Notifications and Reminders

When a new user is created in the portal, an invitation email is automatically sent prompting them to click a link, set their password, and log in for the first time. Admins can resend or cancel invitations from the user’s profile. If SSO is enabled, separate invitation templates exist for internal (SSO) and external (non-SSO) users.

Email notifications can be enabled to alert learners when they are enrolled in a topic or pathway by an admin, via upload, or via an automated rule. A separate self-enrolment notification alerts the Primary Admin when a learner self-enrols via a catalogue or auto-enrol link. Pathway-specific notifications also include: pathway updated (when existing enrolments are affected by changes to a pathway’s content) and pathway scheduled topic released (when a locked topic in a pathway becomes available to a learner).

A separate notification is available for retake enrolments — triggered when a learner is re-enrolled in a topic or pathway as part of a manual retake or an automated recertification process. This is distinct from the initial enrolment notification and can be separately enabled, disabled, and customised, allowing a different message to be sent for a retake versus a first-time enrolment.

Admins can configure a schedule of reminder emails for each topic or pathway, triggered relative to the learner’s due date. Reminders can be set to send any number of days or weeks before the due date (due soon) or after the due date (overdue). Multiple reminders can be stacked – for example, 2 weeks before, 1 week before, on the day, and 1 week overdue. Each reminder in the schedule is individually configurable for recipients and can be enabled or disabled independently. Reminders only send if the learner has a due date on their enrolment and has not yet completed the training. Reminders can be set up to 12 weeks past the due date.

A completion email is sent to the learner when they finish a topic or pathway. This notification is enabled by default and can be disabled if not needed. The completion email includes a summary of results (completion date, duration, assessment outcome if applicable), a copy of the learner’s journal, and a PDF of their completion certificate. Additional recipients such as managers, creators, or specific stakeholders can be added.

When the assessment module is enabled in a standard topic, additional notifications become available. These include: assessable item pending (notifies assessors or creators when a submission is awaiting review), assessable item result (notifies learners when their submission has been graded), assessment retake request (sent when a learner fails and requests a retake), assessment retake approved (sent to the learner when a retake is approved), and assessment review required (when admin review of results is enabled, notifies assessors and admins that results are being held for review). Assessment notifications cannot be customised.

Three types of periodic summary emails can be subscribed to on a per-user basis: Learner report (a summary of the learner’s own training progress and outstanding items), Team Leader report (a summary of the team leader’s team’s training status), and Assessor report (a list of topics with pending assessable submissions awaiting grading). Frequency options range from daily to monthly. Reports only send when there is relevant data — no email is sent if there is nothing to report. Frequency is set per user on their profile or via CSV upload.

Admins can send a one-off custom email message to a selected group of users directly from within the platform via Admin → People, using the “Send email message” bulk action after filtering and selecting the desired users. The same capability is also available for a single person directly from their individual profile, via the “I want to…” menu – it opens the same modal and process as the bulk version, just with that person already selected, so an admin can message someone directly from their record without returning to the People table to find and select them. The message is sent using the portal’s standard email infrastructure (from the Primary Admin name) and appears in users’ inboxes like any other portal email. The bulk message template can be customised via Admin → Account → Emails.

A set of platform-level notifications are sent automatically based on account events. These include: password reset (when a user requests a new password), scheduled deactivation reminder (sent ahead of an upcoming automatic deactivation), scheduled reactivation (sent when a user’s account is reactivated on a scheduled date), creator invitation (when a user is assigned as a creator to a topic), SSO local password login alert (when an SSO user logs in without SSO), and stale users deactivated (admin notification when inactive users have been automatically deactivated).

For each notification on a topic or pathway, admins can configure additional recipients beyond the default. Options include: Primary Admin (the portal’s designated admin email), Creators (all creators assigned to that topic), Managers (all managers assigned to the learner, up to 5), Mentor (the learner’s assigned mentor), and Stakeholders (one or more manually specified email addresses). Each notification can have a different recipient configuration, allowing escalation — for example, sending overdue reminders to the learner initially, then copying in managers once the due date has passed.

Admins can customise the content of topic and pathway notification emails (enrolment, retake enrolment, due soon, overdue, and completion) by creating custom templates. Each template can be edited for subject line, body text, formatting, dynamic variables, logo visibility, and footer. Multiple templates can be created for each notification type. One template is set as the default and applies globally across all instances of that notification type. A live preview and test send are available during editing. The invitation email, scheduled deactivation, and scheduled reactivation emails can also be customised. Many platform emails (assessment, event, reporting) cannot be customised.

Beyond setting a global default template, admins on Business plans can assign a specific custom email template to an individual notification within a specific topic or pathway. This is done via the Notifications tab of the topic or pathway, where each notification shows a Default or Modified status. Clicking Modified allows selection of any available template of that notification type for that specific instance only. This means, for example, a specific topic can have a unique completion email with content tailored to that training, while all other topics continue to use the global default.

By default, all platform emails are sent from a @tribalhabits.com address with the Primary Admin name displayed as the sender. Organisations can request configuration of a custom email sending domain so that all notification emails are sent from their own domain (e.g. [email protected]). Setup requires the organisation to own and manage DNS for the domain, have DMARC enabled, and add several CNAME records provided by Tribal Habits support. The process is managed by the Tribal Habits support team and is independent of, but complementary to, the custom portal domain (vanity URL) feature.

Notifications can be disabled at two levels. At the platform level, a Super Admin can turn off all email notifications for the entire portal via Admin > Account > Subscription. This disables all outbound emails including system notifications and is intended only for temporary use during testing or data migration. At the user level, admins can disable training-related notifications (enrolments, reminders, completions) for individual users via their profile or in bulk via CSV. System emails such as invitation and password reset are not affected by the user-level setting.

The Notifications report in Analytics provides a log of every email notification sent from the portal, including the notification type, recipient, topic or pathway, date sent, and delivery status. The report can be filtered and exported to CSV.

When a self-registration token, internal auto-enrol link, or LMS Link becomes inactive – either because it has reached its configured usage limit or its expiry date has passed – the platform automatically sends an email alert to the Primary Admin. The alert identifies which token or link has become inactive and the reason (limit reached or expired), so admins are aware that no further enrolments can be made via that mechanism.