Schedule Bulk Activations and Reminders

Owned by Former user (Deleted)
Jun 28, 2023

Scheduling a bulk activation or reminder is most useful when there are frequent additions or changes to the population of users who are using the site. For example:

  • Activation email: Send activation emails to every new user or employee. You can set up a bulk activation email to occur along with a regular user upload (weekly, monthly, etc.) from Human Resources (see Uploading User Profiles and Delegates for details on uploading user profiles). The activation email alerts new users to the site and advises them to register.
  • Reminder email: Send a reminder email to remind users or employees who have ignored their initial activation email to register. A reminder should be sent only to users who haven’t yet activated (Include inactive users). 

Regularly-scheduled activations or reminders continue as long as you designate, either through to an end date or for a specified number of occurrences.

After clicking the Users tab and clicking Bulk User Activations and Reminders on the Overview page, follow these steps to schedule bulk activations and reminders:

  1. Click the Schedule Bulk Activations and Reminders link. The Schedule page appears.
  2. In the Schedule Options section, choose one of the following from the Schedule dropdown menu:
    • Now:  Schedule the activity to run once, immediately.
    • Once, on...:  Schedule the activity to run once, and specify the start date and time in the Start Date and Time dropdown menus.
    • Daily: Schedule the activity to run every day, specify the start date and time in the Start Date and Time dropdown menus, and choose one of the following for the Duration option:
      • No end date.
      • Through end date: specify the end date in the End date dropdown menu.
      • Specify number of occurrences: Enter the number of occurrences for this activity.
    • Periodic: Schedule the activity to run periodically, specify the start date and time in the Start Date and Time dropdown menus, specify how many hours and minutes to repeat the activity and how many times to repeat the activity, and choose one of the following for the Duration option:
      • No end date.
      • Through end date: specify the end date in the End date dropdown menu.
      • Specify number of occurrences: Enter the number of occurrences.
    • Weekly or Bi-Weekly: Schedule the activity to run weekly or bi-weekly, click the "Occurs on" checkboxes for one or more days, specify the start date and time in the Start Date and Time dropdown menus, and choose one of the following for the Duration option:
      • No end date.
      • Through end date: specify the end date in the End date dropdown menu.
      • Specify number of occurrences: Enter the number of occurrences.
    • Monthly: Schedule the activity to run monthly, choose a month in the Start Month dropdown menu, choose the day of the month in the Occurs On (Day Of Month) dropdown menu, specify the time in the Time dropdown menu, and choose one of the following for the Duration option:
      • No end date.
      • Through end date: specify the end date in the End date dropdown menu.
      • Specify number of occurrences: Enter the number of occurrences.
  3. In the Job Options section, enter a name for the job in Job Description and an email address to send the job completion email. Enter more than one email address separated by commas or semicolons if needed. Use the description to indicate why you are setting it up, and what its intended purpose is (such as reminding new users to register).
  4. In the Activate/Remind Options section, click one of the following radio buttons for Action:
    • Activate: Send activation emails, and follow these steps:
      1. Choose the group from the Group Name dropdown menu.
      2. Include inactive users (Default, recommended): Click this checkbox to include only users with a status of inactive. We recommend clicking this option.
      3. Include activated unregistered users: Click this checkbox to include only unregistered users. This applies only in the unusual instance in which a user has logged on and even created a password, but has not completed the registration. This option resets passwords for these users. Using this option may confuse a user who has already received one activation email and hasn’t acted upon it – the user will have received two emails with different passwords. 
      4. Include registered users (Warning! This will reset all currently registered users and passwords.): Click this checkbox for an activation email to reset the passwords for all active and registered users. 
        Warning: Don't use this option unless you really want to reset the passwords for all active users.
    • Remind: Send reminder emails, and then choose the group from the Group Name dropdown menu. The reminder email automatically includes activated unregistered users.
  5. If you are sending an Activate email, click the checkbox for "Force user to register on next login" if you want to require the user to register the next time he or she logs in.
  6. Click Continue to review the search criteria results before submitting the job to run. The Confirmation page appears.
  7. Click one of the following:
    1. Activate Now to activate now.
    2. Back to select a different search criteria.
    3. Cancel to cancel the process.