Task Notifications Overview

Overview

This article explains the different notifications that Learn Amp sends in relation to tasks. You'll learn:

• Which users receive notifications

• What triggers them

• Whether they're standard or configurable

• How users can manage their own notification preferences

• How to use Slack and Microsoft Teams for task notifications

• How notifications differ for open-ended tasks (tasks with no deadline)

These notifications help ensure that learners and other stakeholders are kept informed and up-to-date on assigned tasks.

Functionality Breakdown

Below is a breakdown of the different task-related notifications:

New Task (Learner)

• Recipient: User assigned the task

• Trigger:

  • Sent immediately when the task is issued for confirmed users

  • Sent as soon as the user signs in for the first time for unconfirmed users

• Configuration:

  • Global setting: Learn Amp can disable these for new joiners to avoid sending backlog emails (enabled by default, but can be switched off—speak to your Customer Success Manager).

  • Task-specific: You can disable this per task by selecting 'Skip new task email' during task setup.

💡 Tip: New task notifications are sent for both deadline-based and open-ended tasks. For open-ended tasks, the notification will display "No deadline" instead of a due date.

New Task Deadline (Learner)

• Recipient: User assigned the task

• Trigger: Sent immediately when a task deadline is added or changed

• Configuration: Standard and not configurable per task

⚠️ Note: This notification is not sent for open-ended tasks, since they have no deadline.

Task Reminder (Learner)

• Recipient: User assigned the task

• Trigger:

  • Sent 7 days before the task deadline

  • Sent 1 day before the task deadline

• Configuration: Standard schedule; cannot be customised per task

⚠️ Note: Task reminders are not sent for open-ended tasks, since there is no deadline to remind the learner about.

Task Overdue (Learner)

• Recipient: User assigned the task

• Trigger:

  • Sent 1 day after the 'complete by' date

  • If the "Send daily overdue task reminders" setting is enabled on the task, an email is sent daily until:

    • The task is completed

    • The task expires

    • The task is deleted

⚠️ Note: Open-ended tasks cannot become overdue, so overdue notifications are never sent for them. The "Send daily overdue task reminders" option is not available when creating an open-ended task.

Daily Overdue Task Reminders

When enabled on a task, learners receive daily reminder emails until they complete their overdue task.

How to Enable Daily Reminders

1. When creating or editing a task, tick "Send daily overdue task reminders"

2. Save the task

⚠️ Note: This option is not available for open-ended tasks, since they can never become overdue.

Reminder Behaviour

• First overdue notification: Sent 1 day after the deadline

• Daily reminders: Continue each day until the task is completed, expired, or deleted

• Email frequency: Maximum of one email per day per task

Who Receives Daily Reminders?

💡 Tip: Managers receive a single overdue notification (1 day after deadline) if selected as stakeholders. They do not receive the daily reminders—only the assigned learner does.

Task Overdue (Manager or Other Stakeholders)

• Recipient: Users manually selected in the task settings

• Trigger: Sent 1 day after the 'complete by' date

• Configuration: Only sent if explicitly enabled when creating the task

⚠️ Note: Not applicable to open-ended tasks.

Task Completed (Manager or Other Stakeholders)

• Recipient: Users manually selected in the task settings

• Trigger: Sent immediately when the task is completed

• Configuration: Only sent if explicitly enabled when creating the task

💡 Tip: Completion notifications work the same way for both deadline-based and open-ended tasks.

Task Recurring Soon

• Recipient: User with the recurring task

• Trigger: Sent when a recurring task is about to create a new instance

• Configuration: Standard notification; users can opt out via their email preferences

⚠️ Note: Open-ended tasks cannot be set to recur, so this notification does not apply to them.

Notification Summary for Open-Ended Tasks

Open-ended tasks (tasks assigned without a deadline) have a different notification profile compared to deadline-based tasks:

User Email Preferences for Tasks

Learners can control which task-related emails they receive by managing their email preferences in their account settings.

Available Preferences

How Learners Manage Their Preferences

1. Click on your profile icon in the top-right corner

2. Select Settings

3. Click Notifications in the sidebar

4. Under the Emails section, find the Tasks group

5. Toggle each preference on or off

6. Click Save

⚠️ Important: Even if a user disables task notifications, Learn Amp may still override preferences for mandatory activities or critical system notifications. A message at the top of the preferences page explains this.

What Each Preference Affects

Task set (enabled by default)

• New task notification when content is assigned

• New task deadline notification when deadline changes

Task reminder (enabled by default)

• 7-day deadline reminder

• 1-day deadline reminder

• Overdue notification (1 day after deadline)

• Daily overdue reminders (if enabled on the task)

Task recurrence (enabled by default)

• Notification when a recurring task is about to issue a new instance

💡 Tip: Encourage learners to keep these notifications enabled to stay on top of their assigned learning. If users are receiving too many emails, consider reviewing your task assignment strategy rather than having them disable all notifications.

Slack Integration

If your organisation has the Slack integration enabled, task notifications can be sent directly to users via Slack in addition to email.

Slack Direct Messages

When a task is assigned, the assigned user can receive a Slack DM containing:

• Task title and content type

• Priority (Mandatory or Optional)

• Deadline date (or "No deadline" for open-ended tasks)

• Direct link to the content

Enabling Slack Notifications

Slack notifications for tasks are enabled automatically when:

1. Your organisation has the Slack integration configured

2. The user has connected their Learn Amp account to Slack

3. The Slack user messages feature is enabled

💡 Tip: Users can connect their Slack account via their profile settings. Once connected, they'll receive task notifications in Slack alongside their email notifications.

Team Channel Notifications

For tasks assigned to teams, Learn Amp can also post notifications to team Slack channels (if configured). This keeps the whole team informed about new training assignments.

Microsoft Teams Integration

If your organisation uses Microsoft Teams, you can receive task notifications directly in Teams channels.

How It Works

When tasks are assigned to teams, Learn Amp can automatically post notifications to your configured Microsoft Teams channels. This includes:

• New task assignments for the team

• Content details and deadlines

• Direct links to the assigned learning

Setting Up Teams Notifications

To receive task notifications in Microsoft Teams:

1. Navigate to Manage in the sidebar

2. Select Integrations

3. Find Microsoft Teams and configure the integration

4. Set up activity feeds for the teams you want to notify

Team Channel Notifications

Teams notifications work similarly to Slack:

• Notifications are posted to configured team channels

• All team members can see when new training is assigned

• Links take users directly to the content in Learn Amp

💡 Tip: Use Teams notifications to keep everyone informed about team-wide training without relying on individual emails.

What Happens When a Task is Completed

When a learner completes a task, several things can happen automatically:

Completion Notifications

• The task creator and any selected stakeholders receive a notification (if enabled)

• The learner's Task Log updates to show the task as complete

• The completion is recorded in the Activity Log

Certificate Assignment

If the assigned content (Item, Learnlist, Quiz) has auto-assign certificate enabled, the learner will automatically receive a certificate when they complete the content. This happens as part of the task completion process.

💡 Tip: Certificates are awarded based on content completion, not the task itself. Ensure the content has the certificate setting enabled, not just the task.

Recurring Task Scheduling

For recurring tasks, completion triggers the scheduling of the next instance based on the recurrence rules (either fixed date or dynamic based on completion date).

⚠️ Note: Open-ended tasks do not recur—completing an open-ended task simply marks it as done.

Pre-requisites

Role Requirements

Task notifications are sent automatically based on the task configuration. To configure notification settings:

• All users receive notifications for tasks assigned to them

• Admins, Owners, HR, Reporters can configure notification settings when creating or editing tasks

• Curators/Learning Designers with task permissions can also configure notifications

Escalation Policies

To enhance accountability and visibility, Learn Amp allows you to configure Escalation Policies. These can notify managers when:

• A task is due within X days (customisable)

• A learner is overdue X times (customisable)

Escalation notifications help ensure timely completion and follow-up on critical learning tasks.

💡 Tip: Escalation policies only apply to tasks with deadlines. Open-ended tasks cannot trigger escalation rules since they can never become overdue.

See the Escalation Policies for Tasks article for detailed setup instructions.

Managing Notification Settings

Batch Updating Notification Settings

You can update notification settings for multiple tasks at once:

1. Click Reporting in the sidebar

2. Select Tasks

3. Select multiple tasks using the checkboxes

4. Click Batch Actions

5. Select Change notification settings

6. Configure the settings (skip new task email, daily overdue reminders, etc.)

7. Click Apply

Enabling Curator Notification Access

To allow Curators to receive task completion notifications:

1. Go to the user's profile

2. Click the three dots and select Edit details

3. Click on System role

4. Tick the relevant boxes to allow the user to manage tasks and receive notifications

FAQs

Q: Can I disable notifications for individual tasks?
Yes. When creating a task, you can tick 'Skip new task email' to suppress the initial notification.

Q: Will overdue reminders stop automatically?
Yes. Daily reminders stop when the task is completed, expired, or deleted.

Q: Do managers get notified about overdue tasks by default?
No. You must select them manually during task creation and enable the relevant notification option.

Q: What happens if a user is added to a task before confirming their account?
They will receive the new task email once they sign in for the first time.

Q: I assigned a task but users didn't receive a notification. Why?
One of the most common reasons is that the checkbox "If learner has completed this task, require them to complete it again" wasn't checked. Without this box checked, any previous completions won't expire and the task will automatically be marked as completed—so no notification is sent.

Q: How can I set up users with Curator roles to receive task completion notifications?
To allow Curators to receive task completion notifications, the policy override for editing tasks needs to be set. Go to the user's profile, click the three dots, select Edit details, click on System role, and tick the relevant boxes to allow the user to manage tasks and receive notifications.

Q: Is there a way for the system to send users a reminder about overdue and upcoming Task deadlines?
Yes. The system automatically sends email reminders and system notifications when a task's due date is approaching (7 days and 1 day before) and when the task is overdue.

Q: Is there a feature to send a personalised reminder to a specific user for an overdue Task?
There isn't a built-in feature for this, but you can use a workaround: while on a user's Task Log, click on the overdue task, click the three dots, select Share with..., choose Individual, type the user's name, add a message with your reminder, and click Share.

Q: How does the system count days for notifications?
The system counts calendar days, including weekends and bank holidays. However, the job that issues new group tasks runs daily at around 8am. If a user is added to a group after this time, they will only be assigned the task the next day.

Q: How can I stop users from receiving Task notifications for historic Tasks that were set by a deactivated user?
If the tasks have a dynamic deadline for new members and haven't been deleted, they will continue to be assigned. To stop this, go to the Company Task tab, expand the deadline to "All time", add relevant filters (e.g. Tasked for), locate the tasks, and delete them.

Q: Do users get a certificate when they complete a task?
Certificates are awarded based on content completion, not the task itself. If the assigned content has "auto-assign certificate" enabled, users will receive a certificate when they complete the content (which also completes the task). See the Custom Certificates documentation for more details.

Q: Can I receive task notifications via Slack?
Yes, if your organisation has the Slack integration enabled and you've connected your Learn Amp account to Slack. You'll receive direct messages for new task assignments.

Q: Can I receive task notifications in Microsoft Teams?
Yes, if your organisation has the Microsoft Teams integration configured. Team-level task assignments can be posted to configured Teams channels.

Q: Will daily overdue reminders be sent via Slack or Teams?
Currently, daily overdue reminders are sent via email only. The Slack and Teams integrations are primarily used for new task notifications.

Q: Can learners turn off task notification emails?
Yes. Learners can manage their email preferences by going to Settings > Notifications > Emails and toggling off task-related notifications. However, Learn Amp may still override preferences for mandatory activities.

Q: What's the difference between disabling notifications at task level vs user preferences?
Task-level settings (like "Skip new task email") affect all recipients of that specific task. User preferences affect all tasks for that individual user. Task-level settings take priority for suppressing notifications.

Q: What notifications do learners receive for open-ended tasks?
Learners receive the initial "new task" notification when an open-ended task is assigned (showing "No deadline" instead of a date). They also receive the completion notification if stakeholders are configured. However, they will not receive deadline reminders, overdue notifications, or daily overdue reminders—since open-ended tasks have no deadline and can never become overdue.

Troubleshooting