Competency reminder e-mails: timing, repeats and content

Reminder e-mails about expiring competencies are sent once a night from the reminder rules in the Trigger section of the Competency Admin tab. This page gives the exact rules: when a competency row is due, how the time frame is chosen, how often an e-mail is repeated, who gets which e-mail, and what the e-mails contain. How to create a rule is in Set up reminders for expiring competencies; the fields of a rule are in The Competency Admin tab.

When a competency row is due

In each night’s run, ABMS goes through every saved reminder rule. A competency row is due for a rule when all of these hold:

Condition	Detail
The row has an Expire date	Rows without an expire date are never included.
The person is active in Competency	No end date, or an end date today or later.
The person’s ABMS login is not deactivated	Applies only to people linked to a login.
The person matches the rule’s global-field values	Every global-field value set on the rule must match the person’s value. Empty columns on the rule match everyone.
The expire date minus the time frame is today or earlier	The time frame is explained below.

What does not matter for a competency row:

the row’s Status: an Expired, Performed or empty row is included in the same way,
whether the competency has been deactivated in the Admin tab: rows of a deactivated competency are still included,
the certificate on the row.

A row stays due after its expire date has passed. It stops being due when its expire date is moved so that the expire date minus the time frame is after today, when the person’s end date passes, or when the rule is deleted.

The time frame

For a competency row, each rule uses the longer of:

the rule’s Time frame for first notification, and
the competency’s own Time frame for first notification (flash icon on the competency in the Admin tab), but only while its Activate/deactivate switch is on.

Rule’s time frame	Competency’s own time frame	Used for the competency row
30	Off	30 days
7	60, switched on	60 days
30	7, switched on	30 days
0	Off	0 days: the row is due from its expire date

The competency’s own time frame never sends anything without a rule.

Examples for one competency row

The row’s expire date is 31 March 2027.

Time frame used	First e-mail, in the night run on	Then, at the earliest
7 days	24 March 2027	7 April, 21 April, 5 May 2027 and every 14 days after that
30 days	1 March 2027	15 March, 29 March, 12 April 2027 and every 14 days after that
60 days	30 January 2027	13 February, 27 February, 13 March 2027 and every 14 days after that

As long as the row stays due and the rule is kept, the e-mails come exactly on these dates: every 14th night. If the row stops being due and later becomes due again, the next e-mail comes in the first night’s run in which it is due again, and never sooner than 14 days after the last one.

If a rule is saved when the row is already due (for example a rule with 365 days saved in October 2026), the first e-mail comes in the next night’s run.

Repeats

Who	How repeats are counted
Recipients of a rule	Per rule and per competency row. Once a rule has mailed a row, that rule mails the same row again 14 days later at the earliest. Two rules that cover the same row each mail it on their own schedule.
The person who holds the competency	Per competency row, whatever rules cover it. The person is mailed about the same row again 14 days later at the earliest.

Who gets which e-mail

	Recipients of a rule	The person who holds the competency
How many e-mails	One e-mail per rule per night, listing every due row the rule covers.	One e-mail per night, listing each of the person’s due rows once, even when several rules cover them.
Who gets it	Each address in the rule’s Recipients that belongs to an ABMS login. The Recipients list on a rule offers only people who are active in Competency, linked to an ABMS login and have an e-mail address. Recipients need no right in Competency. A recipient who also holds due competencies gets the holder’s e-mail as well, under the same conditions as any person who holds a competency (next column).	The person, when at least one rule covers them, they are active in Competency, they have an e-mail address, and Send trigger email is on in their details.
Subject	“Competency Reminder”	“One or more competencies need your attention”
Greeting	“Dear” and the recipient’s first name	“Dear” and the person’s first name
Text	“The following competencies require your attention, please click the link to perform the appropriate actions”	With an ABMS login: the same text as for recipients. Without a login: “The following competencies are about to expire. Please contact your manager to have these updated these in ABMS.” (shown exactly like this in ABMS)
Table columns	Name, Competency, Expire Date, Link	With a login: Competency, Expire Date, Link. Without a login: Competency, Expire Date.
Language	The recipient’s language in ABMS	With a login: the person’s language in ABMS. Without a login: Email language in the person’s details.

In both e-mails:

Name is the first and last name of the person who holds the competency.
Expire Date is written year-month-day, for example 2027-03-31, in both languages.
Link opens the details page of the person who holds the competency in Competency. Whoever clicks it can open the page only if their own right in Competency allows it; see Rights in Competency, action by action.
The e-mail ends with “With kind regards,”, your company’s name, your company’s logo and “Antenor Management System”.

What does not send a reminder e-mail

Adding a person or a competency, or saving a competency row: reminder e-mails come only from the reminder rules.
A competency’s own time frame without a rule.
Send trigger email alone: it only decides whether the person who holds the competency gets their own e-mail.

Next step

Set up reminders for expiring competencies