Introduction
Email notifications are a useful tool for alerting users when new content is assigned to them and reminding them to complete the content. This is a great way for users to stay on top of tasks and keep up with any changes or updates to their assigned content.
Please check out the below for how to control and manage notification, as well as how notifications and reminders are configured depending on what content is assigned.
💡 As a user you can take charge of your Sana notifications! Quickly adjust your preferences by clicking the icon in the top left corner > Settings > Email Notifications. This way, you stay informed on what matters most to you
Notification control
Within the organizational settings page, located in the global sidebar under Manage > Settings > Notifications - admins can choose which types of notifications users will receive from the platform.
As an admin, you can control:
Notification channels: Deliver notifications from Sana in your external tools
Read more about how to set up Sana with Slack and Microsoft Teams
Notification types: Control settings related to notification translations
Notification types: Enable or disable specific notifications across the platform*
*While you control which notifications can be sent, users still have the option to choose whether to receive them in their user notification settings.
This makes it smooth and easy to understand what notifications exist on the platform, and gives you as an admin more control over which notification gets sent out - and through which channels.
Custom notifications
All emails sent through Sana can be designed to reflect your organization's branding by incorporating your custom logo and colors. In Manage > Settings > General, admins have the flexibility to define the platform name used in notifications, ensuring that communications with learners feel personalized and consistent with the brand identity.
You can read more how to customize the platform here.
Notification language
Emails are automatically translated into the user's preferred language, ensuring clear communication across diverse teams. See notification control above to toggle this.
Notification timing
Notifications for future events, such as due dates, future assignments, and certificates expiring, are sent at 9:00 AM in the org preferred timezone.
Default Timezone: If the org has not specified a preferred timezone, notifications default to UTC time.
Special Consideration: For live sessions/events scheduled before 8:10 AM, notifications are sent 10 minutes before the session starts.
Ad hoc notifications for Programs:
Ad hoc notifications are designed for immediate, one-time messages
Instant delivery: These notifications are sent instantly, bypassing the regular schedule to ensure critical information and reminders are conveyed without delay
User interaction consideration: To prevent overwhelming users, those who have interacted with Sana within the last 24 hours will not receive new ad hoc notifications
Course notifications
When a course is assigned to a user or a group:
Users will be notified by email with a link that allows them to access the course
If a user is unassigned from a course, they will receive an email notification informing them of this change
Has a due date been set? If yes, see below reminder notifications:
3 days before due date
1 day before due date
1 day after due date
7 days after due date
If a learner has completed the course, reminder notifications are instantly disabled.
If there is no due date the learner will only receive the initial assigned email and no reminder emails.
💡 Setting a due date for courses is important for organizations that require learners to take a course. Doing so will ensure that learners are taking the course on time and that all course requirements are being met
Sana live and in-person notifications
When a Sana live session is assigned to a user or a group:
An email with the time and session link will be sent (see below image for an example)
If a user is unassigned from a session, they will receive a notification informing them of this update
If you have Google Calendar integration you will be prompted to RSVP. Keep in mind, that Sana does not collect rsvp responses to the calender invitation created, Sana only creates it.
Reminder notification
The following times are based on the org preferred timezone (found in Settings > General)
A reminder email is sent at 8am on the morning of the scheduled session
if the session is scheduled at 8:10am or before, a notification reminder is sent 10 minutes prior
In other cases, if there is less than 10 minutes left until the session start time, a notification will be sent out.
Recap Notifications (If recap is enabled*)
Notification when a recap for a live session is ready
Users that are assigned to the live session will receive the recap, regardless if they attend or not
Notification when a session recap is shared
* Recap is enabled:
Before the session: By enabling smart transcriptions and summaries in the scheduling modal
During the session (In Sana Live with external meeting tool): By accepting the Sana notetaker in the video meeting. It will automatically ask to enter the meeting when smart transcriptions and summaries are enabled.
During the session (In Sana Live): You can disable and enable smart transcription and summaries by clicking on the three dots in the upper right corner.
Updated Calendar Event
Notification when a calendar event the user is part of is updated
Self-enrolled
If a Sana Live has self-enrollment configured the assigned users will receive an email requesting that they ‘choose session’ time and date.
Once they have enrolled they will receive an email with the confirmed time and date along with a calendar invite
Program notifications
When a Program is assigned to a user or a group:
Users will receive the first step/s in the Program according to the Program outline
If a user is already assigned to content in the program they will not receive a reassignment email for that specific content
To ensure all enrolled users get an email upon enrollment, you can always include a 'welcome' email-step in the Program outline
All assignments and reminder notifications will be according to the Program outline
Reminder email to live sessions will follow same structure as mentioned in Sana Live notifications above
Path notifications
When a Path is assigned to a user or a group:
Users will be notified by email with a link that allows them to access the Path
All other reminder notifications will be dependent on the content within the Path - see Course notifications and Sana Live notifications above.
Collaboration notifications
Added as collaborator: when a user is added as a collaborator
Collaboration request: when a user receives a request to collaborate
Added as commentator: when a user is added specifically to comment
Comment mention: when a user is mentioned in a comment
Comment thread response: when there is a new response in a comment thread the user is part of
Certificates notifications
Certificate expiring: to the user when a certificate they hold is nearing its expiration date.
Notification is sent out 30 days and 7 days in advance of the expiration.
Certificate issued: when a user is issued a new certificate.
Teamspace notification
When a user requests access to a Teamspace:
Request Access: Owner of the Teamspace will be notified by email, indicating that access to a specific Teamspace has been requested
Exercise and reviews notifications
Notification when a new exercise submission is made by a learner*
Notification when a user receives a review on their exercise
*exercise reviewers receive these notifications if they have they have enabled it in their own user notification settings
Smart Review notification
When Smart Reviews is activated, the learner will receive an email 14 days after completing the course.
Account management notifications
For actions related to account account management and security:
Verify Email: Users will receive an email notification prompting them to verify their email address to ensure it's correctly linked to their account
Reset Password: Users will be notified by email with instructions on how to reset their password
Invitation to Sana: When a user is invited to join Sana, they'll receive an email notification with an invitation link. This ensures users can easily access and set up their account
FAQ
What if I make any changes to an existing course or Sana Live?
Whether you unassign a user/group, delete assigned content or change the time of a Sana Live session the assigned will be notified accordingly.
If I have 5 courses with a due date on the same day, will I get 5 individual emails?
No, they will be summarized into one email.
Why am I not receiving email notifications?
Please wait up to 10 minutes to receive an email, check your email spam, if you still have not received an email it’s possible that email notifications are turned off for your organization. Please get in touch with your CSM if you have any questions regarding this.
I do not have Google Calendar email integration, what now?
Sana attaches an .ics file to every user assigned to a live session.
I invited a new user to Sana but they didn't receive an email, what now?
Go to Manage > Users, locate the user and check their status in the top left. If it still states ‘invite pending’ then click on Send invite again. Ask the recipient to check their email inbox and spam.
I do not get a specific notification that is listed, what should I do?
If you're missing a specific notification, first check your notification settings to ensure it is active. If you still have problems, contact your Sana platform admin to see if this notification is enabled for your organization. For instance, notifications for exercise review submissions are off by default to minimize inbox clutter. You can activate them or any other specific notifications by navigating to your profile settings under email notifications. Make sure the notifications you wish to receive are enabled.