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 charts below describing what each notification is meant to do.
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 or after a training campaign while under your Training Campaign's overview/reports page.
Note: Use caution when selecting a training notification template to ensure the content matches the timing and purpose of the selected notification as described here.
Automatic Notifications
Automatic notifications are set up at the time you create a training campaign by clicking the "+Add Notification" button. The chosen notifications and timeline can be edited at any time after creating the campaign.
Note: Days refer to calendar days, not business days.
| AUTOMATIC NOTIFICATIONS | Welcome Email | Remind After Enrollment | Remind Before Due Date | Completion Notification |
| User |
Notifies users of their enrollment in a new training campaign at the start of a training campaign. If the campaign starts prior to the beginning of business hours, the notification will be sent at the start of business hours the day the campaign begins. If the campaign starts after business hours conclude, the notification will be sent the following day at the start of business hours. |
Notifies users who are incomplete with their training. It is sent a specified number of days after their enrollment at the start of business hours according to KnowBe4 Account Settings. Notification can be used to remind users to log in to begin or complete their training. |
Notifies users who are incomplete with their training. It is sent a specified number of days before their due date at the start of business hours according to KnowBe4 Account Settings. Notification can be used to remind users to log in to begin or complete their training. |
Notifies a user when they have completed their assigned training. Completion of training includes acknowledging any policy associated with the campaign. |
| User's Manager |
Notifies a user's manager (based on the user's individual profile) of a user's enrollment in a campaign. It is sent at the start of a training campaign. If the campaign starts prior to the beginning of business hours, the notification will be sent at the start of business hours the day the campaign begins. If the campaign starts after business hours conclude, the notification will be sent the following day at the start of business hours. 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 an incomplete user's manager (based on the user's individual profile) a specified number of days after their enrollment at the start of business hours according to KnowBe4 Account Settings. 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 an incomplete user's manager (based on the user's individual profile) a specified number of days before their due date at the start of business hours according to KnowBe4 Account Settings. 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 a user's manager (based on the user's individual profile) upon their user's completion of their training. 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. |
| Account Admins |
Notifies all admins on your KnowBe4 account of a user's enrollment in a campaign. It is sent at the start of a training campaign. If the campaign starts prior to the beginning of business hours, the notification will be sent at the start of business hours the day the campaign begins. If the campaign starts after business hours conclude, the notification will be sent the following day at the start of business hours. A single notification will be sent containing all enrolled users whenever possible (If multiple users are enrolled within 5 minutes of each other, they'll be included together on a notification) |
Notifies all admins on your KnowBe4 account that users are incomplete. It is sent a specified number of days after the users' enrollment date at the start of business hours according to KnowBe4 Account Settings. A single notification will be sent containing all incomplete users whenever possible (If multiple users are affected and have the same enrollment date, they'll be included together on a notification). |
Notifies all admins on your KnowBe4 account that users are incomplete. It is sent a specified number of days before the users' due date at the start of business hours according to KnowBe4 Account Settings. A single notification will be sent containing all incomplete users whenever possible (If multiple users are affected and have the same due date, they'll be included together on a notification) |
Notifies all admins on your KnowBe4 account upon a user's completion of their training. Most likely, admins will receive a notification for each user. Keep this in mind if you have a large organization with lots of employees. |
Manual Notifications
Manual notifications can be sent at any time during or after a campaign. You can send manual notifications by clicking the training campaign title beneath the Training-->Campaigns tab.
Note: Days refer to calendar days, not business days.
| MANUAL NOTIFICATIONS | Users that have never logged in | User has not completed all training assignments | Users that have completed training but not accepted policy | Users that have fully completed the campaign |
| User | Notifies each user that has never logged into KnowBe4. | Notifies each user that has not yet fully completed their training. | Notifies each user has fully completed their training assignments but has not yet accepted or acknowledged the policies associated with those training assignments. | Notifies each user that has fully completed the training assignments associated with the campaign. |
| User's Manager |
Notifies employee managers to inform them about their employees who have never logged in for training. The manager email setting is based on the employee's KnowBe4 account profile. A single notification will be sent containing all affected employees. |
Notifies employee managers to inform them about their employees who have not yet completed all of 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 employee managers to inform them about their employees who completed the training but still need to log in and acknowledge any policies associated with their assigned training. The manager email setting is based on the employee's KnowBe4 account profile. A single notification will be sent containing all affected employees. |
Notifies employee managers to inform them about their employees who have fully completed the campaign. The manager email setting is based on the employee's KnowBe4 account profile. 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 training.
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 assigned training.
A single notification will be sent containing all affected users. |
Notifies all admins on your KnowBe4 account to inform them about users who completed the training but still need to log in and acknowledge any policies associated with their assigned training.
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.
A single notification will be sent containing all affected users. |
Do you have any training notifications I can use?
We include several 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.
How can I edit or create notifications?
By clicking on one of our built-in templates, you can open it in our WYSIWYG ("what you see is what you get") editor and change whatever you wish. Saving changes to a built-in system template will save a copy of your edit to the Drafts folder under My Templates. To utilize the templates you create as part of a training campaign, you will have to create one or more categories under My Templates and move your custom templates into a category.
You can create your own emails by clicking the "+New Training Campaign Notification Template" button. Note that these are not phishing emails so some functionality is limited. You can, however, choose from a list of drop-down Placeholders to use in your email. This can help you auto-fill user or campaign information from our system when sending the email. A complete list and description of the placeholders can be found here.
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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