Reminder Rules

A rule decides who gets reminded, when, how often, and on which channel. Rules are evaluated on cron and matched learners are queued for sending.

Trigger

The trigger is the condition that makes a learner eligible:

Trigger Fires when
Course not completed The learner has not completed the course.
Learner inactive No course access (or no progress) for a set number of days.
Course deadline approaching/overdue Before, on, or after a deadline, repeating until completion.
Enrolled but not started The learner enrolled but never accessed the course.

Scope — who it applies to

A rule applies to one of:

  • A single course
  • All courses in a category
  • A cohort (site-wide or category) — evaluated across every course the cohort's members are enrolled in
  • All courses (site-wide)

Reminder target

Choose what the rule chases:

  • Course completion — the overall course completion state.
  • Specific activities — one or more completion-tracked activities (multi-select). Learners keep receiving reminders until every selected activity is complete.

{info} Only activities with completion tracking enabled can be targeted. If a course has none, the rule form tells you and links you to set it up.

Timing & repeat

Setting What it does
Repeat every (days) Minimum gap before the same learner is reminded again.
Maximum reminders Stop after this many reminders (0 = unlimited).
Start / stop sending on Optional campaign window — the rule sends only between these dates.
Daily send window Reminders only go out between these hours; items due outside it wait until the window next opens.
Days after enrolment Only target learners whose enrolment is at least this old.

Channels

Each rule can send by email and/or Moodle notification. These are further limited by the site-wide channel switches — a channel disabled site-wide is never used. See Delivery & Queue.

Escalation

A rule can escalate a still-incomplete learner to their line manager. Set one or more conditions; the manager is notified as soon as any is met:

  • Escalate after (days overdue)
  • Escalate after (number of reminders)
  • Escalate after (date) — a fixed compliance deadline

Leave a condition blank to ignore it. See Manager Escalation for how managers are resolved.

Preview & rule library

  • Preview matched learners shows who matches the rule right now, without sending anything.
  • The Rule library offers ready-made starter blueprints (not started, incomplete, inactive, deadline, overdue-with-escalation). Each is created disabled and site-wide for you to adjust and enable.