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 notifications and reminders are configured depending on what content is assigned.
💡 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
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, 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 and notifications here.
Notification language
Emails are automatically translated into the user's preferred language, ensuring clear communication across diverse teams.
Notification timing
Notifications for future events, such as due dates, future assignments, and certificates expiring, are sent at 9:00 AM in the user's timezone. This ensures that notifications are timely and relevant to the user's current day.
Default Timezone: If a user 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
This timing strategy helps in making sure that all users, regardless of their location, receive their notifications at a consistent and reasonable hour
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
Reminder notification
The following times are based on the accounts timezone setting (found in Manage > Settings)
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
Notification when a recap for a live session is ready
Notification when a session recap is shared
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
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 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
Assignments and reviews notifications
Notification when a new homework submission is made by a learner
Notification when a user receives a review on their submission or performance
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. 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.