EMAIL NOTICES

What Email Notices Can be Sent?

TRAIN TRACK® allows you to email reports to supervisors, employees, or to a list of recipients. In order to be able to send email notices to supervisors or employees, you must first enter the email addresses and associate the correct employees with each supervisor.

What can be sent:

• Training due
• Scheduled classes
• Reminders of scheduled classes
• Notices to new employees
• Any report may be sent as an email attachment
• Failed login alerts

How it can be sent:

• Manual
• Automatically

To whom it can be sent:

• Employees
• Supervisors
• A list of recipients
• The program administrator (failed login alerts)

This page describes what specific notices are sent using each method. Details on how to set up or send email is can be found by following the links after each section. We have organized the different email options into three categories:

• Manual Email Notices
• Automatic Email Notices
• Manually Email Reports

Each of these options may be used for different purposes. Manual email is designed for using when you want to send specific information to specific individuals, and automatic email is designed to be set up to send out regular updates to all employees or supervisors.

Manual Email Notices

There are four options that allow a user to manually send notices of training due in the next 90 days to various recipients. Training that is currently listed as “needed”, “failed”, or that will be “expired” within the 90-day window, will be included. The report is automatically generated and attached to a pre-formatted email. (Note: for manual notices, the default due date for a training is considered to be “now.” For example, if Jane Doe is assigned to Advanced Engineering Safety, and this training has no expiration date or no assigned classes, it is considered to be due now, which falls within the 90-day window, and will be included in the email notices.)

• Training Due to Supervisors – sends an email to the selected individual supervisor for all training due by their subordinates within 90 days. It can also send an email to all of the supervisors for all training due by their subordinates within 90 days.

• Training Due to Employees – sends an email to the selected individual employee for all training they have due in the next 90 days. It can also send an email to all of the employees, each with their own training due.

• Training Due to a list of Recipients – allows the user to send a list of all the training due for all employees within a specified number of days to a single email address or a list of email addresses.

• Scheduled Training to Employees – sends a reminder email to employees who have been scheduled for a class. Unlike the previous 3 options, it only refers to employees who have been assigned to a scheduled class. The email contains the date, location, time and instructor name of the class.  It can be sent to one employee selectively or to all scheduled employees, each with their own scheduled classes.

For more information on how to send manual email notices, see Manual Email.

Automatic Email Notices

Configuring automatic email allows email notices to be generated and sent automatically in the following circumstances. 

• Send notices of training due within ____ days. Repeat every ____ Days – checking this option will send an email to any employee whose training is due now, or expires within the specified date range. If the training has not been completed, the notice will be repeated every X number of days after the initial notice.

• Send notices of scheduled training as soon as it is scheduled – checking this option will send an email to any employee when they are enrolled in a scheduled class.

• Send reminder notices of scheduled training within ____ days – checking this option will send an email reminder to any employee who has been scheduled for a class, X number of days before the class. If you also check the item above, they will get one notice when they are scheduled, and then a reminder right before the class.

• Send monthly notices of training due – checking this option will send an email to any employee whose training is due now, or expires within the next 31 days. Notices are all sent on the specified day each month.

• Send notices to new employees -- checking this option sends an email to new employees with the longin link, login name and temporary password.

• Failed login notices -- When you configure automatic email notices, the administrator email is also used to automatically send a notice any time an exam level user has three failed login attempts in a row.

The View Notices Sent button displays a list of all the automatic email notices that have been sent out.

You may also view a list of records generated by the settings you have in place. These records will be displayed whether or not they have already been sent. This list is designed to let you know what notices should be expected to go out. Please note that the list may contain records that fall within your parameters, but have no email addresses, which means they will not be sent because there is no email address to send them to. The list also includes one row for each training that will be included in the email, so if you have multiple records for each employee, they will be combined into one email. The total number of email messages may be fewer than the number of records you see on the list.

For more information on how to send automatic email notices, see Automatic Email.

Manually Email Reports

When you open any report, you have the option of exporting the report as an email attachment using the button on the ribbon (see Reports). You may also export any report to a standard file format (i.e. Excel® or as a text file) and then send it to any email recipient. For more information, please see Export.