CG3 - Cyber Chat (Alex): Distribution, Reminders, and Preferences

The Preferences tab in Awareness Setup is where administrators control how and when Alex, the Cyber Chat chatbot, sends lessons: the onboarding email, automatic or manual distribution, the interval in days between lessons, AI free chat mode, and the reset of all training data. From here you also manage automatic reminders that prompt users who start a lesson but then fall behind.

To access the page, open Cyber Awareness › Setup from the sidebar menu and select the Preferences tab. Every control on this page is saved at the moment of modification.

Status	GA (available to all eligible customers).
Intended for	Platform administrators, in the Setup › Preferences tab of Awareness. Not intended for end users: distribution is controlled by the administrator and end users only receive what is sent to them.
Required role / permission	Platform administrator (permission Awareness Setup).
Availability	Customers with Cyber Chat (Alex) active.

The Preferences tab of Awareness Setup, with distribution controls: Send onboarding emails to new users, Automatic lesson delivery, and Number of days between two lessons (Onboarding Track and Run Mode).

The tab collects all distribution controls, each saved at the moment of modification:

• Send onboarding emails to new users — the welcome email for new users.
• Automatic lesson delivery — the automatic and scheduled distribution of assigned lessons.
• Number of days between two lessons — the interval in days between lessons, configurable separately for Onboarding Track and Run Mode.
• AI-powered free chat — whether and how Alex can respond outside of lessons.
• Erase Learning data — the reset of all training statistics for the organization.

The page is designed for:

1. Enabling automatic and scheduled lesson distribution, so users receive their assigned courses without manual sending.
2. Setting a faster pace for onboarding and a slower pace for the continuous program (Run Mode).
3. Choosing whether Alex can chat outside of lessons (free chat mode) and whether new users receive a welcome email.

It is not designed for:

• Sending a single lesson immediately or prompting specific users: use Send now (in the Lesson editor) and manual reminders from the Awareness Dashboard.
• Choosing or ordering which lessons a user receives: use the Lessons catalog.
• Monitoring who has completed what: use the Awareness Dashboard.

• Plan: Cyber Chat (Alex) active for the organization.
• Role: Platform administrator (permission Awareness Setup).
• CEO defined: automatic distribution cannot be enabled until a CEO user has been set for the organization; otherwise activation is rejected.
• Delivery channel: at least one channel configured — Microsoft Teams, Slack, Google Chat, or Webchat. Free chat also requires a channel other than Webchat.
• Assigned lessons: automatic distribution sends only lessons already assigned in the Lessons catalog; it does not assign anything on its own.

1. Open Cyber Awareness › Setup and select the Preferences tab.
2. Send onboarding emails to new users — enable the toggle so that new users already configured with the bot receive a welcome email. Use Send example onboarding email to myself to preview it first.
3. Automatic lesson delivery — enable the toggle so Alex automatically sends assigned lessons according to your organization's schedule. Disabling it opens a confirmation window warning that lessons scheduled for that day will be canceled (already sent lessons are not canceled). Requires a CEO user to be defined.
4. Number of days between two lessons — set the interval in working days using the two sliders, separately for Onboarding Track and Run Mode.
5. AI-powered free chat — choose Disabled, Classical, or Personalized. The selector is not available for companies using only Webchat.
6. Erase Learning data — use the Erase all Learning data button only to reset all training statistics for the organization; confirm in the dialog window.

WARNING: Erase all Learning data is irreversible. It deletes all training statistics for the organization and, after the operation, previous raw data can no longer be downloaded. It has no scope for individual users: it resets everything.

Settings — what an administrator adjusts in the Preferences tab:

Setting	Default	Values	Effect	Role
Send onboarding emails to new users	Off	On / Off	New users already configured with the bot receive a welcome email.	Administrator
Automatic lesson delivery	Off	On / Off	Alex automatically sends assigned lessons according to your organization's schedule; requires a CEO to be defined.	Administrator
Number of days between two lessons — Onboarding Track	per company	number of working days	Interval in working days between the last completion and the next lesson during onboarding.	Administrator
Number of days between two lessons — Run Mode	per company	number of working days	Same interval, for the continuous program.	Administrator
AI-powered free chat	Disabled	Disabled / Classical / Personalized	Whether Alex responds outside of lessons; the mode is described further below and in the Freechat function.	Administrator

Actions on the page:

Control	Type	Effect	Role
Send example onboarding email to myself	action	Sends a sample onboarding email to the administrator requesting it.	Administrator
Erase all Learning data	action	Deletes all training statistics for the organization; irreversible.	Administrator

Settings managed elsewhere that interact with distribution (described in their respective functions):

• Lesson assignment and order — set in the Lessons catalog; automatic distribution sends only what is assigned.
• Delivery channel (Teams / Slack / Google Chat / Webchat) — set in the channel tabs of Awareness Setup and in Awareness Users; determines whether a user is prompted in chat or via email.
• Manual reminders (Restart late users / Remind not started users) — activated from the Awareness Dashboard, not from this page.

• Immediate effect: each toggle or slider is saved at the moment of modification and shows a confirmation; free chat mode and track intervals are maintained; Send example onboarding email to myself delivers a sample email to your inbox.
• Delayed effect: after enabling Automatic lesson delivery, newly configured users receive Alex's welcome message and assigned lessons arrive according to the schedule, on working days and within working hours. A user who starts a lesson and then stops receives a series of reminders and, after about a month of inactivity, is marked as Late.
• Where to see the result: in the Awareness Dashboard — user statuses, engagement, and completion update as distribution and reminders take effect.

Onboarding email

If Send onboarding emails to new users is enabled, new users configured with the bot who have not yet received it get a one-time welcome email explaining how LibraCyber Awareness lessons work. Sending occurs automatically for eligible users on working days. The text of this email is not customizable.

First activation and Alex's welcome message

Upon first activation of automatic distribution, new users with existing subscriptions receive Alex's welcome message shortly after the onboarding email. This message is sent only via the chatbot and serves to confirm the user's language. If the onboarding email is not active or has already been sent, the welcome message arrives within a few hours.

• If the user responds to the welcome message, the language is updated and the first lesson starts immediately.
• If the user does not respond, the first lesson is sent in the default language within the next hour.

The following table summarizes what happens upon activation, depending on the starting state of the two toggles:

Scenario	Automatic lesson delivery	Send onboarding emails	Action	Result
A	Off	Off	Enable onboarding email	New users receive the onboarding email (Awareness) the next day.
B	Off	Off	Enable automatic distribution	New users with existing subscriptions receive Alex's welcome message within the next few hours.
C	Off	Off	Enable both	New users receive the onboarding email (Awareness) the next day. Users with existing subscriptions receive Alex's welcome message within the next few hours after the onboarding email.
D	Off	On	Enable automatic distribution	New users with existing subscriptions receive Alex's welcome message within the next few hours.

Time window and schedule

When Automatic lesson delivery is enabled, Alex sends each user the next assigned lesson once the configured interval of working days has passed since the last completion. Lessons are sent only on working days and within the working hours indicated in the app (approximately 09:30–12:00 and 14:00–17:30, Paris time zone). The interval indicates the number of working days (excluding weekends) that must pass from the completion of one lesson before the next is offered and is configurable separately for Onboarding Track and Run Mode: thus it is possible to use a faster pace for new users and a slower pace for the continuous program.

Activation frequency, tracks, and learning pace

You can assign multiple lessons to a user (for example 10) and define an activation frequency between them (for example 20 days). When an activation frequency is set:

• all selected lessons are assigned to the user;
• only one lesson is active at a time;
• a new lesson becomes available automatically at each defined interval (for example every 20 days);
• the process continues until all assigned lessons have been activated.

This mechanism allows you to distribute training over time, rather than making all lessons immediately available.

Onboarding Track and Run Mode. The two tracks can have different timings:

• Onboarding Track — designed for new hires (or for all users when no one has started training yet); general topics; ideally 4–5 lessons; approximately one lesson per week.
• Run Mode — active after completion of the Onboarding Track; more specific lessons; approximately one lesson per month.

If a new user completes all Onboarding lessons and Run Mode is set to release every 30 days, they must wait the configured time (30 days) before receiving the first Run Mode lesson.

Learning Pace Limit.

• Default behavior (without pace limit): users can access the console and see all lessons assigned to them; they are free to start and complete any lesson at any time, without waiting for the next activation interval.
• With pace limit active: users still see all assigned lessons, but can only start them according to the defined activation schedule; they must wait the configured interval (for example 20 days) before the next lesson becomes accessible. In this case the platform strictly enforces the defined training pace.

Chatbot language

When the first lesson is assigned and automatic distribution is active, the very first interaction is a message from Alex in the organization's default language, asking the user to choose the conversation language (later visible in the My Progress section of the platform).

• The language can also be derived from the preferred language field, if available on Active Directory (AD): in this case the message is shown in that language.
• The default language is set when the organization is created.
• You can force the default language to prevent users from changing it.
• The user can change language from the console: My Progress → My Language.

Language priority order: language selected by user › preferred language (AD) › organization's default language.

Automatic reminders

If a user starts a lesson and then stops interacting, Alex sends a series of reminders in their messaging tool (via email for Webchat users). Prompts follow a progression: approximately after about 1, 3, 8, and 15 working days from the last interaction. After approximately 20 working days without activity (roughly a month) the user is marked as Late and receives a final email. A manual reminder sent from the Awareness Dashboard resets this automatic schedule.

NOTE: the text of notification and reminder messages is not customizable. The bot's name and appearance can be modified, but only before production deployment and through LibraCyber support.

AI free chat

The three AI-powered free chat modes (Disabled, Classical, Personalized) and, at the bottom of the tab, the Erase all Learning data button.

Free chat mode determines whether and how Alex can respond outside of lessons. The selector does not appear for companies using only Webchat.

• Disabled — no free chat: only normal interactions with Alex within lessons. Users cannot chat freely with Alex; if they write a message, Alex responds by continuing the current lesson.
• Classical — Alex can chat with users and answer questions about cybersecurity even outside of lessons. Responses are generic, provided by the language model. In this mode it is not possible to share documents or images with Alex.
• Personalized — the administrator can upload documents to get customized responses (for example password policies, lost or stolen device, security charter). Questions can be asked in any language: Alex finds the answer in the language of the documents and responds in the user's language. You can upload up to 20 documents, for a maximum of 100 MB; allowed file types: doc, docx, html, json, pdf, md, pptx, txt.

The detailed behavior of the modes is described in the Freechat function (see Related functions).

Erase Learning data

Erase all Learning data performs an organization-wide deletion of all training statistics. It is irreversible and has no scope for individual users.

Data and privacy

From this page you can send emails to users (onboarding and reminders) and perform an organization-wide deletion of all training statistics via Erase all Learning data. This page does not allow you to operate on behalf of other users.

Can I customize the text of reminders or notifications?
No: message text is fixed. The bot's name and appearance can be modified, but only before production deployment and through LibraCyber support.

Why won't automatic distribution activate?
You must first define a CEO user for the organization; without a CEO the toggle activation is rejected.

Can I use a different pace for new users?
Yes: set a shorter interval on Onboarding Track and a longer one on Run Mode in Number of days between two lessons.

What language does Alex speak to the user?
Alex uses, in order of priority, the language selected by the user, then the preferred language retrieved from Active Directory, then the organization's default language. The user can change it in My Progress → My Language, unless the default language has been forced.

What's the difference between Onboarding Track and Run Mode?
Onboarding Track is designed for new users, with general topics and a faster pace; Run Mode is the continuous program that activates after onboarding completes, with more specific lessons and a slower pace.

Does free chat work on Webchat?
No: the free chat selector does not appear for companies using only Webchat.

Is "Erase all Learning data" reversible?
No: it deletes all training statistics for the entire organization and previous raw data can no longer be downloaded.

Symptom	Probable cause	Solution	Escalation
Automatic distribution won't activate	No CEO user defined for the organization	Define a CEO user, then enable the toggle	Contact Support if it continues to fail with a CEO set
Users are not receiving automatic lessons	Automatic distribution is disabled, no lessons are assigned, or no delivery channel is configured	Enable automatic distribution, assign lessons in the Lessons catalog, and verify channel connection	Contact Support
Lessons arrive slower or faster than expected	The Number of days between two lessons interval per track, or sending only on working days and during working hours	Adjust the Onboarding Track / Run Mode intervals; consider that sending occurs only during working hours	—
New users are not receiving the welcome email	Send onboarding emails is disabled, or the user is not yet configured / the bot is not set up	Enable onboarding email and verify that the user is configured with the bot installed	Contact Support
The AI-powered free chat option is not present	The company uses only Webchat	Expected behavior: free chat is not available on Webchat	—

• Cyber Chat (Alex) – Awareness Dashboard — manual reminders are managed from here and reset the automatic reminder schedule.
• Cyber Chat (Alex) – Lessons catalog — assigns and orders the lessons that this function then distributes.
• Cyber Chat (Alex) – Freechat — describes in detail the AI free chat modes (Classical and Personalized).