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 who 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.
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.