Turn on automatic follow-ups
Let the agent remind your people, flag late cases to you and send you a weekly report.
The agent does the chasing for you. It writes to each person who owes training: when the training opens, before it is due, and after that until they finish. It tells you when someone keeps ignoring it, and it can send you a weekly report. Nothing goes out until you turn it on.
Before you start:
- You need Owner or Manager access to the workspace.
- Your plan must include the agent. On an AppSumo lifetime plan, the settings show Upgrade to unlock. You can still remind people by hand, from their training file.
- Someone must owe something. The agent only writes to people who owe a published training through a training need.
What the agent can do
The agent has four functions. All of them start off, shown as Paused.
| Function | What it does | Default settings |
|---|---|---|
| Weekly report | A short letter to the managers you choose: who has not joined, not started, is in progress or has completed. | Monday at 8:00, sent to nobody |
| Follow-ups | Writes to people who owe training: when it opens, before the due date, and after it. | 3 days and 1 day before, then every week |
| Escalation | Flags late people to the managers you choose, and again after ignored follow-ups. | Second flag after 3 ignored follow-ups, flags nobody |
| Renewals | A warning before a certification lapses. | Coming soon |
Turn on the agent
Open the agent settings
In the sidebar, click Settings and scroll to REMINDERS. The card What the agent sends shows each function as On, Paused or Coming soon. Click Modify.
The gear on the agent cards on the Dashboard and on Team opens the same settings.
Switch on Follow-ups
The dialog What the agent does on its own. lists each function under FUNCTIONS, with a switch. A function's settings stay greyed out while its switch is off. Switch on Follow-ups. Its settings open below:
- After the deadline: Every 3 days, Every week or Every 14 days.
- Reminder before deadline: 7 days before, 3 days before or 1 days before. You can pick several.
- Delivery channel: Email, SMS or Email + SMS.
If SMS and Email + SMS are greyed out, texts are not on for your workspace. Learniverse switches them on by request, for Canadian and US mobile numbers only: write to support@learniverse.app. Until then, a person with only a mobile number gets nothing.
Switch on Escalation
Switch on Escalation. It flags a late person to the managers you pick when the due date passes, then a second time. Under After, choose when the second flag comes: after 2 ignored, 3 ignored or 4 ignored follow-ups. Under Flag, click the name of each manager who should hear about late cases, yourself included. Managers whose Notifications are on in Settings › ACCESS start picked.
If nobody is picked, the chip under the name reads No recipient instead of Alex.
Switch on the Weekly report
Switch on Weekly report, then choose the Day, the Time (6:00 to 18:00) and who it is Sent to. Sent to and Flag are one selection: a manager picked in one is picked in the other.
Save your changes
Once you change something, the button at the bottom reads Save instead of Close. Click Save: you see "Settings saved." and the tiles in Settings show On. Closing the dialog any other way drops your changes.
The first messages go out within a few minutes, between 8:00 and 20:00.
To change a function later, reopen the settings and click its name.
What one person receives
Maya Chen in Warehouse owes Forklift refresher, due October 15. With the default settings and Follow-ups and Escalation on:
| When | Maya gets | The managers you selected get |
|---|---|---|
| The training is published | A notice that it is available | Nothing |
| October 12 and October 14 | A reminder, unless she has finished | Nothing |
| October 16 | A follow-up | A flag: who is late, how far along, and that follow-ups continue |
| October 23 and 30 | A follow-up | Nothing |
| After 3 ignored follow-ups (October 16, 23 and 30) | Follow-ups continue every week until she finishes | A second flag |
Exceptions:
- Invited but not joined. Up to two nudges to join, then one flag to you if Escalation is on.
- An external source date passes (a date set by a regulator or head office on a training need; the screen says imposed deadline). Escalation flags each person right away, whether Follow-ups is on or not.
- On leave. Nothing is sent, by the agent or by you.
Send yourself a test
Click a function's name to open its settings, then click its test button, such as Test a follow-up or Test 1 person. Tests are "Sent to you only. Nobody on the team is contacted." You can test a function before you switch it on.
See what the agent sent
Scroll down in the agent settings:
- UPCOMING lists the next planned sends: what, to whom, why (such as Invitation to join or Still overdue) and when.
- SENDS lists what went out, with a status such as SENT, FAILED or UNDELIVERED. Filter with All or a function.
Good to know
- Sending hours. The 8:00 to 20:00 window is in workspace time (Eastern unless Learniverse sets another zone for you). Flags to managers are not held back.
- Turned on during setup? The Turn on the agent button at the end of setup switches on Follow-ups only.
- No credits. Agent messages and manual reminders do not use AI credits.
- Manual reminders go out right away, on every plan. Anyone reminded in the last 24 hours, by you or by the agent, is skipped.
- Several workspaces. Each workspace has its own agent, set up on its own.
Troubleshooting
"The weekly report has no recipient" on the Dashboard. The report is on, but nobody is selected under Sent to. Open the agent settings, click Weekly report, select someone, then click Save.
"Could not save." Check that you have Owner or Manager access to this workspace.
"Too many tests — try again in a minute." Each function allows 3 tests a minute. Wait, then try again.