Custom Supervisor and Level 2 Supervisor Emails

Note: This topic includes information for all Supervisor and Level 2 Supervisor custom emails.

Learners who meet the criteria established in the distribution list are included in the custom Supervisor emails that are sent to the supervisors. A supervisor only receives data for their own learners.

For example: If you set a filter for Country = Canada for the distribution list, then only users whose Country equals Canada are included in the email notification template. The supervisor receiving the email does NOT have to be from Canada to receive notifications for users in Canada.

Create custom Supervisor emails when you want to notify Supervisors about their learners' upcoming, overdue, or completed assignments for one or more courses:

  • Use the Non-recurring Supervisor email to send a one-time notification to Supervisors when learners' dates for the selected courses fall within a specific time frame.
  • Use the Recurring Supervisor email to send regularly scheduled notifications to Supervisors when learners' dates for the selected courses falls within a specific time frame.
  • Use the Training Reminder Supervisor email to continually send notifications to Supervisors when learners' dates for the selected courses is in exactly the specific time frame.

The custom Supervisor emails contain the following options.

All custom Supervisor emails include the following placeholders in the email body. The value for the placeholders is derived from the options selected in the Distribution List, such as "Next" or "Last."

To insert placeholders and have them work properly, you must select them from the drop down list. If you type the square brackets ([ ]) and tilde (~), the email notification will not render properly, leaving users with missing information.

  • Course Status: current status for the learner for each course included
  • Due/Assigned: the email body includes either the word "Due" or "Assigned," based on the option selected in the Distribution List
  • Next/Last: the email body includes either the word "Next" or "Last," based on the option selected in the Distribution List
  • TimeFrame: indicates the number of days, weeks, or months selected in the Distribution List
  • Supervisor (or Level 2 Supervisor) Course Status: if you select this option, the email notification contains the following data for each user meeting the parameters specified in the Distribution list: learner's name, email address, course title, and due date.
  • Supervisor (or Level 2 Supervisor) Course Status Name Only: if you select this option, the email notification contains only the name of each user meeting the parameters specified in the Distribution list.

For more information about email contents and placeholders, see Editing the Contents.

The default Distribution List targets only Supervisors or Level 2 Supervisors assigned to the users whose data is included in the report.

All custom Supervisor emails include the same options in the Distribution List except for the following:

  • Recurring and Non-recurring Supervisor emails include the Within option for due, assigned, or completed dates.
  • Training Reminder Supervisor emails include the In option for due, assigned, or completed dates.

For more information about all available options in the Distribution List, see Editing the Distribution List.

For more information about the Within and In options, see Custom Emails About the Distribution List.

Start Date: You can edit the start date for all custom Supervisor emails. If you change the start date for the Non-recurring Supervisor email to a new date in the future, the email will send again.

Frequency:

  • Non-recurring: N/A
  • Recurring: Defaults to every day. Options include every [number] of Day(s), Week(s), or Month(s).
  • Training Reminder: You cannot edit the frequency. Frequency is based on Learner Assigned Date.

For more information about email send times, see About Sending Emails.