Scheduled reminders

There is a difference between the participant who gave up and the participant who forgot. Most enrollments that expire without completion belong to the second category: someone started, life got in the way, and nobody warned them the deadline was running out.

Scheduled reminders are the platform’s answer to that. Every night (the routine runs at 06:00 server time, around 03:00 in Brasília), Eduvem goes through your institution’s enrollments and sends an email whenever a condition applies - the deadline is near, the content was never opened, there is a pending document. No administrator needs to trigger anything.

The feature comes turned off in every institution, and two separate actions are needed before an email actually reaches anyone. That is on purpose: it is a communication that goes out in your institution’s name, without prior review, to real people.

Where to configure it

Under Institution, open the Reminders tab.

Institution Reminders tab, with the Enable scheduled reminders and Report-only mode switches at the top and the seven reminders below, each with its own switch and its Days field

With the main switch off the tab shows only that switch: the other options appear as soon as you turn on Enable scheduled reminders, and each reminder’s Days field appears when that reminder is turned on.

The tab is available both to platform administrators and to institution administrators - you do not need to open a ticket with Eduvem to turn a reminder on or off or adjust it.

The two main switches

At the top of the tab there are two switches that apply to every reminder at once.

Switch	Default	What it does
Enable scheduled reminders	Off	The main switch. While it is off, no reminder is sent in this institution, no matter what is checked below.
Report-only mode	On	The safety brake. While it is on, the platform records what it would send and sends nothing.

The recommended path for turning the feature on for the first time is to use the two at different moments: turn on the main switch while keeping report-only mode on, let it run for a few days, and only then release the brake. That way you find out the real email volume before anything goes out.

The eleven reminders

Each reminder has its own switch and its own number of days. The number means different things depending on the reminder: in some it is a lead time (days before something happens), in others it is a wait (days without something happening). The help text beside each field explains which case applies.

Reminder	Default	Days (default)	Accepted range	When it fires
Enrollment about to expire	On	7	1 to 90	This many days before the enrollment’s end date. Sent only once.
Progress has stalled	Off	14	1 to 29	When a participant who had been advancing goes this many days without progressing.
Never opened the content	Off	7	1 to 29	When the participant has not opened the content even once this many days after enrolling.
Documents awaiting acceptance	Off	5	1 to 29	When the participant has been enrolled for this many days and still has unaccepted documents blocking access.
Live class starting soon	Off	1	1 to 14	This many days before each scheduled live class.
Account about to be deactivated	Off	7	1 to 90	This many days before the account is deactivated for inactivity.
Certificate expiring	Off	30	1 to 90	This many days before the certificate of a completed content expires. Only works with certificate validity enabled for the institution.
Content replacement notice	Off	14	1 to 60	This many days before the effective date of a scheduled content version replacement, for everyone who holds a certificate for the version being replaced. Only applies to the Automatic and Notify and wait policies, and only works with certificate validity enabled.
Assignment due date approaching	Off	2	1 to 14	This many days before the due date of an assignment, for the participant who has not submitted it yet. Only works in classes where the assignment has a due date set, on the class’s Assignments tab.
Attendance below the minimum	Off	7	1 to 30	When the participant’s attendance in the sessions already held is below the class minimum, but can still be recovered in the remaining sessions. Here the number of days is the minimum interval between two warnings to the same person. Requires roll call allowed for the institution and Minimum attendance for certification (%) set on the class.
Applicability survey	Off	90	30 to 180	This many days after the participant completes the content, inviting them to answer the applicability survey in My development. Sent only once per enrollment. Can only be turned on with My development active in the institution and at least one active applicability question.

Only “Enrollment about to expire” comes turned on, and it is the only one that already existed before this configuration. The other ten are new and start turned off on purpose: each one sends email for a new reason, to an audience that currently receives nothing, and that is the institution’s decision.

Details that change the volume

The three waiting reminders (progress has stalled, never opened, documents awaiting acceptance) repeat at most once a week while the situation persists. It is not one email per day.
“Account about to be deactivated” also repeats at most once a week while the person remains eligible.
“Content replacement notice” is sent once per scheduled replacement. If the replacement is scheduled with less lead time than the configured number of days, the notice goes out on the next overnight run.
“Live class starting soon” is sent once per session. In a recurring series, the participant is warned about each occurrence.
“Account about to be deactivated” requires automatic deactivation to be configured in this institution. Without it there is no deactivation date to anticipate, and the reminder has nothing to send.
“Assignment due date approaching” is sent once per assignment and due date. If the participant submits before the overnight run, the email does not go out. Once the due date has passed, nothing more is sent: there is no reminder for a late assignment. If the assignment’s due date on the class is changed, the new date counts as a new due date and the participant may be reminded again. The email shows the assignment name, the class and the due date.
“Attendance below the minimum” only looks at sessions where roll call has already been taken and counts Present and Late as attendance. It is not sent when the participant can no longer reach the minimum even by attending every remaining session, when no sessions are left on the class, or after the participant has been certified. While the situation persists, it repeats at most every N days, N being the configured number. The email shows the current attendance, the required minimum and how many sessions are still scheduled.
“Applicability survey” has a 30-day window. The survey opens at the configured number of days and closes 30 days later; the email goes out on the first overnight run inside that window, only once. Anyone who answers or chooses Not now before the run does not receive the email. When you turn the reminder on, people already inside the window are invited right away.

Choosing the number of days

Each reminder accepts its own range, shown in the table above. If you type a number outside the range, or something that is not a whole number, the screen refuses to save with the message “Enter a whole number of days within the range shown for each reminder.” and nothing is recorded until it is corrected.

It is worth thinking about the number based on the deadlines of your content. Seven days of lead time on a two-week content is a useful warning; on a six-month content, it is probably too late to change the outcome.

Who receives them

Reminders follow the same consent rules as the platform’s other emails. Participants who opted out of receiving emails, accounts already deactivated and those who already completed the content are left out automatically - there is no exception list to maintain. The exception is Assignment due date approaching: it only checks whether the assignment was submitted, so it also reaches someone who completed the content but left an assignment with a due date unsubmitted. The other exception is Applicability survey, which exists precisely for people who have already completed.

The platform also never sends the same reminder twice for the same situation, even if the routine runs again.

Recertification e-mails

Besides the reminders above, certificate validity sends recertification e-mails (to the enrolled participant, and weekly summaries to administrators and managers). They have no switch on this tab: see Certificate validity and recertification.