Team: Huntress Managed Security Awareness Training (SAT)
Environment: SAT
Summary: Setting up notifications for managers when learners have not completed the required assignments and/or when learners are compromised from a simulated phishing campaign.

 

Manager Notifications for Incomplete Assignments

• Enabling Manager Notifications

Manager Notifications for Phishing Simulation Learner Compromise

• Enable Manager Notifications for Learner Compromise

• What To Expect After a Simulated Phishing Compromise

FAQ

Manager Notifications for Incomplete Assignments

Description

This feature is designed to remind managers if anyone on their team has not completed an assignment with an upcoming due date. To implement this feature, you’ll need to add the manager's email to learners, enable it in Settings->Assignments for future assignments, and enable the training in the existing assignments’ “Assignment Information” section.

The reminders will list the learners who have incomplete assignments, learners who have completed all episodes in the assignment, and a magic link to check real-time status, thereby allowing managers to confirm completion after the email is sent.

Clicking the “Check real-time status” takes you to the page below, which contains a list of learners and their current status.

Configuration

Assigning Managers to Learners:

1.  
   1. Most prefer to implement this in your Microsoft Entra or Google Directory and sync the ‘Manager’ field nightly. Once managers are set up in your directory, please make sure you enable the “Manager” attribute in the Huntress Managed SAT group sync.
      
      Important: If you choose not to use the directory-provided manager and want to set the email within the Huntress Managed SAT portal, please ensure that the “Manager” box is not checked to avoid overwriting manually entered data.
      
       
   2. Import Managers via CSV and ensure the “Manager” field is checked at export and import time.
      
      
       
   3. If you want to bulk-apply learners, you can do this through the "Learners" list by checking the boxes next to the learners you wish to update and clicking the “Actions” button.
      
      
      
      Then select “Change Manager” and enter the manager's email address in the modal.
      
      
       
   4. If you instead want to update an individual learner, navigate to the "Learners" list to open “Learner Editor” and update the “Manager Email” field
      
      

Enabling Manager Notifications

Important: Reminders will only work if the assignment has an end date. Assignments that don’t have an end date will not be able to use automated manager reminders. Reminders will go out in the relative number of days before the end date and time.

Important: There are different Manager Notification configuration considerations when applying the settings to Non-managed Assignments, Managed Assignments at the Channel-Partner Level, and Managed Assignments at the Account (Company) Level. With Managed Assignments, the Manager Notifications must be enabled at the Channel-Partner Level. 

Non-managed Assignments

1.  
   1. When creating a new assignment, you will find the options for that assignment’s notifications in the tab called "Step 1: Assignment Information”. Please make sure to set the assignment “End Date & Time”.
      
      
       
   2. To enable reminders for existing assignments, simply edit the assignment and enable “Manager Notifications.” Please verify that the assignment has an appropriate end date and time.
   3. To enable reminders for future assignments (manually created and future Huntress Managed Learning Assignments), go to Settings-> Assignments to configure the Manager Notifications area.

Managed Assignments at the Channel-Partner Level

The Manager Notifications setting at this level is the ultimate source of truth, and if you stop here and don't configure anything else, this configuration will be applied to all of your Managed Learning Assignments.

• Settings > Assignments
  • Scroll down to "Manager Notifications" > Check the box to "Enable Manager Notifications"
    • Click "Update"

Managed Assignments at the Account (Company) Level

The Manager Notifications setting at this level can be used to apply specific configurations that you do not want applied to all of your other Accounts (Companies). 

• Navigate to the Account you wish to configure
  • Click the "Assignments" tab
    • Select "Learning Plan"

• Click the cog wheel icon
  • Click to enable the "Manage settings at the company level" option
    • Click "Update"

The Manager Notification settings for this specific Account (Company) will now be the source of truth—but only for this company. 

From the Account (Company) Level:

• Settings > Assignments > Manager Notifications
  • (Don't forget to click "Update")

 Slack Notifications

If you already have a Slack integration set up, managers will also get notifications in Slack with a list of employees who have incomplete episodes, and a magic link will be provided to check real-time status.



 

Manually Pushing Notification Reminders

Admins also have the ability to push notification reminders manually through the Assignment "Advanced" Settings. This will trigger email notifications and, if configured, Slack notifications for the Learners. This will only send for Assignments that have not reached 100% completion rate.

1. Navigate to the Assignment you wish to send a notification reminder for
2. Click the "Advanced" tab
3. Click "Manual Push" for Learner Enrollment Notification and/or Content Reminders Notification
    

Manager Notifications for Phishing Simulation Learner Compromise

Enable Manager Notifications for Learner Compromise

The manager field needs to be filled in for the Learner Profile. This can be done through directory sync integration, CSV import, or manually in the portal. 

• Navigate to Settings -> Phishing
  • Enable “Notify managers of direct reports compromised”

Notifications

If enabled, notifications will be delivered via Microsoft Teams or Slack notifications. The default is email notifications. If both email notifications and Microsoft Teams/Slack are enabled, a notification will be sent to both locations. The Manager's email address will need to be added as a learner to the platform via the group Teams or Slack that is linked to.

Weekly Reminders

This is where you can configure the opt-in weekly reminders for learners who haven’t completed phishing defense coaching. It is up to you to decide the policy on how many days learners have to complete Phishing Defense Coaching. It could be as low as 1 day or as many as you want

Note: The learners will receive weekly reminders regardless of when manager notifications go out.

What To Expect After a Simulated Phishing Compromise:

Learners are given 10 minutes to complete Phishing Defense Coaching.

After 10 minutes have passed, managers are notified of the simulated compromise and whether the learner has taken action:

• Completed Phishing Defense Coaching
• Started but didn't complete Phishing Defense Coaching
• Never started Phishing Defense Coaching

The Manager Notification contains the Phishing Scenario, the status of the learner's completion of Phishing Defense Coaching, what they indicated as their reason for clicking, and a self-assessment of how ready the learner feels to face real phishing threats. This enables the manager to have a better conversation by providing information about the real-time status of defense coaching and the specific phishing scenario.

By expanding “Preview,” the manager can preview the sent email and the associated landing page (if applicable to the scenario).

FAQ

1. What if I only want one or two reminders?
   To skip any reminder, leave the days field blank.
    
2. What time will reminders be sent?
   They will be sent at the same time as the assignment's end time.
    
3. Can I specify manager email addresses if those managers are not learners themselves?
   Yes, but due to a current limitation, the email will not be custom-branded.