Admins can send reminder emails directly from workflows to prompt faculty to complete their steps. This feature is useful for nudging participants who are behind schedule without leaving the workflow view.
Where to find the reminder option
Go to Faculty Evaluations.
Open the Managed Evaluations tab.
Find the cycle you want and click View.
Choose the relevant Group.
You can send reminders in two ways:
Individual faculty reminder: Locate the faculty member's row, click the Actions menu (three-dot icon), and select Send Reminder Email.
Group reminder: On the workflow’s Overview Page, click the Actions button (top right) and select Send reminder emails. This will send reminders to all faculty in that group who have not yet completed their steps.
How reminder emails work
Reminders can be sent to faculty and reviewers.
For reviewers, click on Compose Email (top-right) and select the reviewer under Edit Recipients
The system automatically generates the reminder message; admins do not need to write the email.
The email includes:
Faculty name
Workflow name and step title
A direct link for the faculty member to complete their assigned task
Note: Group reminders target all incomplete faculty in a group. Individual reminders only target the selected person.
Best practices
Check the Date fields first: make sure the deadline hasn’t already passed. If it has, extend the date before sending a reminder message.
Send reminders strategically — too many reminders may overwhelm participants.
Use group reminders for efficiency when multiple faculty are behind.
FAQs
Q: Can I customize the reminder email content?
A: Yes. Reminder emails use a standardized format to ensure clarity and consistency, but admins do have the ability to edit the message template before sending.
Q: Can I send reminders to reviewers?
A: Yes. Reminders can be sent to reviewers via the Compose Email (top-right) button.
Q: Can I track whether someone has opened the reminder email?
A: Yes. Admins can do so by navigating to Settings (bottom-right) -> Email Deliveries. A list of reminder emails will appear with the Latest Event column showing if they have been opened.