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Personnel Reminders

Personnel reminders notify your employees about incomplete tasks via email or Slack. You can set up recurring reminders, send one-off reminders to individuals or groups, and customize the content of reminder emails and Slack messages.

⚙️ User permissions: Admins and Editors can configure personnel reminder settings. Admins, Editors, and custom roles with People Management editing permissions can send one-off reminders from the People page. Refer to Understanding User Roles and Permissions for more details.

Who receives reminders

When reminders are enabled, they're sent to current personnel who have at least one incomplete task to act on. These can include:

  • Policy acceptance

  • Security training

  • Custom personnel tasks

  • In-progress background checks

  • Vanta Device Monitor installation

  • Vanta Device Monitor update (when the installed version is outdated or deprecating)

  • Hard drive encryption

  • Password manager installation or remediation

Reminders aren't sent to personnel who are marked as a service account or who don't have any incomplete tasks to act on.

ℹ️ Note: Add [email protected] and [email protected] to your organization's allow list to ensure personnel receive reminder emails.

Enabling recurring reminders

Recurring reminders notify personnel on a set schedule when they have incomplete tasks to act on.

To enable recurring reminders:

  1. Go to Settings, then select Notifications.

  2. Scroll to the Personnel reminders section.

  3. Select a frequency: Weekly (every Monday) or Every weekday. Reminders are sent at 11am UTC.

  4. Enable Email reminders, Slack reminders, or both.
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📖 Learn more: To set up your Slack connection, see Setting Up Slack Notifications.

Sending one-off reminders

You can send a one-off reminder at any time to personnel with incomplete tasks. This doesn't affect your recurring reminders setting.

Sending to all eligible personnel

This sends an email reminder only to eligible personnel matching your current filters.

To send a reminder to all eligible personnel in your current view:

  1. Go to Personnel, then select People.

  2. Use filters to narrow the list as needed.

  3. Click the ••• menu above the table and select Send one-time reminder.

Sending to selected personnel

This sends an email or Slack reminder only to eligible personnel you selected on the People page. Slack is only available as a method if Slack is already connected in your notification settings.

To send a reminder to multiple personnel at once:

  1. Go to Personnel, then select People.

  2. Use the checkboxes to select the personnel you want to remind.

  3. Click Send reminder in the toolbar above the table.

  4. Select a method: Email, Slack, or both.

  5. Click Send reminders.

Sending to an individual

Individual reminders sent this way trigger an email notification only. To send via Slack, use the selected personnel flow above and select just that person.

To send a reminder to a single person:

  1. Go to Personnel, then select People.

  2. Send an email reminder in one of two ways:

    • Click the ••• menu in the table row and select Send reminder.

    • Open the personnel record, scroll to the Incomplete security tasks section, and click Remind.

Customizing reminders

You can customize the content of personnel reminder email and Slack messages from the Personnel reminders settings. Changes apply to all personnel reminders—there's no per-person or per-group customization.

Email notifications

To customize the email reminder:

  1. Go to Settings, then select Notifications.

  2. Scroll to the Personnel reminders section.

  3. Next to Email reminders, click Customize.

  4. On the Edit tab, update the Subject and Message fields as needed.

  5. Click the Preview tab to see how the email will appear to recipients.

  6. Click Save.
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💡 Tip: To send reminder emails from your own domain instead of Vanta's, see Sending Emails from a Custom Domain.

Slack notifications

To customize the Slack reminder:

  1. Go to Settings, then select Notifications.

  2. Scroll to the Personnel reminders section.

  3. Next to Slack reminders, click Customize.

  4. On the Edit tab, update the Title and Message fields as needed.

  5. Click the Preview tab to see how the message will appear to recipients.

  6. Click Save.

Supported variables

Use variables to personalize reminder content. The same variables are available in both the email and Slack editors:

Variable

Description

{{firstName}}

Recipient's first name from their personnel record. Renders as blank if not set.

{{lastName}}

Recipient's last name from their personnel record. Renders as blank if not set.

{{taskDueDate}}

The earliest due date among the recipient's highest-priority incomplete tasks. Renders as "as soon as possible" if no due date is set.

{{taskStatus}}

Renders as "Overdue" or "Due soon." Renders as "Due soon" if no due date is set.

{{companyName}}

Your organization's display name in Vanta.

ℹ️ Note: The preview uses sample data and isn't a personalized representation of what each employee will receive.