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TRAIN TRACK® Web Edition Help Manual

Automatic Email Notices

Automatic email may be set up from the TRAIN TRACK® client or the web interface. If you have both the client and the web interface, we recommend setting up automatic email from the client interface.

NOTE: If you have a HOSTED edition, we will set up automatic email for you.

 

Install AspEmail

Automatic email from the web interface requires AspEmail which must be installed on your server. This is a third-party application, and not part of TRAIN TRACK®.

This is a free component available from AspEmail.com. Note that there is also a paid version, and the website does not make it clear that you may use the version you download free of charge if you do not need authentication. For more information, see the link.

Follow the instructions on their website for installing this component.

 

Configure Automatic Email

To set up your application to send automatic email notices, you need to configure your email server. This is the mail server that will be used to send the email notices when your program is in use. Once your mail server is configured and you have indicated which messages to send, they will begin sending the next time you log on to TRAIN TRACK®.

To configure your server, follow these steps

 

Step Illustration
1. From the menu bar, select Settings > Automatic Email. The mail server configuration screen will open. View Training
2. Type in the SMTP Server you plan to use for sending email (for example, SMTP.YourDomain.com).. Server
3. Type in your Server Port (usually 25 or 587). Port
4. Type in the Email and the User login name for the email account you plan to use to send notices (these are usually the same). This can be an existing email account, or you can create one for sending automatic notices. Add Required Job Title
5. Type in the Password used to access the email account. Select Job Title
6. Type in an Email Address to send a test message to. Add
7. Type in the Login Link to send to employees. This will be a clickable link employees may use to log in. View Training
8. To enable the email notices, check the boxes for which type of notices you want to send. Due Notices to Employees and/or Supervisors are sent 30 days before training is due or expiring. Due Notices are repeated every 10 days if the required training has not been completed. Reminders of scheduled classes are sent to employees and/or supervisors 3 days before a class is held. To disable notices, uncheck the box next to the type of notice you wish to disable. Training List
9. Click Save Changes. Employees with training due will receive a single email with a link to log in to view their training status (instead of one email per training due). Supervisors will receive an email anytime their subordinates have training due. Required Job Titles

 

 

Send a Test Message

To make sure your settings are correct, you may send a test message to the address you entered for "Send Test Message To Email" as described above. Once you receive the test email, you will know that your mail server is configured correctly, and you are ready to install the automatic email feature as described below.

To send a test message, follow these steps

  1. From the menu bar, select Settings > Automatic Email.

    2. Click the link Send a Test Message. A test email will automatically be sent

 

 

Instant Email

You may also send two types of instant email notices:

- Send a notice to an employee when you enroll them in a class. The notice will linclude the scheduled class information.

- Send a notice to a New employee when you add them to the database. The notice will include their temporary login information and a link to log in to TRAIN TRACK®.

Simply follow the instructions on your screen. The employee must have an email address in order to send the notice.