Training E-mail Notifications of Due or Overdue Training

About Training E-mail Notifications

Frontline uses e-mail notification configurations to send out e-mails about due and overdue training to learners, supervisors and/or administrators. You can create e-mail notification configurations at the division level or company level. If a configuration is created at company level, it applies to all divisions of the company. It can be viewed by all division administrators, but cannot be changed by them. Division administrators can create additional configurations that apply to their divisions and accounts only.

If a learner has more than one training item (assignment) due or overdue, all notifications are grouped into a single e-mail. Supervisors and administrators also receive one e-mail containing all the notifications for all learners in their groups, in order to minimize number of e-mails. The minimum permission needed to perform this task is Division Admin.

Best Practices

Frontline allows you to create as many notification configurations as you want. However, if you create too many notifications, learners may ignore them. The following notification configurations are recommended:

One notification 60 days before the due date, sent to learners only. Since an assignment shows up on a learner's Frontline Desktop 60 days before its due date, this configuration will notify learners whenever a new assignment appears on their desktops.
Additional reminder notifications 30, 15 and 7 days before the due date, sent to learners only. If a learner has already completed training, these reminders will not apply to them.
One notification for the day training is due, sent only to learners.
Two to three overdue notifications sent to learners, learners' primary and/or secondary supervisors, and Account/Division/Company Admins and Reports. Depending on how you have granted permissions, this could include learners' department and site managers. Again, this will not apply to learners who have already completed their training prior to their due dates.
If your company administrator has created company wide configurations, you will see them in your division, with division field blank. This may include many of the recommended configurations above. Do not create an identical configuration.

Key Fields in E-mail Notification form

Field	Description
E-mail Notification Name	For information only. Enter a name that is meaningful in the list view. Examples: "DIV: 7 Days Overdue", " Houston: 30 Days before Due Date", and "CORP: 60 Days before Due Date". If you are creating a company level configuration, it is recommended that you add the prefix "CORP:".
Company	The company where the notification applies.
Division	The notification applies to learners in the division selected. Note: If you are creating a configuration at company level, select "_ none_" for the division. In this case, the configuration applies to all learners in all divisions of the company. A configuration for the entire company can be seen by all division administrators, but cannot be edited by them.
Account	The notification is sent to learners in the account selected. If you select account as "_ none_", the configuration applies to all learners in all accounts of the division. If you select a particular account, then the configuration applies to learners in the selected account only. This feature is useful if you wish to create extra configurations for a selected account.
Frequency	Determines how often the training e-mail reminders are sent out. Notifications can be configured to be sent out Daily, Weekly or Monthly. Daily notifications can be sent out on any day of the week or multiple days of the week depending on the check boxes selected. Weekly notifications can be sent out on any day of the week and configured to reoccur a determined number of weeks apart. Monthly notifications can be sent out on the first or last day of the month and configured to reoccur a determined number of months apart.
Check one or more of these boxes: Show upcoming items Show overdue items	Show upcoming items will send out an e-mail notification for training items that have due dates falling within the range of days determined in the field. Show overdue items will sent out an e-mail notification for training items that have past due dates falling within the range of days determined in the field.
Check one or more of these boxes: Send to LearnerSend to Primary Supervisor Send to Secondary Supervisor Send to Account Admin Send to Account Report Send to Division Admin Send to Division Report Send to Company Admin Send to Company Report	The e-mail notifications generated from this configuration are sent to the role players checked on the left. Send advance notifications to learners only. Send overdue notifications to supervisors and/or Account/Division/Company Admins and Reports, to improve the effectiveness of notifications. If you have assigned a Report Permissions to department managers (Account Report) and site managers (Division Report), then they would be covered by such configurations. You can notify Admin/Reports up to your level only; a Division Admin is not shown check boxes to select Company Admin and Reports.
Notification Applies To	A configuration can apply to mandatory training, optional training or both. You may decide not to notify learners too frequently about any optional training.

How to Create an E-mail Notification

Follow these steps to create an e-mail notification configuration:

Step	Action
1	Select Settings > E-mail > (Organization level, if shown) from the system menu.
2	If you have access to multiple divisions or companies, select the division or company where you want to create the notification.
3	Select on the toolbar.
4	Enter the E-mail Notification Name.
5	Select the Division and/or Account.
6	Select the Frequency for the e-mail notification.
7	Select the Contents of the e-mail notifications (upcoming or overdue).
8	Check Send to Learner and the boxes next to anyone else you want the notification to be sent to. You can notify Admin/Reports up to your level only.
9	Select Mandatory, Optional or Both, depending on what type of training this Notification Applies To. Note: The default is mandatory assignments.
10	Select on the toolbar. Result: A new notification configuration is added to the selected company and/or division. E-mail notifications for the configuration are sent the same evening.