From My Team Training you can email a team member a reminder about their training: one course or document, everything they have open, or everything overdue across your team in one go. What the trainee receives, and whether you are copied, depends on whether it is a course or document training, and whether it is already overdue. This article explains both.
Where to find it: Training > My Team. See My Team Training Overview.
Three ways to send a reminder
| Button | Where | Reminds about |
|---|---|---|
| Send Reminder (paper plane on a training row) | A team member's training, in the Assigned Training table | That one course or document. |
| Send Reminder (paper plane on a team row) or Send All Reminders | The Team Members list, or the footer of a team member's training | Everything that person has open, courses and document training: overdue, pending, failed and in progress. |
| Send Reminders to Overdue | The top of My Team Training | Only overdue courses and document training, for every team member who has any. |
There is no confirmation dialog. Each button sends as soon as you click it, and you cannot add a personal message. Send Reminders to Overdue in particular emails your whole overdue list at once.
Quick start
- Open My Team Training and click the eye icon on the team member's row.
- In Assigned Training, click the paper plane on the course or document you want to chase.
- A green Reminder Sent message confirms it, naming the person and the training.
The confirmation means the email has been queued; it normally arrives within a minute or two. The messages you may see are:
| You clicked | Confirmation |
|---|---|
| A course row | “Reminder sent to Hemi Walker for "Food Safety Fundamentals"” |
| A team row or Send All Reminders | “Reminder sent to <name>” |
| Send Reminders to Overdue | “Reminders sent to N team members”, followed by “(no email address: <names>)” if anyone was skipped |
Who receives what
QTRACA handles each item according to what it is. A Send All Reminders covering several kinds sends each kind of message.
| Course, overdue | Course not yet due, or any document training | |
|---|---|---|
| Trainee email | One email per overdue course, subject “Training Overdue: <course>”, giving the days overdue and due date. Its Complete Training button opens the course in the Training Centre. | One email listing everything, subject “Training Reminder: <name>” (or “Training Reminder: N courses to complete”). It reads “<your name> has asked you to complete the following training”, with each due date. The button (Complete Training or Open My Training) opens the course or document in the Training Centre. |
| Trainee push notification | Yes, on any device where the trainee turned on notifications in the Training Centre. | No. |
| Supervisor copy | Always. The trainee's supervisor gets “Team Member Training Overdue: <name>”, whatever their alert preferences say. A manual reminder is the supervisor acting, so the overdue-email settings don't apply to it. | No copy is sent, even for overdue document training. |
The copy goes to the trainee's supervisor. For your own team that is you. If an administrator reminds someone from another team, that person's supervisor is copied, not the administrator.
A Renewal Due row can't be reminded about: nothing has been assigned yet, so there is nothing for the trainee to open. Its paper plane is greyed out (“Renewal due: assign it again”). Assign the course instead; see Assigning Training to Your Team.
When a reminder is refused
| Message | Why |
|---|---|
| “There is no open training to send a reminder about.” | Everything was completed or excused before you clicked, nobody you selected has overdue training, or the only open item is a renewal that has not been assigned yet. |
| “<name> has no email address, so no reminder can be sent.” | Reminders are emails. Many trainees sign in to the Training Centre with a PIN only and have no email address on their record. Add one in Training > Trainees, or speak to them directly. |
When some people have an email address and others don't, the ones who do are reminded and the others are named in the confirmation.
Availability and permissions
- Requires the Training module. My Team is available to the Admin, Training Coordinator and Supervisor roles.
- You can remind your own team members. Admins and training coordinators may remind any trainee.
- Push notifications reach trainees only if they turned notifications on in the Training Centre. See Navigating the Training Centre.
Things to know
- Every click sends again. Nothing stops you sending the same reminder twice in a minute, and for overdue courses every click also emails the supervisor. Click once.
- Automatic overdue emails happen anyway. Each morning QTRACA emails trainees whose courses are 1, 7, 14 and 30 days overdue, then roughly monthly, and tells them once when document training becomes overdue. A manual reminder is extra, not a replacement. See Configuring Alert Preferences for when you are copied on those.
- A reminder changes nothing on the record. It doesn't extend the due date or alter the status. To give more time, extend the due date.
- Talk to persistent cases. If someone ignores repeated reminders, there is usually a reason (time on shift, access to a device, language). A conversation fixes that faster than more email.