How Do Training Notifications Work?
Our training campaign notifications can be used to notify users, managers, and KMSAT console admins of a user's enrollment in or progress on a training campaign.
We have two main categories of notifications: automated and manual. Automated notifications are set up when creating or editing your campaign details. Manual notifications can be sent at any time during your users' enrollment period, from under your training campaign's overview page or reports page.
Click 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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Do You Have Training Notifications I Can Use?
Automated Notifications
You can set up automated notifications while creating or editing a new training campaign.
To set up automated notifications when you create a campaign, click the +Add Notification button on the Create New Training Campaign page. You can also add automated notifications when you edit an existing campaign from the Edit Training Campaign page.
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.
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 our How to Extend Training Deadlines article to learn more about extending training for users who have missed their due date.
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 KMSAT 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 are based on calendar days, not business days. For example, day one of training is 24 hours after the campaign has started.
| Type | Description | Timeframe |
| Welcome Email |
This 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 |
This email 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 less 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 |
This email 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 |
This email 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 |
This email 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 complete training after the due date. For more information, see our How to Modify Training Deadlines article. |
You can set the number of days after the due date to send this notification. |
Manager Notifications
Days are based on calendar days, not business days. For example, day one of training is 24 hours after the campaign has started.
| Type | Description | Timeframe |
| Welcome Email |
This 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 |
This email 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 less 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 |
This email 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 |
This email 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 |
This email 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 are based on calendar days, not business days. For example, day one of training is 24 hours after the campaign has started.
| Type | Description | Timeframe |
| Welcome Email |
This email notifies all admins in your KMSAT console 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 |
This email notifies all admins in your KMSAT console 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 less 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 |
This email notifies all admins in your KMSAT console 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 |
This email notifies all admins in your KMSAT console 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 |
This email notifies all admins in your KMSAT console 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 Past Due notifications to be sent 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, 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 since the notifications are sent to all KMSAT 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, which are indicated in your Account Settings. - Resend reminder every: We recommend sending a repeat notification every three 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 subtab.
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 | This email notifies each user that has never logged in to the KnowBe4 Learner Experience. |
| Users that have logged in but have not completed all assignments | This email notifies each user that has not completed their assignments from the training campaign. |
| Users that have fully completed the campaign | This email notifies each user that has fully completed the training campaign. |
| Users that have past due assignments | This email 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 |
This email 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 | This email 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 |
This email notifies managers with a list of their users who have fully completed the training campaign. |
| Users that have past due assignments | This email 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 |
This email notifies all admins in your KMSAT console 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 | This email notifies all admins in your KMSAT console with a list of users who have not completed their assignments from the training campaign. |
| Users that have fully completed the campaign |
This email notifies all admins in your KMSAT console with a list of users who have fully completed the training campaign. |
| Users that have past due assignments | This email notifies all admins in your KMSAT console with a list of users who have past due assignments. |
Do You Have Training Notifications I Can Use?
We offer many default notification 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. For more information about creating or editing your own training notifications, see our Customizing Training Notifications article.
More details about how to customize training notifications can be found in our Customizing Training Notifications video.
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