How Do Training Notifications Work?
Our training campaign notifications can be used to notify users, managers, and KnowBe4 console admins of a user's enrollment in or progress on a training campaign. Use the links below to learn more about training notifications, including detailed explanations for each notification type. Alternatively, you can watch our Automated Training Notifications and our Manual Training Notifications videos.
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What Notifications Are Available?
Automated Notifications
Do You Have Training Notifications I Can Use?
What Notifications Are Available?
We have two main categories of notifications:
1) Automated - Notifications set up within your training campaign creation screen when setting up or editing your campaign details.
2) Manual - Notifications that can be sent at any time during your users' enrollment period, from under your Training Campaign's overview/reports page.
Automated Notifications
Automated notifications can be set up while creating a new training campaign. From the Create New Training Campaign page, click the +Add Notification button. You can also add automated notifications to an existing campaign from the Edit Training Campaign page.
For example, if you have users who miss their training deadline and you want to allow them to complete the training after it's due, you can add Past Due notifications to your campaign. See here to learn more about extending training for users who have missed their due date.
You can edit or add automated notifications for a campaign already in progress, but these notifications will not be sent retroactively. Alternatively, you could use a manual training notification to send a new notification for a campaign in progress.
Automated notifications are scheduled in relation to the start and end times of the training campaign. For best results, we recommend keeping the start and end times within the business hours set in your KnowBe4 Account Settings.
Automated Notification Types
For details about each automated notification type, use the tabs below to select the recipient.
User Notifications
The chart below outlines each type of notification that can be sent to users."Days" refers to calendar days, not business days. For example, day 1 of training is 24 hours after the campaign has started.
| Type | Description | Timeframe |
| Welcome Email |
Notifies users of their enrollment in a new training campaign and includes a link to log in to take the training. |
This notification is sent upon enrollment, regardless of business hours. This includes users enrolled after the start of the campaign. |
| Remind After Enrollment |
Notifies users who have incomplete campaign assignments. You can use this notification to remind users to log in and begin or complete their campaign assignments. |
You can set the number of days after enrollment to send this notification. This number must be fewer than the duration of the campaign. If you want to send a notification after the due date, use a Past Due notification. For users, these notifications are sent during the first half of business hours. |
| Remind Before Due Date |
Notifies users who have incomplete campaign assignments. You can use this notification to remind users to log in and begin or complete their campaign assignments. |
You can set the number of days before the due date to send this notification. |
| Campaign Completion |
Notifies a user when they have completed their campaign assignments. |
This notification will be sent when the assignments are completed, regardless of business hours. |
| Past Due |
Notifies users who have incomplete campaign assignments and have missed their due date. You can use this notification to remind users with past due training assignments to log in and begin or complete their campaign assignments. To send Past Due notifications, users must be allowed to completed training after the due date. For more information, see our article titled How to Modify Training Deadlines. |
You can set the number of days after the due date to send this notification. |
Manager Notifications
"Days" refers to calendar days, not business days. For example, day 1 of training is 24 hours after the campaign has started.
| Type | Description | Timeframe |
| Welcome Email |
Notifies the manager of users enrolled in a new training campaign. Users enrolled within five minutes of each other will be listed in one notification email. |
This notification is sent upon enrollment, regardless of business hours. This includes users enrolled after the start of the campaign. |
| Remind After Enrollment |
Notifies the manager of users who have incomplete campaign assignments. Users with the same enrollment date will be listed in one notification email. |
You can set the number of days after enrollment to send this notification. This number must be fewer than the duration of the campaign. If you want to send a notification after the due date, use a Past Due notification. For managers, these notifications are sent at the start of business hours. |
| Remind Before Due Date |
Notifies the manager of users who have incomplete campaign assignments. Users with the same enrollment date will be listed in one notification email. |
You can set the number of days before the due date to send this notification. These notifications are sent at the start of business hours. If the campaign ends after business hours, the notification will be sent on the following day. |
| Campaign Completion |
Notifies the manager of a user when they have completed their campaign assignments. Managers will typically receive an individual notification for each user. Keep this in mind if you have a large organization. |
This notification will be sent when the assignments are completed, regardless of business hours. |
| Past Due |
Notifies the manager of users who have incomplete campaign assignments and have missed their due date. Users with the same enrollment date will be listed in one notification email. |
You can set the number of days after the due date to send this notification. |
Admin Notifications
The chart below outlines each type of notification that can be sent to admins.
"Days" refers to calendar days, not business days. For example, day 1 of training is 24 hours after the campaign has started.
| Type | Description | Timeframe |
| Welcome Email |
Notifies all admins on your KnowBe4 account of users enrolled in a new training campaign. Users enrolled within five minutes of each other will be listed in one notification email. |
This notification is sent upon enrollment, regardless of business hours. This includes users enrolled after the start of the campaign. |
| Remind After Enrollment |
Notifies all admins on your KnowBe4 account of users who have incomplete campaign assignments. Users with the same enrollment date will be listed in one notification email. |
You can set the number of days after enrollment to send this notification. This number must be fewer than the duration of the campaign. If you want to send a notification after the due date, use a Past Due notification. For admins, these notifications are sent at the start of business hours. |
| Remind Before Due Date |
Notifies all admins on your KnowBe4 account of users who have incomplete campaign assignments. Users with the same enrollment date will be listed in one notification email. |
You can set the number of days before the due date to send this notification. These notifications are sent at the start of business hours. If the campaign ends after business hours, the notification will be sent on the following day. |
| Campaign Completion |
Notifies all admins on your KnowBe4 account when a user has completed their campaign assignments. Admins will typically receive an individual notification for each user. Keep this in mind if you have a large organization. |
This notification will be sent when the assignments are completed, regardless of business hours. |
| Past Due |
Notifies all admins on your KnowBe4 account of users who have incomplete campaign assignments and have missed their due date. Users with the same enrollment date will be listed in one notification email. |
You can set the number of days after the due date to send this notification. |
Best Practices for Automated Past Due Notifications
You can schedule send Past Due notifications to send continuously until the training assignments are complete. From the Create New Training Campaign (or Edit Training Campaign) page, use the + Add Notification button to schedule automated Past Due notifications for users, managers, and/or admins.
We recommend using our manual training notifications even though automated training notifications can be modified after a campaign is in progress. Automated training notifications do not work retroactively.
See the below graphic and explanation for how to set up Past Due notifications:
Before using this feature, make sure that your user profiles have correct and properly-formatted email addresses for their managers.
Admin notifications should be sent on a case-by-case basis and should only be used when necessary, as the notifications are sent to all KMSAT account admins.
- Send Reminder: We recommend sending users or managers their first Past Due notification the first day following their original due date.
This notification will be sent at the start of business hours–according to what times are indicated in your Account Settings. - Resend reminder every: We recommend sending a repeat notification every 3 days to encourage them to complete their training.
- Select Recipients and Templates: Select the User check box or the Manager check box and click the Save button.
Manual Notifications
Manual notifications can be sent at any time during a user's campaign enrollment period. You can send manual notifications by clicking the training campaign title beneath the Training > Campaigns tab.
Manual Notification Types
For details about each manual notification type, use the tabs below to select the recipient.
User Notifications
The chart below outlines each type of notification that can be sent to users.Be aware that notifications will be sent when you click the send button, regardless of business hours.
| Type | Description |
| Users that have never logged in | Notifies each user that has never logged in to the KnowBe4 Learner Experience. |
| Users that have logged in but have not completed all assignments | Notifies each user that has not completed their assignments from the training campaign. |
| Users that have fully completed the campaign | Notifies each user that has fully completed the training campaign. |
| Users that have past due assignments | Notifies each user that has past due assignments. |
Manager Notifications
Be aware that notifications will be sent when you click the send button, regardless of business hours.
| Type | Description |
| Users that have never logged in |
Notifies managers with a list of their users who have never logged into the KnowBe4 learner experience. |
| Users that have logged in but have not completed all assignments | Notifies managers with a list of their users who have not completed their assignments from the training campaign. |
| Users that have fully completed the campaign |
Notifies managers with a list of their users who have fully completed the training campaign. |
| Users that have past due assignments | Notifies managers with a list of their users who have past due assignments. |
Admin Notifications
The chart below outlines each type of notification that can be sent to admins.
Be aware that notifications will be sent when you click the send button, regardless of business hours.
| Type | Description |
| Users that have never logged in |
Notifies all admins on your KnowBe4 account with a list of users who have never logged into the KnowBe4 learner experience. |
| Users that have logged in but have not completed all assignments | Notifies all admins on your KnowBe4 account with a list of users who have not completed their assignments from the training campaign. |
| Users that have fully completed the campaign |
Notifies all admins on your KnowBe4 account with a list of users who have fully completed the training campaign. |
| Users that have past due assignments | Notifies all admins on your KnowBe4 account with a list of users who have past due assignments. |
Do You Have Training Notifications I Can Use?
We offer many default email templates for you to customize or use as-is, but you can also create your own notification templates from scratch. You can view the built-in templates by navigating to Training > Notification Templates > System Templates.
More details about how to customize training notifications (in addition to phishing templates and landing pages) can be found in this video.
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