Account: Scheduled Reminders
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Account: Scheduled Reminders

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Article Summary

SmarterU's scheduled reminders feature enables you to automatically send an email to users based on an online or SCORM course enrollment's due date. For example, you can configure a reminder to be sent to enrolled learners 5 days before the course's due date. You could also send a reminder to supervisors when a supervisee's course enrollment is overdue. For example, you can configure a reminder to be sent to supervisors 7 days after a supervisee's course is due.

The scheduled reminder settings that you specify for the account will be inherited by all new and existing online and SCORM courses. You should review the scheduled reminder settings for existing courses to ensure they are configured as needed. 

You can specify the default email reminder settings that are used for online or SCORM courses. You can override these settings at the course level. 

When you edit your account's settings, the Scheulded Reminders accordion of the Account Profile workscreen includes the following settings.

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Settings

Be sure to click Save after changing these settings.

Enable Email Summarization

If checked, a single reminder is sent to the learner when the system detects that five or more reminders will be sent to them.

We recommend that you enable email summarization to reduce the number of emails that a learner might receive. For example, if a learner is enrolled in a learning plan that has 12 courses with the same due dates, the learner would receive 12 separate emails. By enabling email summarization, the learner would receive one email with a list of all courses that are due on that date. 

Enable Scheduled Reminders

If checked, scheduled reminders are enabled for the account. 

Enable Course Due Reminders

This setting is only applicable when the Enable Scheduled Reminders setting is checked. If checked, you can add a reminder that is sent prior to a course's due date. See the note on adding multiple reminders below.

Enable Course Past Due Reminders

This setting is only applicable when the Enable Scheduled Reminders setting is checked. If checked, you can add a reminder that is sent after a course's due date. See the note on adding multiple reminders below.

Adding Multiple Reminders

You can add up to five course due reminders and five course past due reminders. This helpful when you want to send the reminder at different times and/or to different recipients. For example, you may want to send the course due reminder to learners 10 days before the due date, but to supervisors 5 days before the due date. Or, you may want to send learners the course past due reminder 1 day after the due date, but to specific email addresses 7 days after the due date. 

Adding a Course Due Reminder

The scheduled reminder settings that you specify for the account will be inherited by all new and existing online and SCORM courses. You should review the scheduled reminder settings for existing courses to ensure they are configured as needed.

If you've checked the Enable Course Due Reminders setting, you'll need to add at least one reminder. These reminders are sent prior to the course's due date.

To add a course due reminder:

  1. Click Reminder

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A panel displays settings for the new reminder.

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  1. Specify the settings for the course due reminder.

Setting

Description

Days Before Due Date

The number of days prior to the course's due date that the email reminder will be sent.

Send to Learner

If checked, the course due reminder email is sent to the learner. If the learner's emails are sent to an alternate email address, the reminder will be sent to the specified email address.

Send to Supervisor(s)

If checked, the course due reminder email is sent to the learner's supervisor(s)

Change Assigned Email Template


Send to Specific User(s)

If checked, you can send the course due reminder email to specific users in your account.

Click the Icon  Description automatically generated beside each user you want to send the course due reminder email to.

Send to Custom Contacts

If checked, you can specify the email addresses to which the course due reminder should be sent.

Enter each email address in the field, separating each with a comma. 

  1. Click Save.

Repeat these steps if you want to add additional reminders. You can have up to five course due reminders.

Adding a Course Past Due Reminder

The scheduled reminder settings that you specify for the account will be inherited by all new and existing online and SCORM courses. You should review the scheduled reminder settings for existing courses to ensure they are configured as needed. 

If you've checked the Enable Course Past Due Reminders setting, you'll need to add at least one reminder. These reminders are sent after the course's due date.

To add a course past due reminder:

  1. Click Reminder

Graphical user interface, text, application, email  Description automatically generated

A panel displays settings for the new reminder.

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  1. Specify the settings for the course past due reminder.

Setting

Description

Days After Due Date

The number of days after the course's due date that the reminder will be sent. 

Send to Learner

If checked, the course past due reminder email is sent to the learner. If the learner's emails are sent to an alternate email address, the reminder will be sent to the specified email address.

Send to Supervisor(s)

If checked, the course past due reminder email is sent to the learner's supervisor(s)

Change Assigned Email Template


Send to Specific User(s)

If checked, you can send the course past due reminder email to specific users in your account.

Click the Icon  Description automatically generated beside each user you want to send the course past due reminder email to.

Send to Custom Contacts

If checked, you can specify the email addresses to which the course past due reminder should be sent.

Enter each email address in the field, separating each with a comma. 

  1. Click Save.

Repeat these steps if you want to add additional reminders. You can have up to five course past due reminders.

Removing a Reminder

Removing a reminder at the account level will not affect scheduled reminders for a course if the course overrides the account's scheduled reminder settings.

To remove a reminder, click the  displayed in the upper right corner of the reminder.


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