Set up automatic reminders

Once your course, assessment, training path or Coach Expert is completed, you can schedule automatic email reminders for your learners. They help you stay in touch with them and encourage them to start and complete their training, based on the criteria you set.

Table of Contents

• Access automatic reminders
• Create an automatic reminder
  • Choose how to target learners
  • Set the sending time
• Manage and edit your reminders
• Understand the recipients of reminders
• Examples of how to use automatic reminders
• Frequently Asked Questions

Access automatic reminders

To access the automatic reminders of an activity:

1. Open the activity, then click the "Distribute" tab in the navigation sidebar.
2. Click " Automatic Reminders". Here you will find all the reminders already created, with their status and the number of emails sent.

Click on the image to open it in a new tab.

Create an automatic reminder

To create a reminder:

1. Click the " Add Reminder" button: the "Set up a reminder" window opens.
2. Name the reminder: give it a clear name so you can easily find it later, for example "Remind learners who have not started". The name is required to save the reminder.
3. Target learners in the "Send this reminder to learners if…" menu (see Choose how to target learners).
4. Set the sending time (see Set the sending time).
5. Write the message: customize the subject and the email body, starting from the template provided by Teach Up or writing your own text.
6. Click "Save".

The toggle at the top right of the window is switched on by default: the reminder will be sent as soon as its conditions are met. Switch it off (it then shows "Inactive") to prepare the reminder without sending it for now.

Once the reminder is saved, send yourself a sample to check what learners will receive (see Send a sample email).

Choose how to target learners

In the "Target learners to whom to send this reminder" section, the "Send this reminder to learners if…" drop-down menu offers two groups of options:

For a Coach Expert, only the "Training not started" targeting is available.

The suggested email template automatically adapts to the selected targeting, as long as you have not saved the reminder or edited the template.

Set the sending time

In the sending time section, the drop-down menu that defines when the reminder is sent offers the following options:

For learners who access the training through the direct access link without being assigned, use "after a period of inactivity of…" or "on the date…".

Example: you assigned your learners on June 1st. On June 10th, you create a reminder to be sent 3 days after assignment: the calculated sending date would be June 4th, which has already passed, so the reminder will not be sent. To target June 13th, set a delay of 12 days instead.

Manage and edit your reminders

Click the three dots to the right of a reminder to display the options below.

Edit the reminder

Select "Edit" , then adjust the criteria or the content of the reminder.

Learners who have already received the reminder will not receive it again, even if you change its criteria. To remind learners based on other criteria, create a new reminder instead.

Send a sample email

Select "Send a test email" : a sample of the reminder is sent to your email address, so you can check what learners will receive.

Duplicate a reminder

Select "Duplicate" to create a copy of the reminder. You can then adapt it to other criteria without reconfiguring everything.

Activate or deactivate a reminder

To deactivate a reminder, select "Edit" , switch off the toggle at the top right of the window (it then shows "Inactive"), then save.
To reactivate it, select "Activate" .

A deactivated reminder is not sent, but you can reactivate it at any time.

Export the list of sent emails

Select "List of sent emails" : an Excel file is automatically downloaded, with the list of learners who have received the reminder. You can use it to analyze the sends or import them into other tools.

Delete a reminder

Select "Delete" .

This action is irreversible.

Understand the recipients of reminders

Automatic reminders apply according to the following rules:

• They are sent to learners assigned to the activity, or who started it freely from their Teach Up account.
• Learners must meet the targeting criteria defined in the reminder.
• Each learner receives a given reminder only once, even if you change its criteria or the learner is reassigned.
• Learners who clicked "Stop receiving reminders" in a reminder email no longer receive reminders.
• Learners who follow the training in another LMS through a SCORM export do not receive reminders.

Examples of how to use automatic reminders

Here are a few combinations of targeting and sending time that meet the most common needs:

• Encourage starting the training: "Training not started" targeting, sent 7 days after assignment.
• Remind learners of a deadline: "Training not completed" targeting, sent on the date of the day before the deadline.
• Re-engage learners who dropped off: "Completion within the range…" targeting (for example between 20% and 80%), sent after a period of inactivity of 10 days.
• Suggest additional resources or reactivate knowledge: "Training completed" targeting, sent 30 days after assignment.

Frequently Asked Questions

How can I schedule recurring reminders until a training path is completed?

Since each reminder is only sent once, create several reminders with different delays. For example, to remind learners who haven’t completed their training path every week, create reminders at D+7, D+14, D+21, etc. Duplicating a reminder lets you prepare them quickly.

Can learners unsubscribe from reminder emails?

Yes. They can click the "Stop receiving reminders" button at the bottom of a reminder email they’ve received.

Can a learner who accesses the training through the direct access link, without being assigned, receive reminders?

Yes. Since they are not assigned, choose the "after a period of inactivity of…" or "on the date…" sending time for them.

Does duplicating an activity also copy its reminders?

Yes, the reminders are copied, but they are all deactivated ("Inactive") in the copy and their send counter starts again at zero. Check them, then reactivate the ones you want to use.

Can I prepare a reminder without activating it right away?

Yes. When creating or editing the reminder, switch off the toggle at the top right of the window (it then shows "Inactive"): the reminder is saved but will not be sent. You can reactivate it later with "Activate".

Does a learner who is unassigned and then reassigned receive the reminder?

Yes, provided they have never received it before. A reminder that has already been received is never sent again, even after a reassignment.