Administrators can send automated email reminders to users registered for training. Create multiple reminders for different purposes, such as notifying users of a registration.
📌 Note: Email reminders aren't the same as system generated emails. They're module specific, only trigger when certain criteria have been met, and can only be sent to users registered to the relevant module.
When setting up a reminder, write your message and insert custom fields that personalise content for each recipient. The system schedules the reminder based on your triggers, and you can edit or cancel it before it runs.
You can create a unique email reminder for a module or apply a template. Templates let you reuse the same email across modules, saving time and ensuring consistency.
⚠️ Important: You can't send email reminders to individual users.
Create email reminders
To create an email reminder, watch the video or follow the below steps.
Create the email
Click Content, then click All Content.
Click Find, then search for and select the relevant content.
Click Common Tasks, then click Email Reminders.
Click New Email.
Enter a subject for the email in the subject field.
Enter the body of the email in the message field.
To add custom message fields, click Show Message Fields.
To preview email, click Send Test Email.
Click Next.
⚠️ Important: The test email can't pull live data, so the due date field displays today's date and the set password link shows as expired if you click it.
Set up rules
By default, the email reminders you create send to all registered users, unless you refine the list using one or more of the below options.
📌 Note: Click Next to proceed after choosing filters.
Filter | Details |
Selected groups | Selects users based on their position in the organisation's hierarchy.
To select an entire organisation or organisation units, follow the below step.
If you select organisation units and you want to include sub-units, select the Include child units check box then select the relevant sub-units. |
Selected categories | Sends different emails according to the Person Category a user is assigned to.
|
Completion status | Filters users by completion status for the module.
Select one of the following options:
Clear the check boxes for the statuses you want to exclude. |
Success status | Only applicable for assessment, course, form and eLearning modules.
Filters users by success status for the module.
Click Any then choose the status you want to send the email reminder to.
🤓 Tip: If you select Failed, it only sends the email once the user reaches the maximum number of attempts. |
Set up recurrences
Select how often you want the email to be sent.
Select when you want the email reminder to start running.
Click Finish.
📌 Note: If a user has already been registered to the content or already reset to not attempted status prior to the email reminder, the email won't send again unless the user is cancelled then re-registered.
Add an activity link
Administrators or Content Creators can add an activity launch link to email reminders. These can be either hypertext link or a button link, detailed in the below table.
Link type | Function |
Button link | Allows you to give the link a look of a button with its own title and the user just clicks on this to launch the activity. |
Text link | Allows you to include the original hyperlink to the activity |
Message fields
Message fields personalise email reminders to the recipient.
The personalised elements of the message are inserted using the message fields, detailed in the below table.
Message field | Function |
Modules | Relate to the module the email reminder is being created for. |
Links | |
Profile | Relate to the user receiving the email. |
Website | Relate to your Access LMS Evo product. |
Cancel an email reminder
Administrators can remove unneeded email reminders.
To do this, follow the below steps.
Click Content, then click All Content.
Click Find, then search for and select the relevant content.
Click Common Tasks, then click Email Reminders.
Click Cancel Email.
Troubleshoot email reminders
Users aren't receiving a reminder even though they're registered
Email reminders only apply to users who register to the content after the reminder is created. Users who were already registered before the reminder was set up won't receive it.
To send the reminder to existing registrations, cancel those users from the module and re-register them. The reminder will then apply to their new registration.
A scheduled reminder is still sending after I deleted the registration rule
Email reminders run independently of registration rules. Deleting a registration rule does not cancel any associated email reminders. To stop the emails, cancel the reminder directly using the steps in the Cancel an email reminder section above.
The reminder is set up correctly but specific users aren't receiving it
Check the following:
Registration date: If the user registered before the reminder was created, they won't receive it. Cancel and re-register them to fix this.
Completion status filter: If you applied a completion status filter (Not attempted, Incomplete, or Completed), users whose status doesn't match will be excluded.
Selected groups filter: If you filtered by organisation units, check that the user's unit is included and that child units are selected if needed.
Selected categories filter: Category names must match exactly — including spacing and capitalisation.
[{type: "paragraph", text: "Archived activity setting: If the activity was archived in step 2 of the email reminder setup, check that the Disable email reminders for archived activities box is not ticked. If it is, untick it to allow reminders to send.", class: "no-margin"}]
[{type: "paragraph", text: "Company email filters: Confirm whether the user is receiving any other emails from the platform. If not, their organisation's email system may be blocking platform emails entirely. Ask the user to check their junk or spam folder, and if emails are not there, contact their IT team to whitelist the platform's email domain.", class: "no-margin"}]
Restrict when email reminders are sent to users
Administrators and super administrators can restrict email reminders to specific time slots, preventing delivery during unsociable hours.
⚠️ Important: The restriction only applies to email reminders, not system generated emails, such as activity registration notifications.
To configure email reminder settings, follow the steps below.
Click Workforce, then click Organisation and Units.
Search for and select the organisation.
Click Settings & Configuration, then toggle on Limit time activity reminder emails are sent.
Set time period using the drop-down menus, then click Save.