AwareEd Notifications
Table of Contents
- Introduction
- Preview a Notification
- Clone or Edit an Existing Notification
- Create a Notification
- Delete a Notification
- Campaign Notification Options
- Share a Notification
- AwareEd Notifications FAQ
Introduction
Notifications are emails sent to learners who are enrolled in an AwareEd campaign. There are default notifications available, and you can also create custom notifications. Notification type and frequency can be configured during campaign creation. All available notifications can be found under AwareEd > Notifications.
There are four types of notifications:
- Enrollment: sent when an AwareEd Campaign starts to notify learners of enrollment in a training course.
- Start Reminder: sent to learners who have not yet started the course.
- Finish Reminder: sent to learners who have started the course, but haven’t yet completed it.
- Completion: sent to learners when the course is completed.
Preview a Notification
Notifications can also be previewed from the list view outside of the notification editor. While browsing on AwareEd > Notifications, hover over the Notification you wish to preview and click the Preview icon.
A new window will open displaying a sample view of your Notification, including the branding and link to an example Course.
Clone or Edit an Existing Notification
If the default notifications aren’t suitable, you can clone an existing notification and customize it. After creating a custom notification it can also be edited later on.
- Hover over a notification and click the edit or clone button.
- The notification editor opens so you can make changes.
- Click save after making edits.
For a detailed walkthrough of the notification editor, see AwareEd Notification Editor.
Note: You cannot edit default notifications. To build off of a default notification make a copy by cloning it.
Create a Notification
Notifications can also be created from the ground up. Follow these steps to create a custom AwareEd notification:
- Browse to AwareEd > Notifications.
- Click the “New Notification” button or clone an existing notification.
- Enter a Notification Name. This is how admins will identify the notification and it may be helpful to include context for how the notification will be used.
- Enter a subject. This will be the subject line of the notification email sent to learners.
- Select the notification type: Enrollment, Start, Finish, or Completion (see the introduction section above for more information.)
- Complete the body of the notification message. Notifications support variables to populate contextual information such as the learner name, days remaining in the campaign, or the name of the course. For a list of variables click here.
- When you are done editing the notification, click Save.
Note: Use the preview buttons to get a better idea of how notifications will look for learners. You can either preview in your browser, or you can send an email preview to yourself.
Deleting a Notification
Follow the steps below to delete a Notification.
- Hover over a notification and click Delete (trash can icon).
- Click Yes to confirm the deletion.
Note: Notifications cannot be deleted if they are used in any running or completed campaign. In order to delete a notification that is in use you will need to either remove the notification from the campaign or delete the campaign.
Campaign Notification Options
While creating a campaign you can specify what type of notifications will be sent, frequency, and additional notifications to managers or other recipients. Notifications are not required, but all campaigns will have four reminders by default.
- In the campaign creator click the notification you would like to customize.
- Type can be Enrollment, Start, Finish, or Completion.
- Interval determines how often a notification will be sent within each run of a campaign. Note that intervals start over when a new campaign run starts. Enrollment and Completion notifications are only sent once and have no intervals available. See the FAQ below for more information about notification intervals.
- Repeat determines if the notification will repeat at the interval specified. If this is off, the notification will only send once.
- Recipient specifies who will receive the notification. There can be only one recipient per notification. Recipients options are:
- Learner: The learner assigned the training course.
- Manager: The learner’s Manager as specified in the learner’s profile. The manager must be added as a learner in order to receive a notification. For more information, see Manager Email Notifications.
- Other: Enter any email address such as a department head, HR rep, or anyone other than the learner’s manager. The email used here must be added as a learner in order to receive a notification.
- To add an additional notification click the “Add a Notification” button below. Up to ten notifications can be added to a campaign.
- Notifications can also be removed from the campaign using the “Remove Notification” button.
Share a Notification
If you are logged into a subaccount as a Global Administrator, you can share AwareEd notifications with all other sub-accounts. To share a notification, hover over a custom notification and click the globe button. You will be asked to confirm that you want to share the notification.
Note: Shared notifications cannot be deleted.
AwareEd Notifications FAQ
My campaign starts on January 1. On what dates will my notifications be sent if I set up a 7 day interval?
Notifications would be sent on January 8, 15, 22, etc.
Are notifications sent at a specific time?
AwareEd notifications will generally be sent overnight, but the exact time can be impacted by a variety of factors including the number of overall notifications queued on a given day.
- Enrollment notifications will process overnight if the campaign was scheduled in advance. If a campaign is created and started right away, the Enrollment notifications will begin processing within a few minutes of the campaign start.
- Start and Finish reminder notifications process overnight according to the notification interval relative to the campaign start date.
- Completion notifications are only triggered at the time when the learner completes the course.
If I change a notification interval, when will the next notification be sent?
The next notification will be sent relative to the send date of the last notification. For example a running campaign is configured with a 7 day interval, and you want to increase the frequency to every 5 days. If the last reminder was sent 4 days ago and the interval is changed to 5, then the next reminder would go out tomorrow.
If a campaign has no start or finish reminders and I add one with a 7 day interval, when will the next one be sent?
If the campaign has been running for less than 7 days, the notification would be sent 7 days from the start date. If the campaign has already been running for more than 7 days then the next notification would be sent the next day.
Can notifications be sent manually?
Yes. Navigate to AwareEd > Campaigns and click the Details button on a campaign. From here, drill into the campaign run and click the envelope button next to the learner’s name. The learner will receive either a Start reminder or Finish reminder depending on whether or not they started their training, or a Completion notification if training was completed. Note that enrollment notifications cannot be re-sent.
