Academy - How to Send & Manage Assignment notifications

This article applies to:
PoliceOne Academy, FireRescue1 Academy, CorrectionsOne Academy, EMS1 Academy, LocalGovU, and white-label sites

You might have noticed that our assignment notification page got a refreshed look recently. We launched our notification manager and connected this new tool with the assignments manager. Before today, admins only had limited options when sending out assignment notifications. But now, with the release of the new notification manager, Admins can control all notifications being sent to the members. More importantly, it gives the freedom of configuring recurrent notifications for every Assignment and Custom Message.

The outline below will guide you through the steps for sending notification rules to Members of your organization.

How to Set Up Notification via Assignment Tool

1. Go to the "Admin" menu item and click the "Assignments" link that appears in the drop-down list
   
2. On Assignments page, you can
   • click the "Edit" button to edit existing assignment
   • click the "New Assignment" button to create a new assignment
3. Follow your regular assignment creation process, and click the "Next" button at step 3 to set up notification rules
4. On Notification Rules page, you have several options:
   • You can check the existing rules listed on the page, and click the "Apply selected notification rules" button. Once the rule is saved, you can click the "Assignments list" button to go back to the assignments listing page.
   • You can also click the "Create custom notification" button to send out a custom notification to members.
     

How to Set Up Notification via Notification Manager Tool

1. Go to the "Admin" menu item and click the "Notification Manager" link that appears in the drop-down list
   
2. Click the "New Notification" button at the upper-right corner
3. In the "Name" field, enter the name of your custom notification
4. In the "Notification Type" drop-down list, select "Assignment"
   • If you have assignment notification template saved previously, you can select the template from the "Template" drop-down list
   • If you'd like to save this template and make it shown on Assignment Notification Rule page for quick reference, you can check the checkbox "Show on assignment notifications page"
     
5. In the "Affected Assignments" field, the default selection is "Specified" - You can select specific assignment(s) into the "Apply to following assignments field" field.
   • If you'd like to create a global notification rule, you can select "All assignments"
     
6. In the "Send to" field, the default selection is "All" members.
   • Click the "Specify members" button to select the notification recipients -- you can filter recipients by Name, Rank, Division, or Groups
     
7. If you'd like to copy some member(s) in the email as well, simply click the "Add member" button to add people to the "Send copy to" list.
8. In the "Email subject" field, enter the subject of your Custom Notification
9. In the "Email notification text" field, write the main notification message. You can easily format texts, upload images, and insert links using our text editor.
10. If you'd like to also send a short notification on Academy, you can check the checkbox "Send notification on site" to send a short website notification.
11. In the last step "When to send section", you can schedule the email to be sent now or later:
    • Based on Assignment Status - You can send out an email based on numbers of days prior to assignment start date or due date. For example, you can schedule a notification to be sent 5 days prior to assignment due date.
      
    • Recurring - You might want to send an email message every month to remind a group of people that a report is due. This option allows you to set how often you want the reminder message sent. Basically, you can schedule your email to be automatically resent daily, weekly, monthly, or a custom recurring range. For example, you can schedule a recurring email to be sent every 3 weeks.
      
    • On Demand - If this notification is on a one-off basis, you can select this option and send the email notification right away.
      
12. Click the "Send Now" button to send out the notification.
    • Save - If you are not ready to send it out, you can save the notification as draft and revisit it at a later time
    • Save as Template - You can save the notification as email template. The template will be added to the Assignment -"Template" drop-down list.