Navigation: UKG Pro Learning > Admin > Academy Settings > Notifications > Scheduled
In this type of notification, you have the option to add reminders for selected recipients and also select if those reminders will be sent:
- With Reminders (on specific days)
- You are able to set different reminders per role. As an example, you may want to notify the employee about an expiring course certificate 5 days before the expiration and the course assignor two days before.
- You can add up to 12 reminders per scheduled notification.
- You can select if you wish a reminder to be sent on specific days or specific hours before/after the relevant action.
- With Frequency (daily/weekly/monthly reminders):
- Daily reminders are sent at the configured time each day.
- Weekly reminders are sent every Monday at the configured time.
- Monthly reminders are sent on the first day of each month at the configured time.
Note:
You can filter users based on job and location and send the notifications to specific recipients only.
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 > Me > My Settings > Notifications > General Academies).
Available Scheduled Notifications
| Notification | Default Recipient | Purpose |
| Your course is due soon | Employee | To remind the employee about the course due date |
| Learners haven't completed a course that's due soon | Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above | To inform the manager about the employees who haven't completed a course with a due date |
| Course due dates were missed | Employee/Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above | To inform: - the employee that they 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 you about an employee's course certification that will expire soon |
| A course certificate has expired | Employee/Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/Assistant Direct Head of Above | To remind you about an employee's course certification that has expired |
| You have an upcoming in-class event or virtual event | Instructor Led Classroom - Employee/Instructor Led Classroom - Instructor/ Live Session - Employee/Live Session - 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 |
| Your learning path is due soon | Employee | To remind the employee about the curriculum due date |
| Learners haven't completed a learning path that's due soon | Curriculum Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above | To inform the manager about the employees who haven't completed a course with a due date |
| Curriculum due dates were missed | Employee/Curriculum Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above | To inform: - the employee that they failed to complete a curriculum within its due date - the manager about the employees that failed to complete a curriculum within its due date |
| A curriculum certificate expires soon | Employee/Curriculum Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/Assistant Direct Head of Above | To remind you about an employee's curriculum certification that will expire soon |
| A curriculum certificate has expired | Employee/Curriculum Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above/Assistant Direct Head of Above | To remind you about an employee's Curriculum certification that expired |
| A resource needs to be updated | Admin/ Creator | To inform the recipient that content material should be updated |
| 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 members have reached milestone days in the academy | Unit Manager/ Assistant Unit Manager/ Direct Head of Above Unit/ Assistant Direct Head of Above Unit | The notification will be sent to managers x days after a user joined the academy, notifying them about reaching the membership milestone. |
| A course is set to retire soon | Admins/ Training Managers/ Employees | To inform the recipient that a course is set to retire soon. |
| A course was recently retired | Admins / Training Managers / Employees | To inform the recipient that a course was recently retired. |
| Prerequisites haven't been completed for training event | To inform the recipient that they, or their employee, have not completed the prerequisites of a course, which has an upcoming event step. | |
| 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. |
| Your library content is about to expire | Item Owner / Admins | To inform the recipient that their library content is expiring soon. |
| 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. |
Note:
Only learners with confirmed email addresses are able to receive email notifications from your Academy.
You have the option to configure the audience of your scheduled notifications based on the organizational structure. Default recipients are selected for you, but you can filter them down so that 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/Curriculum/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.
Hint:
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“.