Documentation
Documentation

Access to online activity is coming close to expiry

An automated batch notification is sent to users who are enrolled in an online activity when their access is about to expire. You can customize several configuration settings to control how and when this notification is sent.

Configuring the notification settings

To configure the notification settings, do the following:

  1. Go to System Notifications > Automated Notifications.
  2. Search for the Access to Online Activity is coming Close to Expiry notification.
📘

Note

This title is only used for searching and internal reference. It does not affect what users receive and can be renamed as needed.

  1. Select the Title to open the notification.
  2. The following settings determine when and how the notification is sent:
    • Flags – Controls the timing of the notification. Choose one of the following:
      • Absolute – Sends the notification on the specific Trigger Date.
      • Relative – Sends the notification a set number of days relative to the trigger. This may be before or after the trigger, depending on the configuration. Use the Interval and Max Times fields to repeat notifications and define how often they occur.
    • Days – The number of days before or after the trigger to send the first notification.
    • Interval – The number of days between repeated notifications, if applicable.
    • Max Times – The number of additional notifications to send after the initial one. A value of 0 sends the notification once. A value of 1 sends the initial notification and then one more notification after the number of days defined in Interval.
    • Notification Valid From Date – The earliest date on which the notification is allowed to be sent.
  3. Click Save.

Understanding how the notification works

When an online activity has a time-based validity period, this notification alerts learners when they are nearing the end of their access window.

For example, if the validity is configured as follows:

  • Valid Duration: 10 days
  • Valid Period Start: 1st March
  • Valid Period End: 31st March
    • A user enrolling on 2nd March will have access until 12th March.
    • A user enrolling on 29th March will have access until 31st March.

And the notification settings are as follows:

  • Days: 5
  • Interval: 0
  • Max Times: 0
  • Notification Valid From Date: (None Set)
    • The user enrolling on 2nd March will receive a notification on 7th March, reminding them that their access will expire soon.
    • The user enrolling on 29th March will receive a notification the next time the batch runs, because their access ends in 2 days—less than the 5-day threshold.