Automatic Reminders

Automatic Reminders and Invites (Admin Users)

The Learning Management System (LMS) is designed to streamline your training administration by sending automatic course invitations and reminders.

When a new user is added with the Automatic Reminders set to Yes, users will receive an automatic course invitation email. The system will continue to send two further reminder emails if users have not started the course and can also send out training renewal reminders when your users' course certificates are due to expire. 
 
Setting up and Configuring Automatic Course Invites and Reminders

Step 1 - Initial Setup 
  1. On the Dashboard, select the Manage Training tab.
  1. If you have purchased several courses, choose the specific course from the Course drop-down box. 

  2. Locate the Automatic Reminders drop-down box (1) and select Yes. It is set to No as the default option.

It is recommended to enable the Automatic Reminders setting to Yes before adding users. Users will then receive an invitation to take the course approximately one hour after they are added to the system or enabled. 

Step 2 - How to Configure your Invite, Reminder and Training Renewal Emails
  1. On the Manage Training screen, click the Reminders (2) button.

On the Reminders page, you can configure the following invite and reminders in the Reminders (3) drop-down box.

  1.  The Initial Course Invite, select New Training - Initial Invite (default option).

  2. Two Course Reminder emails will be received if users have not started training after the initial course invite email has been sent, select New Training - First Reminder/New Training Second Reminder.

  3. Three Training Renewal Reminders are sent when your users' course certificates are due to expire, select the Training Renewal - First Reminder/Training Renewal - Second Reminder/Training Renewal - Third Reminder.
When Automatic Reminders are set to Yes, you may want to disable the training renewal reminders to prevent individuals in your organisation from receiving these expiry reminder notifications.

Even if Automatic Reminders are set to No and you have disabled training renewal reminders in the Reminders button settings, all admins on the account will still receive notifications via email when their users' training is due to expire.
       
  

For each email, you can amend:
  • Send Time (4): For the initial course invite, you can disable them completely or set them to send 1 hour after adding users. For the Course Reminder emails, you can disable completely or set a send time for a specific number of days/weeks after the initial course invite was sent. For Course Training Renewal Reminders (sent after course expiry), you can disable completely or set a send time for a specific number of days/weeks before the expiry date. Click the Save button.

  • Email Sent From Name (5): Choose whether the email should come from one of your organisation's administrators or from Smart Horizons. Click the Save button.

  • Subject Line (6): Customise the subject line in the box. Click the Save button. There is a limit of 120 characters.

  • Contents of the Email (7): In the Email Message box, tailor the email message which contains details for the user about the course, login credentials and how to start a course, Text in square brackets [text like this] will automatically fill in when each email is sent. We recommend you do not alter this text. Click the Save button. There is a limit of 4000 characters.
To test any of the emails, click the Test (8) button and you will receive a test copy email in your email inbox.

The Exit (9) button takes you back to the Dashboard.


What Do I Do if I have Added Users and Want to Send out Automatic Reminders?

You can still use the system to send an invite and reminders, despite forgetting to enable the Automatic Reminders setting to Yes before you add your new users. The action can only be used once. 
  1. When you remember, change your Automated Reminders setting to Yes on the Manage Training page.

  2. Click on the checkbox in the Select column next to each user you want to receive an invite/reminder emails.

  3. From the More Actions drop-down box, select Send an email course invite to the selected users.

  4. Click the Go button. Configured invites and reminder emails will be sent to the selected users.

How Do I know if Automatic Reminders have been Sent?

When a course invite or reminder is sent to a user, you will see coloured circles with the numbers 1, 2 and 3 appear in the user list on the Manage Training page. After the first course invite is sent, a "1" in a grey circle will appear (this indicates that the first reminder has been sent out), followed by a "2" if a second automatic reminder is sent and so on. These circles will change colour according to which reminder is sent out, so for training renewal reminders the circle will be red and for refresher renewal reminders the circle will be yellow. Hover over the number in the table to get more information.

Now each time a user is added and if Automatic Reminders are set to Yes, only the new users added will automatically receive automatic reminders. 


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