How automated reminders for training or policies work in CultureAI
In this guide we'll look at the various configuration options for reminders, how they function and what you may use them for.
If you would like to see how to set up reminders, please click click here to view our guide.
Configuring a reminder
When you are configuring a training reminder you are presented with various options on the "What, When and Who" of the reminder.
When you first configure a new reminder the presented window will look like this:
We will break these down below:
Name
The internal name you'd like to give your reminder.
This is only used for Admin purposes and will not impact the outcome of the reminder to the user, this should be a name that clearly states what the reminder is, and what it does.
For example, you may call it "Overdue training reminder - Employees"
Reminder for
What policy or training module this this reminder is for.
You can configure a reminder for either "All Polices and Modules" or Specific Policies and Modules
(You can use a combination of Policies and Modules in a single reminder if you wish)
Only including people
This sub-section allows the reminder to be restricted to a specific user group or all users. You are able to select multiple user groups in one reminder, or leave these boxes unticked to have reminder apply to all users in CultureAI.
For example, Only the "Test Group".
Sending only when
When you want this reminder to trigger and send to your employees. You can select multiple "Sending only when" in a single reminder.
There are a variety of options which can be configured here. They are summarised below;- "On due date" - The reminder will be sent out on the Due date of the training.
- "When assigned"- The reminder will be sent out as soon as a training module has been assigned.
- "Before due date" - Allows the reminder to be sent out a number of days before the training is due. The number of days before ranges from 1 - 28 days.
- "After assignment" - Allows the reminder to be sent out a number of days after the training is assigned to the user. The number of days before ranges from 1 - 28 days.
- "Overdue" - Allows the reminder to be sent out a number of days after the training was due. The number of days before ranges from 1 - 28 days.
Recipient
Who you'd like to receive the reminder once triggered. You can select just the employee, or you can also choose to have whole user groups receive the notification as well.
For example, if you selected "Employee" and "Test Group" as the recipients, if Joe Bloggs received a reminder for the training that is one day over due, every user in the "Test Group" would also get a reminder that Joe Bloggs is overdue on their training.
Collate multiple reminders into one single communication
When enabled all reminders being sent to a single recipient will be sent as one, disable to send each reminder separately for each recipient.
Message
This section contains the actual contents of the reminder. The text is fully customisable and behaves similarly to other custom messages in the platform with the use of Merge tags (Here I would link to the merge tags guide).
For example;
Send via
This final section allows the configuration of what channel the reminder will be sent from (Email, Slack, Google chat). This will depend upon what integrations you have set up in your environment but Email will always be available.
