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. See the charts in the sections below describing what each notification type is meant to do.
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What Notifications Are Available?
Automated Notifications
Manual 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.
Watch this video to learn more about automatic notifications
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.
Note:
"Business hours" refers to the business hours and time zone set in your KnowBe4 Account Settings.
"Days" refers to calendar days, not business days. Meaning, day 1 of training is 24 hours after the campaign has started.
| AUTOMATED NOTIFICATIONS | Welcome Email | Remind After Enrollment | Remind Before Due Date | Campaign Completion | Past Due |
| User |
Notifies users of their enrollment in a new training campaign and includes a link to log in to take the training. This notification will be sent upon enrollment, regardless of business hours. This includes users enrolled after the start of the campaign.
|
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. This notification is sent a specified number of days after their enrollment, during business hours. |
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. This notification is sent a specified number of days before the due date, during business hours. |
Notifies a user when they have completed their campaign assignments. This notification will be sent when the assignments are completed, regardless of business hours. |
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. You must allow users to complete training after the due date before you can send Past Due notifications. See here for more information. This notification is sent a specified number of days after the due date, during business hours. |
| User's Manager |
Notifies the manager (based on the user's individual profile) of users enrolled in a new training campaign. This notification will be sent upon enrollment, regardless of business hours. This includes users enrolled after the start of the campaign. A single notification will be sent containing all enrolled employees whenever possible (If multiple employees are enrolled within 5 minutes of each other, they'll be included together on a notification). |
Notifies the manager (based on the user's individual profile) of users who have incomplete campaign assignments. This notification is sent a specified number of days after their enrollment, during business hours. A single notification will be sent containing all of the manager's incomplete employees whenever possible (If multiple employees are affected, they'll be included together on a notification). |
Notifies the manager (based on the user's individual profile) of users who have incomplete campaign assignments. This notification is sent a specified number of days before their due date, during business hours. A single notification will be sent containing all of the manager's incomplete employees whenever possible (If multiple employees are affected, they'll be included together on a notification). |
Notifies the manager (based on the user's individual profile) of a user when they have completed their campaign assignments. This notification will be sent when the assignments are completed, regardless of business hours. Most likely, managers will receive a notification for each user in this case. Keep this in mind if you have a large organization with lots of employees. |
Notifies the manager (based on the user's individual profile) of users who have incomplete campaign assignments and have missed their due date. This notification is sent a specified number of days after their due date, during business hours. A single notification will be sent containing all of the manager's incomplete employees whenever possible (If multiple employees are affected, they'll be included together on a notification). |
| Account Admins |
Notifies all admins on your KnowBe4 account of users enrolled in a new training campaign. This notification will be sent upon enrollment, regardless of business hours. This includes users enrolled after the start of the campaign. A single notification will be sent containing all enrolled employees whenever possible (If multiple employees are enrolled within 5 minutes of each other, they'll be included together on a notification). |
Notifies all admins on your KnowBe4 account of users who have incomplete campaign assignments. This notification is sent a specified number of days after their enrollment, during business hours. A single notification will be sent containing all incomplete employees whenever possible (If multiple employees are affected, they'll be included together on a notification). |
Notifies all admins on your KnowBe4 account of users who have incomplete campaign assignments. This notification is sent a specified number of days before their due date, during business hours. A single notification will be sent containing all incomplete employees whenever possible (If multiple employees are affected, they'll be included together on a notification). |
Notifies all admins on your KnowBe4 account when a user has completed their campaign assignments. This notification will be sent when the assignments are completed, regardless of business hours. Most likely, admins will receive a notification for each user in this case. Keep this in mind if you have a large organization with lots of employees. |
Notifies all admins on your KnowBe4 account of users who have incomplete campaign assignments and have missed their due date. This notification is sent a specified number of days after their due date, during business hours. A single notification will be sent containing all incomplete employees whenever possible (If multiple employees are affected, they'll be included together on a notification). |
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.
Watch this video to learn more about manual notifications
Note:
Notifications will be sent when you click Send, regardless of business hours.
"Days" refers to calendar days, not business days. Meaning, day 1 of training is 24 hours after the campaign has started.
| MANUAL NOTIFICATIONS | Users that have never logged in | Users that have not completed all training assignments | Users that have completed training but not accepted a [course-attached] policy | Users that have fully completed the campaign | Users that have past due assignments |
| User | Notifies each user that has never logged in to KnowBe4. | Notifies each user that has not yet fully completed their campaign assignments. | Notifies each user that has fully completed their training assignments but has not yet accepted or acknowledged course-attached policies associated with those training assignments. | Notifies each user that has fully completed the campaign assignments. | Notifies each user that has past due assignments. |
| User's Manager |
Notifies employees' managers to inform them about their employees who have never logged in for campaign assignments. The manager email setting is based on the employee's KnowBe4 account profile. A single notification will be sent containing all affected employees. |
Notifies employees' managers to inform them about their employees who have not yet completed all of their campaign assignments. The manager email setting is based on the employee's KnowBe4 account profile. A single notification will be sent containing all affected employees. |
Notifies employees' managers to inform them about their employees who completed the training assignments but still need to log in and acknowledge any course-attached policies associated with their training assignments. The manager email setting is based on the employee's KnowBe4 account profile. A single notification will be sent containing all affected employees. |
Notifies employees' managers to inform them about their employees who have fully completed the campaign assignments. The manager email setting is based on the employee's KnowBe4 account profile. A single notification will be sent containing all affected employees. |
Notifies employees' managers to inform them about their employees who have not completed all of their training assignments and have now missed their due date. A single notification will be sent containing all affected employees. |
| Account Admin | Notifies all admins on your KnowBe4 account to inform them about users who have never logged in for campaign assignments.
A single notification will be sent containing all affected users. |
Notifies all admins on your KnowBe4 account to inform them about users who have not completed all of their campaign assignments.
A single notification will be sent containing all affected users. |
Notifies all admins on your KnowBe4 account to inform them about users who completed their training assignments but still need to log in and acknowledge any course-attached policies associated with their training assignments.
A single notification will be sent containing all affected users. |
Notifies all admins on your KnowBe4 account to inform them about users who have fully completed the campaign assignments.
A single notification will be sent containing all affected users. |
Notifies all admins on your KnowBe4 account to inform them about users who have not completed all of their campaign assignments and have now missed their due date. A single notification will be sent containing all affected users. |
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, or in our weekly feature webinars.
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