This article explains how administrators configure email notifications in Assure that are sent directly to individuals listed in the Person Register (the Assure module that stores and manages records of individuals). These notifications inform people about records they are linked to across multiple Assure modules, such as training due dates, Health Surveillance appointments, DSE assessments, Equipment Issue returns, and more. Importantly, the recipient does not need to be an Assure user account holder to receive the notification. The setup involves three steps: creating an Email Template, identifying the audience as Person(s) Linked to a Record, and configuring the notification. When Evotix Learn is integrated with Assure, the Email Template can include a direct link to the Mission (a Learn course module) the person is required to complete.
In Assure, administrators can send email notifications to any individual recorded in the Person Register (the Assure module that stores and manages records of individuals). These notifications inform people about records they are linked to and actions they need to complete.
This approach enables direct communication with individuals from within Assure, even if those individuals do not hold an Assure user account, ensuring required activities are completed on time.
Example messages an administrator might configure:
- "Your training is due in the next X days. Please ensure you complete your training."
- "Your annual DSE assessment is due on [date]. Please complete a new DSE assessment using [form name]."
Important note: A person listed in the Person Register cannot log in to Assure or AssureGO+ unless they also have a separate user account configured. A user account and a Person Register record are not automatically connected. However, administrators can still send email notifications to Person Register records to ensure individuals are aware of activities they need to complete.
Modules That Support Person Notifications
Administrators can link individuals from the Person Register to records in any of the following Assure modules, and can configure notifications for each:
- Training Record
- Training Needs Analysis (TNA)
- Project Details
- Incident Record
- Vehicle Incident
- Supplier / Contractor
- Employment History
- Health Surveillance
- Driving Licence Details
- Activity Risk Assessment
- DSE Assessment
- Noise Assessment
- Job Hazard Analysis
- Equipment Issue
- Air Emissions
- Release to Water
- Land Contamination
- Aspects and Impacts
Typical Use Cases for Person Notifications
The following examples illustrate how these notifications are used across different modules.
Training (including training to be completed in Evotix Learn)
- "Your training is due in the next X days/months."
- "Your training is now overdue by X days/months."
- "Your training record has been amended."
Health Surveillance
- "Your health surveillance visit is due on [date]."
- "Your health surveillance is overdue by X days/months."
Driving Licence Details
- "Your driving licence information is due to expire on [date]. Please submit a copy of your latest licence."
DSE Assessment
- "Your annual DSE assessment is due on [date]. Please complete a new DSE assessment using [form name]."
- "Your DSE assessment is now overdue by X days/months."
Equipment Issue
- "Your hard hat is due to be returned on [date]."
- "You require replacement filters for your equipment on [date]."
- "Your laptop is due to be returned for PAT testing by [date]."
Activity Risk Assessment
- "Risk Assessment [reference] is due to be reassessed by [date]."
Supplier / Contractor
- "Your insurance certificate is due to expire. Please submit a new certificate by [date]."
Noise Assessment
- "You are due/overdue to undertake a new noise assessment. Please submit a new assessment by [date]."
How to Set Up a Notification to a Person
| Administrator access to Assure |
| The Manage Notifications and Email Templates Supervisor Privilege (a high-level permission in Assure granting access to advanced administrative functions) |
| An existing Email Template for the relevant module (or creation of one as a first step) |
| Valid email addresses recorded on Person Register records for the intended recipients |
Person notifications follow the same setup process as all other notifications in Assure. There are three components to configure.
Step 1: Create an Email Template
Before configuring the notification, an Email Template (a predefined structure used for composing automated email notifications) must exist for the relevant module.
Navigate to Settings > Templates > Email Templates to create or review Email Templates.
For full guidance on creating an Email Template, refer to the dedicated article: How to Create Email Templates for Notifications.
If Evotix Learn is integrated with Assure, the Email Template can include a direct link to the Evotix Learn Mission (course module) the person is required to complete. This is available as a field from the People and Training module within the template builder.
Note: For scheduled notifications, ensure the template is created as a Record Summary Email template, not a standard individual record template.
Step 2: Identify the Audience
The recipient type for person notifications must be set to Person(s) Linked to a Record.
Before configuring the notification, ensure the following prerequisites are met:
- Each individual in the Person Register has a valid email address recorded on their record.
- The person's record is set to Active (inactive persons will not receive notifications).
Step 3: Configure the Notification
Follow the standard notification setup process in Assure (Settings > System Configuration > Notifications). For full step-by-step guidance, refer to: How to Create Standard and Filter-Based Email Notifications.
When configuring the recipient section of the notification, select Person(s) Linked to the Record as the recipient type.
AI Metadata
- Product Area: Assure -- People and Training module, Notifications, Person Register
- User Role: System Administrator, Training Manager, HR Administrator
- Tags: training notifications, person register, email notification, people module, DSE, health surveillance, equipment issue, Evotix Learn, filter-based notification, training overdue, TNA
- Version/Region: All Assure versions; all regions
- Important Synonyms: Person Register = People Register = People module = Person Record; Training Needs Analysis = TNA; Evotix Learn Mission = course module; Email Template = notification template; Person(s) Linked to a Record = linked person recipient; Notification Groups = predefined user groups for notifications
- Suggested Embedding Keywords: notify person Assure training due, email person register Assure, training overdue notification Assure, send email non-user Assure, person linked to record notification, health surveillance notification, DSE assessment reminder, equipment return notification, Learn Mission email link Assure, people notification setup Assure
- Relevant Modules and Cross-Module Implications: This article is scoped primarily to the People and Training module and the Notifications configuration in Assure. The Person Register, Email Templates (Settings > Templates), and Notification Groups (Settings > System Configuration) are all involved. When Evotix Learn is integrated with Assure, Email Templates used for training notifications can include a direct URL to the relevant Learn Mission. This creates a cross-module workflow spanning Assure People and Training, Assure Notifications, and Evotix Learn.