Sending Learner Check-In Messages to Motivate Learners

Learner Check-Ins allow administrators to send targeted email messages to learners based on their progress, activity level, and licence status. These messages are a powerful way to re-engage inactive learners, support those who are behind schedule, and reinforce progress for learners who are on track.

This article walks through how to filter learners, compose a check-in message, preview what learners will receive, and send the email.

Step 1: Open Learner Management

1. From the left-hand navigation, go to Manage Learners
   
   
2. Select Learner Management
   
   

You will see a list of all learners in your organisation along with their:

• Current Semester Status
  
  
• Learning Group
  
  
• Date Joined
  
  
• Last Login
  
  
• Licence Status
  
  

Step 2: Filter Learners Before Sending a Check-In

Before sending a check-in, you can filter learners to ensure your message is relevant.

Available filters

Current Semester Status

Use this to target learners based on progress:

• Not Started – learner has not begun their assigned content
  
  
• Behind Schedule – learner is progressing slower than expected
  
  
• On Schedule – learner is progressing as planned
  
  
• Ahead of Schedule – learner is progressing faster than planned
  
  
• Complete – learner has completed their semester
  
  
• Inactive for 2+ Weeks – learner has not engaged recently
  
  
• Independent Learner – learner is not currently assigned to a semester
  
  

Learning Group

Filter learners by one or more learning groups.

Last Login

Target learners based on recent activity:

• Never
  
  
• Last 30 days
  
  
• 31–60 days
  
  
• 61–90 days
  
  
• 90+ days
  
  

License Status

Filter by:

• Active
  
  
• Deactivated
  
  
• Invitation Pending
  
  

💡 Tip: Combining filters (e.g. Behind Schedule + Last Login: 90+ days) is an effective way to reach disengaged learners without emailing everyone.

Step 3: Start a Learner Check-In

Once filters are applied:

1. Click Send Learner Check-Ins
   
   
2. You’ll be taken to the Send Learner Check-In page
   
   

At the top of the page, you’ll see a summary showing:

• Learner counts by Semester Status
  
  
• Learner counts by Last Activity
  
  
• Licence status confirmation
  
  

This confirms exactly who will receive the message.

Step 4: Select Recipients

Under Select Recipients, learners are automatically selected based on your filters.

If needed, click Refine Selected Learners to adjust your filters before continuing.

Step 5: Compose Your Message

In the Compose Message section, you can customise the email.

Message settings

• From – choose the sender name
  
  
• Subject – edit the email subject line
  
  
• Message body – customise the message content
  
  

You can use placeholders such as:

• to personalise the message
  
  

Include with Email

You can optionally include:

• ✅ Individual Progress Report – shows the learner’s personal progress
  
  
• ⬜ Learning Group Progress Report – shows group-level progress
  
  

Step 6: Preview the Email

Click Preview To Send to see exactly what learners will receive.

The preview includes:

• Your message content
  
  
• A Kubicle Progress section showing the learner’s status
  
  
• A Sign In button linking directly to Kubicle
  
  

Review the preview carefully before sending.

 

Step 7: Send the Check-In

When ready:

1. Click Send Emails
   
   
2. The message will be sent to all selected learners
   
   

Best Practices for Learner Check-Ins

• Use check-ins to support, not overwhelm — avoid sending them too frequently
  
  
• Tailor messages for different learner statuses (e.g. encouragement vs. reminders)
  
  
• Focus on next steps, not just progress gaps
  
  

Avoid sending check-ins to learners who are already Complete, unless sharing recognition or congratulations