Navigation: UKG Pro Learning > Academy Workspace > Notifications > Reminders
You can add reminders for selected recipients and also select if they will be sent:
- With Reminders (on specific days)
- Set different reminders per role. For example, you can notify a learner about an expiring course certificate five days before the expiration and the course assignor two days before.
- Add up to twelve reminders per scheduled notification.
- A reminder can be sent on specific days or hours before or after the action.
- You can set different reminders per different role. For example, you can notify the employee about an expiring certificate 5 days before the expiration, and also let the Course assignor know 2 days before the employee's expiring certificate.
- With Frequency (daily/weekly/monthly reminders)
Note:
You can filter users based on job and location and send notifications only to specific recipients.
Even if the academy administrator has enabled a scheduled notification to be sent to all Managers, each one of them will have the option to turn them off on a personal level by accessing their personal settings (UKG Pro Learning > Profile Picture > Settings > Notifications).
Available Reminders
| Notification | Default Recipient | Purpose |
| You haven't logged into the academy in a certain amount of days | Employee | To inform Employees that they haven't logged in to the system after a certain number of days (of inactivity). |
Your account is at risk of deactivation due to inactivity Please note that this notification will be available only if the "Auto Deactivation of Users" advanced setting is enabled for your academy | Employee | To inform Employees that they will be automatically deactivated after a certain number of days if they do not log into the system. |
| Your team members have reached milestone days in the academy | Unit Manager/ Assistant Unit Manager/ Direct Head of Above / Direct Assistant Head of Above | The notification will be sent to managers x days after a user joined the academy, notifying them about reaching the membership milestone. |
| Your course is due soon | Employee | To remind the employee about the course due date. |
| Your learning path is due soon | Employee | To remind the employee about the learning path due date. |
| Learners haven't completed a course that's due soon | Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/ Direct Assistant Head of Above | To inform the manager about the employees who haven't completed a course with a due date. |
| Learners haven't completed a learning path that's due soon | Learning path Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/ Direct Assistant Head of Above | To inform the manager about the employees who haven't completed a learning path with a due date. |
| Course due dates were missed | Employee/Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/ Direct Assistant Head of Above | To inform: - the employee that he/she failed to complete a course within its due date - the manager about the employees that failed to complete a course within its due date. |
| A course certificate expires soon | Employee/Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/Assistant Direct Head of Above | To remind about an employee's course certification that will expire soon. |
| A course certificate has expired | Enrolled User/Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/Assistant Direct Head of Above/Dropout User | To remind about an employee's course certification that has expired. |
| You have an upcoming in-class event or virtual event | Employee + Instructor | To remind the employee or/and the instructor about an upcoming event that they are attending/instructing. |
| Learners recently completed a course | Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above | To inform the manager about the employees who have completed a course. |
| Learning path due dates were missed | Employee/Learning path Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/ Direct Assistant Head of Above/ Direct Assistant Head of Above | To inform: - the employee that they failed to complete a learning path within its due date. - the manager about the employees that failed to complete a learning path within its due date. |
| A learning path certificate expires soon | Employee/Learning Path Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/Assistant Direct Head of Above | To remind about an employee's learning path certification that will expire soon. |
| A learning path certificate has expired | Employee/Learning Path Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/Assistant Direct Head of Above | To remind about an employee's learning path certification that expired. |
| A resource needs to be updated | Admin/ Creator | To inform the recipient that a content material should be updated. |
| Your library content is about to expire | Item Owner/ Admins | To inform the recipient that their library content is expiring soon. |
| An event certificate has expired | Enrolled User/ Unit Manager/ Assistant Unit Manager/ Direct Head of Above/ Direct Assistant Head of Above/ Dropout User | To inform the recipient that their event certificate has expired. |
| A course was recently retired | Admins/ Training Managers/ Employees | To inform the recipient that their a course was recently retired. |
| A course is set to retire soon | Admins/ Training Managers/ Employees | To inform the recipient that their a course is set to retire soon. |
| Prerequisites haven't been completed for training event | Direct Assistant Head of Above | To inform the recipient that he or their employee, has not completed the prerequisites of a course, which has an upcoming event step. |
| Your group library content is about to expire | Item owner / Admins | To inform the recipient that some content in their group library is expiring soon. |
| Leaderboard insights | Learner | To inform the recipient about their weekly leaderboard report. |
| Leaderboard reset reminder | Employee | To encourage the recipient to remain engaged and strive for a top position before the leaderboard resets. |
| Top players in a game | Employee | To inform the recipient about the top players in a game. |
| The competition is ending soon. | Employee | To inform the employee that their competition is ending soon. |
| Reminder to join the competition | Employee | To remind the employee that they can still join the competition. |
Note:
Only learners with confirmed email addresses can receive email notifications from your Academy.
You can configure the audience of your scheduled notifications based on the organizational structure. Default recipients are selected for you, but you can filter them so only users with a specific organization structure will receive the notification.
- Locate the notification you wish to modify.
- Select the desired organizational structure.
Note:- If both Email notification and Filter Default Recipients are turned to Yes, the notification will not be delivered to the default recipients. It will be delivered only to the recipients who meet the criteria of the “Default” option and the custom criteria set on the organization level.
- Only one filtered recipient list can be used per notification.
- Recipient lists can have a custom title.
- If a Course/Learning Path/Event notification is configured, it will have a higher priority over the academy (or custom recipient) notification.
- Save your changes.
- Turn Filter Default Recipients to Yes.
When a reminder is scheduled to be sent one day prior to an upcoming event at a specific time, the notification will be delivered within the 24-hour period before the event starts, at the designated time.
For instance, if an event is set to begin on May 15, 2024, at 7:30 AM GMT-7 and the reminder is scheduled to be sent one day before the event at 6:00 AM GMT-7, the notification will actually be sent 90 minutes prior to the event's start time. This is because the system looks for the specified time within the 24-hour window preceding the event.
This works respectively depending on the number of the “Days Before" or “Days After“.
Notes:
- If both of the toggles shown in the above image are turned to yes, the notification will not be delivered to the default recipients. It will be delivered only to the recipients who meet the criteria of the “Default” option + the custom criteria set on the org level.
- Only one (1) Filtered Recipient List can be available per notification.
- You can give a custom title to the Filtered Recipient List.
- If a Course/Learning Path/Event notification is configured, it will have a higher priority over the academy (or custom recipient) notification.
Your Personal Settings
If the academy admin has enabled a scheduled notification to be sent to all managers, each one of them will have the option to turn them off on a personal level, by accessing the Notifications tab in their personal settings.
Navigation: UKG Learning > Your Avatar > Settings > View notifications
Here you can control the notifications you receive.