Cyber Academy automatically sends emails to your employees to encourage them to progress through their training. As a manager, you can also trigger these emails manually and customize the content of some of them directly from the interface.
1. Types of emails available on the platform
There are four types of emails on the platform, not all of which can be customized:
Email type | Trigger |
Congratulations | Manual (manager) or automatic (level-up) |
Activity reminder | Manual (manager) or automatic (inactivity) |
Top 10 | Manual (manager) only |
New modules | Manual (manager) or automatic |
2. Which emails can be customized?
Only two types of emails can be customized by managers: congratulations emails and activity reminder emails.
⚠️ Customization only applies to manually sent emails. Automatic emails triggered by the system do not use the customized settings.
The following settings can be customized:
Setting | Description |
Subject | The email subject line displayed to the employee |
Title | The main heading displayed in the email body |
Introduction | Customized introductory text |
Company logo | Choose whether to display your company logo in the email |
3. How can I access the customization settings?
Customization options are available in the email customization section of the Cyber Academy interface.
4. How each email works
Congratulations email
This email is sent to an employee when they reach a new level in Academy. It includes their overall progress bar, the most recently completed chapter, and a visual overview of their results by topic.
Manual sending: The manager selects one or more employees as recipients. The sender's name is displayed in the email, and the configured customizations are applied.
Automatic sending: Triggered by Academy, the email also displays the newly achieved level and the previous level (illustrated with badges). No customizations are applied.
ℹ️ For automatic emails, at least 7 days must have passed since the last congratulations email was sent to the same employee. Managers can send this email manually without any time restrictions.
Activity reminder email
This email is sent to employees with low activity levels to encourage them to resume their training. It includes the employee's progress bar, up to two modules that are in progress or have not yet been started, and up to two chapters they have failed.
Manual sending: The manager selects one or more specific employees.
Automatic sending: Triggered by Academy for employees who have never completed a chapter or have stopped progressing through their training.
ℹ️ For automatic emails, at least 30 days must have passed since the last reminder was sent to the employee, and no other reminder must already be scheduled.
Employees who have never logged in to Academy do not receive this reminder. Instead, they receive a welcome email managed by the platform.
5. Important information
Here are a few important things to keep in mind about how the Cyber Academy interface and platform work:
No emails are sent to archived employees, regardless of the email type or whether it is sent manually or automatically.
Email addresses associated with distribution lists are automatically excluded from email campaigns.
When an email is sent automatically, the sending time is randomly selected during the day for each employee.