Academy - How to Send & Manage Credential Notifications

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

Before today, admins were not able to send out automated credential notifications. Admins had to manually write custom email reminder to members based on credential/training status. 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 based on status of credentials and training requirements.

The outline below will guide you through the steps for sending credential notifications to members.

How to Set Up Credential 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 "Credential"
5. The "Template" field is not a required field, you can choose whether to use the template or not. The predefined template is aimed to help Admins pre-fill some text fields and rules, such as email subject and body text. But everything is fully customizable.
   • To get started building your notification faster, choose a template from the "Template" drop-down list, which will pre-load the notification with standard structure.
   • If you'd like to create a custom notification rule, you can simply leave it blank
6. In the "Credential Types" field, select which credential type(s) you'd like your users to receive notification.
7. 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
     
8. 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. Member you selected will get a summary email.
9. In the "Email subject" field, enter the subject of your Custom Notification.
10. 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.
11. 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 notification on the website.
12. In the last step "When to send section", you can schedule the email to be sent now or later:
    • Based on Credential Status - You can send out an email based on numbers of days prior to valid/training end date. For example, you can schedule a notification to be sent 30 days prior to credential expiration date.
      
    • Recurring - You might want to send an email message every month to remind a group of people that a credential training 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.
      
13. 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.