Scheduled Messages allow administrators to define specific triggers and targets to automatically send personalized emails or in-system notifications. We will define what automated messaging is, explore the wide variety of triggers (like content assignment, due date reminders, completion, or user creation) and targets (Learners, Content, Learning Initiatives, etc.) available, and provide practical message examples to help you drive engagement and compliance across your organization.

By the end of this article, you will be able to set up a robust communication workflow to ensure your learners are always informed about their training requirements and progress.

Scheduled Messages should be reviewed and updated when:

• A new program is being created and ready to launch
• A new administrator takes ownership of a BizLibrary instance
• A new client is leaving implementation and preparing for launch

Please note, all Messages come from lms@bizlibrary.com (exception – Skill Booster – team@bizlibrary.com).

Scheduled Messages

System Automated Messaging based off pre-defined criteria and triggers. Requires set-up prior to events (triggers) taking place in the LMS. Common use-cases include:

• Learner: Created, Assigned to Team
• Content: Assigned, Completed, Due Soon, Overdue
• Learning Initiative: Assigned, Completed, Due Soon, Overdue

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Learner - Created

This message is triggered the moment a new learner account is created in the system, and is perfect for sending login instructions or a welcome video.

Sample Message

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Learner - Assigned to Team

Automatically inform a learner when they have been added to a new team or department within the system, which may change their content access or assignments.

Sample Message

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Content - Assigned

Notify learners immediately when new content (a single course, video, etc.) is assigned to them, ensuring they know what training they need to start.

Sample Message

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Content - Completed

Send a congratulatory message or a survey request when a learner successfully finishes a specific piece of content.

Sample Message

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Content - Before (Due Soon)

Proactively remind learners that an assigned course or video is approaching its due date (e.g., 7 days before the deadline).

Sample Message

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Content - After (Overdue)

Send a follow-up or escalation message when a learner misses the deadline for an assigned course.

Sample Message

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Learning Initiative - Assigned

Notify learners when they are enrolled in a multi-part training program (a Learning Initiative), providing an overview of the curriculum they need to complete.

Please note that if the start date is in the past or same day, the messages will trigger when the assignment is made. If the start date is in the future, the message will be held until the assignment has been triggered.

Sample Message

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Learning Initiative - Completed

Recognize a learner's achievement when they finish all required items within an entire learning initiative or curriculum.

Sample Message

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Learning Initiative  - Before (Due Soon)

Remind learners who are nearing the completion deadline for all components within a larger learning initiative.

Sample Message

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Learning Initiative - After (Overdue)

Target learners who have missed the final due date for completing all required elements of a learning initiative.

Sample Message

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Best Practices

Targeting Learner & Supervisor on Same Message

• This is not a “cc” to supervisor. It is the same message the learner is receiving, also sent to supervisor.
• Replacement fields are key – for example, addressing First Name of Email Recipient. 
• Separating Learner & Supervisor Notifications
• Supervisor receives more detailed direction to ensure quick completion. 

When to Target Supervisor

• Best practice is past due notifications. Discretion of client.

Targeting Administrators

• Select a team to target all administrators on the team.
• Select a user to target a specific administrator.
• Note, when selecting both a team and administrator, the message will only send the the specified administrator. 

IDEAS – System Messaging For Driving Elective Utilization

I: INFORMAL messaging. Utilize 1-time messaging to   direct the organization to specific content. It   doesn’t all need to be “Log in and complete   your assignment”. Emojis are fun too!

D: DIRECTION on where to go. Utilize the New Playlist   automated message to direct learners right to   it and some information on why it was created.

E: ENCOURAGEMENT. Utilize system one time   messaging to highlight top learners, reviews   left by learners, utilize gamification.

A: ALIGNMENT. While you want automated messaging to   be scalable across many assignment types   (compliance, leadership, other programs), it   doesn’t have to be. By “grouping” learning   initiatives, you can target different groups. A   compliance group for example could get   automated messages that explain the   importance of compliance training.