Email Alerts for Training
What email alerts are available for training?
Purpose: To show you how to create email alerts for training in BambooHR, which includes renewals, expirations, and uncompleted training. In this way, you will always be up-to-date on when employees need to complete training.
Email Alerts
You can create training alerts to notify you of important training requirements. To create a new email alert, go to Email Alerts in Settings and click +Add Alert. Select which training alert you would like to add.
Set alert information
- Send this alert to: Determine who to send the email alert to. The Full Admin Users option will send the email alert to all users listed as Full Admins in access levels. The Employee option will send the email alert to the employee who triggered the alert. The Manager option sends the email alert to the manager of the employee who triggered the alert. The Others option allows you to enter a specific employee, department, location, job title, division, or email address.
- Schedule: Select how often you would like this alert to be sent (Daily, Weekly, Monthly, or Quarterly). Then, select what time you would like the email alert to send on that specific day. In the screenshot above, the email alert will send at 3:00 a.m. (America/Denver time).
- Include: Depending on the type of training alert, you will need to decide what trainings to include. In the example above for Training Renewal, I have selected to include those who completed optional renewing training and all trainings with expiration dates in the next 30 days.
- This alert will include: Click Edit to filter which employees will affect this alert.
Once you save the email alert, it will automatically send when an employee's training information triggers it. You can find examples of each training email alert below.
If the number of included employees exceeds 100, the email alert will include an attached CSV file with the list of employees instead of listing the employees in the email as shown in the examples below.
The Training Expired alert will send if an employee has a training renewal requirement that has already passed the due date. This is a recurring alert, and you can customize the scheduling for the message.
The Training Not Complete alert will send if an employee has an uncompleted training and is past due. This is a recurring alert, and you can customize the scheduling for the message.
The Training Renewal alert includes information about employees who have trainings that are due for renewal. The due date information in the Upcoming Training table on the Training tab determines which employees include. (For a non-required training that is renewing, the email alert will still get triggered even though the particular non-required training only shows in the History table.) This is a recurring alert, and you can customize the scheduling for the message.
You can set up a training as a requirement for only specific groups of employees (as shown in the screenshot above). If you have an employee who was previously required to take the specific training but is no longer required to take it, you can still include them in training email alerts. To do this, click the box next to Include those who completed optional renewing training.
For example, you have had an employee who was required to take the First Aid Training at a point in time. That individual happened to be promoted and moved to another position where the First Aid Training is no longer a requirement as part of the job description. You may wish to know when that employee's previously completed First Aid Training expires so that you can give them the option to renew it even though it is no longer a requirement for them.
When an email alert is triggered and if the recipient is an employee, they will receive the email alert as long as they have an active status in BambooHR. The recipient does not need to be enabled with access to receive the alert. An employee with an inactive status will not receive the email alert.