Set up induction course notifications

You can send automatic reminders of course expiry and be notified when someone passes or fails a course using induction notifications. You need the Global Induction Manager user role to access these settings.

Induction courses are an important part of tracking compliance and renewal for employees and/or contractors. You can send automatic reminders of course expiry and be notified when someone passes or fails a course using induction notifications. 

These notifications are for WOL eLearning and SCORM Cloud courses only.

To access induction notifications:

  1. Go to Tools > Induction Manager.
  2. Select Course Notifications from the left-hand menu.

There are two tabs for the types of induction notifications: Pass/fail notifications and course expiry notifications.

Pass/fail notifications

You can customize who is notified when an induction course attempt is passed or failed, e.g., HR, Facilities Manager, H&S Supervisor.

Notification recipients will receive an email when an induction course attempt is passed or failed.

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The learner of the induction course can be sent a copy of their induction certificate upon completion of the course.

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Recipient options

  • Send to Course Owner – The employee who set up in the induction course settings as the course owner.
  • Send to the Issuing Authority – The person listed as the issuing authority on the induction certificate. The issuing authority of the induction certificate can also be the course owner.
  • Send to this employee – Select employees within your organization.
  • Send to this non-employee – Enter an email address that's not linked to an employee in your organization, e.g., inductions@mycompany.com.
  • Send Course Certificate – If you want to send a copy of the certificate to the person completing the induction.

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Course expiry notifications

It’s important to ensure those on-site have an up-to-date induction course. WhosOnLocation records when a learner passed an induction course and when it must be renewed. 

There are three tabs of configuration settings: notification recipients, notification send settings, and notification email editor.

Notification recipients

Choose who you want to receive a notification when an induction course is due to expire:

  • Notify Course Owner – The employee in your organization who is set as the course owner for the induction due to expire.
  • Notify Learner – The contractor or employee who passed the induction course and must sit an induction renewal.

A different customizable email template is sent to each recipient type.

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Notification send settings

Choose when you want to send the expiry email notifications. You can send up to three notifications, two before the expiry date and one the day after expiry:

  • Notification 1 - First reminder sent to your chosen recipients. Select how many days before expiry you want this to send from the dropdown menu.
  • Notification 2 - Final reminder sent before an induction course expires. This must be set to send after the first notification. Select how many days before expiry you want this to send from the dropdown menu.
  • Notification 3 – Sent one day after an induction expires. Choose whether to send this using the Yes or No option.

If you only want to send one reminder prior to expiry, set this using Notification 1.

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Notification email editor

Separate emails are sent to the learners and course owner of expiring inductions, and a different email is sent depending on which notice is being sent. You can edit each of these in this section.

There are three sub-tabs, one for each notification send setting. Each sub-tab has two templates to customize, one for learners and one for course owners.

You can reset an email to the default template using the Apply Default Settings option below each email.

Placeholders are available to insert dynamic content into your emails to make it specific to the learner and the induction.

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Placeholders

Click the View available placeholders dropdown to display this list and copy and paste placeholders into your email as required:

  • {{Organization.Name}} – The name of the learner’s organization.
  • {{Learner.Name}} – The learner’s full name.
  • {{Learner.Email}} – The primary email address in the learner’s profile.
  • {{CustomerOrganization.Name}} – The name of your WhosOnLocation account.
  • {{Course.OwnerName}} – The full name of the employee set as the course owner.
  • {{Course.OwnerEmail}} – The email address in the course owner’s profile.
  • {{Course.Name}} – The name of the induction course.
  • {{Course.ExpiryDate}} – The date the induction course is due to expire.
  • {{Course.Link}} – The link to sit an updated induction course.

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Ensure that you use the {{Course.Link}} placeholder in each email to the learner so that they can automatically take a new induction course.