Overview
Centralised signature notifications allow you to automatically send email reminders for outstanding signatures on compliance documents and reviews. You can configure these at tenant level, reducing manual follow-up and helping ensure documents are signed on time.
This feature provides a single place to manage notification rules across all programmes.
Before you start
You must have the manage tenant settings permission.
Signature requirements must be enabled in the programme builder for documents or reviews.
Notifications are controlled at tenant level and apply to all relevant programmes.
Users must have email notifications enabled in their profile to receive reminders.
Steps
Go to Branding & Customisation in the Aptem Console.
The settings page opens.Select Email Notifications.
The email notification settings page is displayed.Enable notifications for the required document types:
Toggle Compliance Documents on.
Toggle Reviews on.
Notifications can be configured independently for each.
Set Frequency (days).
Enter how often reminder emails should be sent (in calendar days).Set the Start date.
Notifications apply to learners whose programme start date is on or before this date.Select Programme status.
Choose which learner statuses should receive notifications (for example, Active or Onboarding).Select Save Changes.
A confirmation message appears and your settings are applied.
Tips & best practice
Set the start date in the past to include existing learners and outstanding documents.
Exclude statuses such as completed or paused learners to avoid unnecessary emails.
Use different frequencies for reviews and compliance documents if needed (for example, 7 days vs 14 days).
Check programme settings to ensure signatures are required for the correct users.
Keep reminder frequency balanced to avoid overwhelming users with emails.
Notes & limitations
Notifications are sent to all required signatories (learner, tutor, employer) where signatures are required.
Each outstanding document generates a separate email notification.
Notifications are only sent if the user has email notifications enabled in their profile.
Reminder frequency is based on calendar days, not working days.
Notifications continue until the document is signed.
Once a document is signed, reminders stop for that user.
Start date filtering is based on learner enrolment date, not document creation date.
Configuration applies across all programmes (not programme-specific).
Reviews and compliance documents can be configured independently.