user is registered in the program), expand the "Show more..." section near the bottom of the page
Specify your preferred frequency, including when you would like to start / stop sending the notifications
Click on the "Save changes" button at the bottom of the page
Important Notes
Reminder notifications only include courses that are coming due or overdue—they do not list completed courses. Therefore, if a user has completed all assigned courses, no reminder email will be sent.
Reminder notifications are organized by program and by due status (e.g. “coming due” vs. “overdue”). This means users will receive one email for courses that are "coming due" and a separate email for those that are "overdue." If multiple courses within a program share the same status and deadline, the user will receive a single email listing all of them. However, if the courses have different deadlines, the user may receive multiple emails—one for each group of courses with the same due status and deadline.
Example:
If a user is enrolled in three courses via a single program - one due in 3 days, one due in 10 days, and one already overdue - they will receive three (3) emails: one for the "coming due" course due in 3 days, one for the coming due course in 10 days, and one for the "overdue" course. However, if the “coming due” courses were all due in 3 days, the two “coming due” emails would be merged into one.When sending reminder notifications to supervisors or additional recipients, they will get one (1) email per program per user. This means that they may receive a lot of emails. For this reason, we recommend instead to send Supervisors a monthly "Compliance Summary" instead.
The default reminder resembles the screenshot shown below. In this example, the user is required to complete a single course, and their first name is “Student.” Please note that the appearance of the email may vary slightly depending on the email application being used (e.g., Microsoft Outlook, Gmail).
