Cyber Chatbot (Alex) - Preferences

This section lets admins chose the following settings for chatbot lessons:

• Onboarding email activation.
• Delivery mode (manual vs automatic).
• Number of days between courses.
• AI powered freechat (disabled, classical, personalized). </aside>

Send onboarding email to new users

When setting is enabled, onboarding emails are sent every morning at 7 AM UTC  from monday to friday to provisioned users with bot setup who haven’t received it yet.

The email comes from  team@mantra.ms. The text of this communication is NOT customizable.

Beware of the onboarding email once activated, regardless of whether the chatbot has been deployed or not, all active users  will receive it the next day.

Automatic course delivery

When activated, courses (assigned) are sent automatically to users, based on their subscriptions and the defined frequency for Onboarding track and Run mode. Courses are only delivered on business days between 9.30-12.00 and 14.00-17.00.

First activation

Once the toggle is activated, new users with existing subscriptions will receive Alex welcome message shortly after onboarding email.This message is only sent through chatbot, and aims at confirming user language.

If onboarding email is not enabled or has already been sent, welcome message is sent within a few hours.

• If user answers to welcome message, language is updated and first lesson starts right away. 
• If user does not answer, first lesson will be sent in default language in the next hour.

Chatbot Language

• Once the first course is assigned and automatic assignment is enabled, the first ever interaction is Alex sending a message in the company's default language and asking the user to choose the language of conversation (then visible in the MY PROGRESS section of the platform).
• The language can also be taken from the "preferred language" field if available on AD. In this case, the message will be displayed in this language.
• The default language is set when creating a company. 
• You can force the default language to prevent users from changing it.
• The user can change the language from the console: My Progress → My Language (user selected language)

Language logic

USER SELECTED LANGUAGE > PREERRED LANGUAGE > DEFAULT COMPANY LANGUAGE

Number of days between courses

Admins can define a different frequency for Onboarding track (usually shorter interval) and Run mode. This defines the number of working days between last course completion date and next course start.

In the platform, it is possible to assign multiple courses to a user (for example, 10 courses) and define an activation frequency between them (for example, 20 days). 

Days between courses  

In Preferences you can set how many days must pass for a user, from the completion of a lesson, before the new one is proposed

• "Number of days between two courses" = working days  (excluding weekends)
• Office hours: 8:30–12:00 e 14:00–18:30
• You can configure different timing for Run Mode and Onboarding Track 

How Activation Frequency Works

When an activation frequency is set:

• The user is assigned all selected courses.
• However, only one course is activated at a time.
• A new course becomes available automatically every defined interval (e.g., every 20 days).
• This process continues until all assigned courses have been activated.

This mechanism allows administrators to distribute training over time rather than making all courses immediately available.

Assignment mode: Run mode vs Onboarding track

Onboarding track

• Designed for new hires (or for all users when no one has started their training yet)
• General topics
• Ideally 4–5 lessons
• One lesson per week

Run Mode

• Active after completion of the onboarding track
• More specific lessons
• One lesson per month

If a new user completes all the courses assigned in Onboarding and a release is set every 30 days for courses in run mode, they will have to wait the configured times (30 days) before receiving the first course in "Run" mode.

Default Behavior (Without Learning Pace Limit)

By default:

• Users can log in to the console and view all courses assigned to them.
• Users are free to start and complete any of the assigned courses at any time.
• There is no obligation to wait for the next activation interval to begin a course.

Behavior with Learning Pace Limit Enabled

If the Learning Pace Limit feature is enabled:

• Users can log in to the Mantra console and view all courses assigned to them.
• However, they can only start courses according to the defined activation schedule.
• They must wait for the configured time interval (e.g., 20 days) before the next course becomes accessible.

In this case, the platform strictly enforces the defined training cadence, preventing users from progressing faster than planned.

AI-powered freechat

Admins can configure the chatbot as follows:

Disabled

No free chat, only regular Alex interactions within courses. When disabled users will not be able to chat with Alex, they can only answer questions from the course. Writing a message will trigger a response from Alex and continue with ongoing lesson.

Classical

Alex can chat with users and answer questions about cybersecurity. User can interact outside lessons to ask cybersecurity related topics. Generic answers provided by LLM. Alex can chat with users and answer questions about cybersecurity.

• You can NOT share documents or images with Alex in free chat mode.

Personalized (RAG)

Personalized: admins can upload document to enable tailored answers from chatbot. Alex can ingest custom documents from customers to provide support to users: password policy, lost or stolen device, security charter.The questions can be asked in any language, Alex will find the answers in documents language and reply in the user’s language.

• up to 20 documents, max 100mb. Authorized file types: doc, docx, html, json, pdf, md, pptx, txt.