Automated messages can be added to Certifications to allow Learners to be notified that they have been assigned content and reminders to complete/recomplete. Likewise, Managers can also be informed of their direct reports being assigned, reminded to complete and failed to complete.
When a certification is first created, there are already 2 messages attached. These are the enrollment message which comes pre-populated with a message that can be changed. The other is the Exceptions report message, which is sent to the main site admin but can be configured to go to Site Managers. More information on the Exceptions report can be found here.
When in the messages tab, there will be icons that can be clicked on. In particular, where the message is configured, clicking on this will show placeholders that can be added to the message and will pull information from the user's profile or certification itself.
Important Note
If the Site Manager adds any more messages along with the enrolment message there is a chance that these messages will be sent and users may receive multiple messages at once. To mitigate this risk, it is advised that site-wide messages are disabled during this time (24 hours is the recommended period) and once everyone is back into the new certification successfully, then, emails can be enabled again.
Please note, Mlang tags cannot be applied to this type of message.
Note, placeholders shown above or within the certification messages can not be used in other notifications such as Seminar and Appraisals.
What are the types of messages that can be sent?
Note, all messages below do not have to be added to certifications. Multiple of the same message can be sent or no messages at all.
| Notification Trigger | Description |
| Enrolment (added by default) | Sent to a user or their manager when they are assigned to a program. |
| Exceptions report (added by default) | Sent to Site Administrators when any exceptions are reported for the program assignments. |
| Un-enrolment | Sent to a user or their manager when they are unassigned from a certification. |
| Program Due | Sent to a user or their manager before or on the program's overall due date. Not sent if the user has completed the Certification. |
| Program Overdue | Sent to a user or their manager before, on, or after the program's overall due date. Not sent if the user has completed the Certification. |
| Program Completed | Sent to a user or their manager when they complete a program, or a period of time after. |
| Course Set Due | Sent to a user or their manager when they complete a course set in a certification, or a period of time after. |
| Course Set overdue | Sent to a user or their manager when they fail to complete a course set in a certification, or a period of time after. |
| Course Set Completed | Sent to a user or their manager when they complete a course set in a certification, or a period of time after. |
| Learner follow-up | Sent to the user after they complete the Certification. |
| Recertification window open | Sent before the recertification window opens, on the day it reopens, or a period of time after the window opens. These notifications can be used to remind users that they need to recertify. |
| Recertification window due to close | Sent to a user or their manager a number of days before the user's certification is set to expire. |
| Failure to recertify | Sent to a user or their manager when the user fails to recertify in the recertification window. |
When adding messages, there will be a trigger on some of them such as Program due & overdue. An example of such trigger is below:
If these are being used within the messages tab, the trigger will work off the due date that is set on the assignments tab. Those messages that involve course sets will work off the minimum time required which is set in the content tab (if set).