LMS365 notifications: overview and management

Introduction

LMS365 offers leaners, instructors, and admins with different ways to receive, access, and manage notifications. Admins control which notifications and how will be sent: as an email, a message in Microsoft Teams, a message on mobile or as a scheduled appointment. Still learners can decide whether to receive their notifications in Microsoft Teams via My Training Dashboard - Personal Preferences.

This guide covers the following topics: where to manage notifications, what email account is used for email delivery, overview of the Notifications page, notification types and templates, how to enable/disable templates and also how to edit and reset notification templates.

 

Where to manage notifications

Notifications settings can be reached via the Settings section in the Administration back-end in LMS365 Cloud or directly in Microsoft Teams

 

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IMPORTANT: Only Course Catalog Admins and above can see such page and manage Notifications & Microsoft 365 Connection Settings.

 

 

Where license notifications are managed

You can set up email notification to be sent to alert selected administrators when a selected percentage of maximum number of licensed users is reached and before or after the license expires.

In the Admin center, navigate to Global Settings > Settings > License Information > Notifications.

Please follow the instructions in the article Managing LMS Licenses

 

Email account

An email account is used for email delivery and booking Office 365 rooms. To enable correct delivery of email notifications, Admin must configure an email account, which will be used to send email notifications and book Office 365 rooms.

 

 

IMPORTANT: Account used for email delivery configuration must be an 'In Cloud' account only. Also using a shared mailbox will not work when configuring a notification account.

 

 

To configure the email account, complete the following steps:

1. Click the Microsoft 365 Connection Settings button.

 

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2. Enable LMS365 to send email notifications, book Rooms and create meeting invitations. By default, they are disabled.

 

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3. Select the Authentication Method (Modern or Classic).

 

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NOTE: An additional consent is required to use Microsoft Graph API for LMS365 to create and book Microsoft Teams meetings for sessions (only for outdated consent that needs update and only once).

 

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4. Click the Save button to save the changes or Cancel to discard them.

A connected account will receive an e-mail message sent automatically by LMS365 while testing the settings for the connected account. 

 

 

NOTE:

  • The system will not send out email notifications if the email account is not configured or invalid or the email is from another tenant.
  • We use Office 365 mail delivery approach for handling email notifications. In case you meet delivery issues, please have your administrator consult the following page for tips on how to fix the problem.

 

 

Modern authentication method

We highly recommend using this method as it offers secure user authentication and authorization based on Azure Active Directory without the need and store user's credentials. It also enables modern authentication features, for example multi-factor authentication (MFA).

To enable modern method:

  • Select Modern.
  • Click Connect.
  • Pick an account that will be used for sending email notifications and booking Office 365 rooms from and enter password.
  • Now the account is connected.

 

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NOTE: LMS365 could not access the mailbox because of the following reasons:

  • The mailbox does not exist. It could be because of the Office 365 license limitations or changes in the settings.
  • SMTP client authentication is disabled for your account. Please follow the instruction on how to enable SMPT for the account.

 

To disconnect account, click Disconnect and confirm your action. Please note once you have disconnected your account, LMS365 will no longer be able to send notifications and invitations. 

If LMS365 no longer sends the emails, please reconnect your account once again. Click Disconnect > confirm your action > Connect > pick an account >Save.

 

Classic authentication method

Classic method offers basic Exchange/SMTP authentication that requires user’s login and password.

We do not recommend using this method as Microsoft has announced the end of support for basic Authentication access.

 

 

IMPORTANT: Account used for email delivery must be an 'In Cloud' account only. SMTP client authentication must be enabled for this account as well. Also using a shared mailbox will not work when configuring a notification account.

 

 

You can still enable classic method:

  • Select Classic.
  • Enter your Office 365 Email Address and provide Email Account Password.
  • Click Save.

Classic authentication method does not allow to use some application functionality.

 

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NOTE: If multi-factor authentication is enabled, to connect your Office 365 account, create an app password following the instruction.

 

 

Line Managers can approve or reject requests for Classic Course Catalogs using only the links from an email notification. They must be members of ‘Visitors’ group on the site where course catalog is added in order to be able to do that.

 

Notifications page overview

Notifications page provides the list of all available notification templates and lots of filtering and sorting options. By default, all notification templates are enabled.

 

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You can see the following columns (columns are clickable and can be used for sorting as well):

 

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  • Name – displays template’s name;
  • Enabled – displays if notifications are enabled (and sent to users) or not;
  • Template – displays if notifications are default or edited (customized);
  • Recipients – displays the recipients of each notification;
  • Type – displays the way users receive notifications (as an email, a message in Microsoft Teams, a message on mobile or as a scheduled appointment);
  • Relates To – displays which training type notifications relate to (courses, training plans, course catalog)

To find the desired template, use the Search field.

 

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You can also filter the notifications:

  • by Statuses (All Statuses, Enabled or Disabled)

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  • by the setting type (All Templates, Default or Custom)

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  • by Recipients (All Recipients, By Role or By User)

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  • By Types of notification receiving (All Types, Email, Email & Teams, Appointment or Mobile)

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  • By the application area notifications relate to (All Relates To, Course, Training Plan or Course Catalog)

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You can edit, disable or enable notifications that will be sent to the users.

 

Notification types and templates

All notifications can be grouped by the level they relate to:

 

Course Catalog notifications

Course Catalog notifications include only one notification template - Guest Invitation.

 

Name

Description

What triggers the notification?

Default Recipient(s)

To and Cc fields

Delivery Type

Guest Invitation

Guest users receives a notification that they have been invited to join the Course Catalog.

The administrator invites a person to a course catalog. This triggers an email invitation to be sent to the person with a link to the course catalog.

Guest users

Email

 

Course notifications

Enrollment/unenrollment, requests, reminders, scheduled appointments and other notifications related to courses are presented in alphabetical order in the table below.

 

Name

Description

What triggers the notification?

Default Recipient(s)

To and Cc fields

Delivery Type

Adding to the Waiting list Confirmation

Learner(s) receive a notification that they were added to the waiting list of a session-based course.

A learner is successfully added to the waiting list of a session-based course.

To: Learner

Cc: Course Admin

Email, Teams

Approval Reminder

The approver gets a notification about pending request. LMS Admin can edit the template and set the number of days for the reminder to be sent after the enrollment request has been made and has not been approved/rejected by the approver (editing will make the template customized). The default number of days for the reminder to be sent is 21,14, 7.

NOTE: Disabled by default.

A learner enrolls into a course with Administrator Approval or Line Manager Approval enrollment flows and a request for approval is sent to the approver (LMS Admin or Line Manager respectively).

To: Approver (Line Manager or LMS Admin)

Email, Teams

Classroom/Webinar Enrollment Cancellation

Learner’s enrollment to the course has been cancelled.

A learner unenrolls from a Classroom/Webinar course. 

To: Learner

Email, Teams

Classroom/Webinar Enrollment Confirmation

Learner’s enrollment to the course has been confirmed.

A learner successfully enrolls into a Classroom/Webinar course.

To: Learner

Email, Teams

Classroom/Webinar Scheduled – Appointment Invite

Learners will receive an invitation to take part in a scheduled training course. To add the information to your calendar you will be asked to accept the invitation.

For Classroom courses with All sessions enrollment type all related learners, instructors and course Admins are added to the attendees list and will receive an invite to every scheduled session of the classroom training.

For Classroom courses with Single session enrollment type all related learners, instructors and course Admins are added to the attendees list and will receive an invite to the single session selected by the learner.

NOTE: If AD group has been added to the classroom training attendees, each member of this group will receive a Classroom/Webinar Scheduled – Appointment invite notification.

NOTE: Invitations are processed by the system once per 10 minutes. 

A learner enrolls into a Classroom/Webinar course with any type of enrollment flow. A scheduled event is created in the learner's calendar.

NOTE: This notification is sent if the administrator makes changes to the session's location, start and end dates & time, time zone, meeting URL, or the training title.

To: Course Admin, Instructor, Learner

NOTE: To & Cc fields can not be customized

Appointment

Classroom/Webinar Session Approval Reminder

The approver gets a notification about pending request. LMS Admin can edit the template and set the number of days for the reminder to be sent after the enrollment request has been made and has not been approved/rejected by the approver. The default number of days for the reminder to be sent is 21,14, 7.

A learner enrolls into a Classroom/Webinar session with Administrator Approval or Line Manager Approval enrollment flows and a request for approval is sent to the approver (LMS Admin or Line Manager respectively).

To: Approver

Email, Teams

Classroom/Webinar Session Cancelled (only for Mobile App)

Learner(s) get a notification that the classroom session has been cancelled. This notification will only be in the Mobile App. The learners will see it in the Notifications tab and as a push notification.

The administrator cancels a Classroom/Webinar session the learner is enrolled into.

To: Learner

Mobile

Classroom/Webinar Session Enrollment Approval Request

The approver gets a notification about training registration pending approval.

A learner enrolls into a Classroom/Webinar session with Administrator Approval or Line Manager Approval enrollment flows and a request for approval is sent to the approver (LMS Admin or Line Manager respectively).

To: Approver

Email, Teams

Classroom/Webinar Session Instructor Added

Learner(s) receive a notification that they have been assigned as an instructor to a Course Session.

The administrator assigns the learner as an Instructor to a particular Classroom/Webinar session.

To: Learner

Email, Teams

Classroom/Webinar Session Instructor Removed

Learner(s) receive a notification that they have been unassigned as an instructor from a Course Session.

The administrator cancels learner's assignment as an Instructor for particular a Classroom/Webinar session.

To: Learner

Email, Teams

Classroom/Webinar Session Updated (only for Mobile App)

Learner(s) get a notification that the course session has been updated. This notification will only be in the Mobile App. The learners will see it in the Notifications tab and as a push notification.

NOTE: Learners will receive a Classroom/Webinar Scheduled – Appointment Invite notification by email.

The administrator makes changes to the session's location, start and end dates & time, time zone, meeting URL, or the training title.

To: Learner

Mobile

Classroom/Webinar Start Reminder

Enrolled learners receive a notification about the classroom training start date. Admin can edit the reminder template and set the number of days prior to the start date when the reminder will be sent to the users. The default number of days for the reminders to be sent is 7, 3, 1.

The classroom training start date is approaching.

To: Learner

Email, Teams

Course Completed Confirmation

Enrolled learner(s) receive a notification that the course is completed.

A learner has successfully completed the course.

To: Learner

Email, Teams

Course Due Date Passed

A notification informing that the course has passed its due date.

NOTE: Due date is set for e-Learning courses only.

The due date has passed and the course has not been completed by the learner.

To: Learner

Cc: Line Manager

Email, Teams

Course Due Date Reminder

Enrolled learner(s) receive a notification about the course due date. You can edit the reminder template and set number of days prior to the course due date when the reminder will be sent to the enrolled learners. The default number of days for the reminders to be sent is 14, 7, 3, 1.

NOTE: Due date is set for e-Learning courses only.

The course due date is approaching.

To: Learner

Email, Teams

Course Ended

Learner(s) receive a notification that the course has reached its end date.

The course end date has come.

To: Learner

Email, Teams

Course Enrollment Approval Request

The approver gets a notification about course registration pending approval if learner enrolls in the training with Line Manager Approval or Administrator Approval enrollment flows.

A learner enrolls into the course with Administrator Approval or Line Manager Approval enrollment flows and a request for approval is sent to the approver (LMS Admin or Line Manager respectively).

To: Approver

Email, Teams

Course Enrollment Cancellation

Learner’s enrollment to the course has been cancelled.

A learner unenrolls from the course.

To: Learner

Email, Teams

Course Enrollment Confirmation

Learner(s) receive a notification that they have been enrolled into an e-Learning course and courses with All sessions enrollment type.

NOTE: If the course has a future start date, learners will not get the enrollment notification because the course is not published yet. Only the 'The Course has started' notification is received after the course is published.

A learner enrolls into an e-Learning course or a course with All sessions enrollment type. Also, the Course Enrollment Notification is sent each time a learner enrolls into the unlocked course of a training plan or a new unlocked course is added to the training plan.

To: Learner

Email, Teams

Course Progress Reset

Learner(s) receive a notification that progress of one or more learning modules in the course they have taken has been reset.

The administrator resets learner's progress for one or more learning items.

To: Learner

Email, Teams

Course Published

LMS Administrator and Course Admin receive a notification that the course has been published.

NOTE: This notification is not sent if course start/end dates are earlier than course creation date.

The publishing date and time for the course set in advance by the administrator have come or the administrator has manually published the course.

To: LMS Admin, Course Admin

Email, Teams

Course Session Selection Request

Learner(s) receive a notification that course session selection request for a course is pending (only in case when learner was enrolled in a training plan which includes courses with Enroll user into a single session option selected). After learners select a session they will receive Classroom Scheduled - Appointment Invite notification or Webinar Scheduled - Appointment Invite notification.

A learner is enrolled in a training plan which includes courses with Enroll user into a single session option selected. A learner is to select a session to continue the enrollment process and to receive an appointment invitation.

To: Learner

Cc: Line Manager

Email, Teams

Course Unpublished

LMS Admin and Course Admin receive a notification that the course has reached its end date or is unpublished.

NOTE: This notification is not sent if course start/end dates are earlier than course creation date.

The course end date has come or the administrator has manually unpublished the course.

To: LMS Admin, Course Admin

Email, Teams

New Session Request

Course Admin receives a notification that a request for a new course session is made by a learner.

A learner has sent a request for a new course session.

To: Course Admin

Email, Teams

Pending Approval Confirmation

Learner(s) receive a notification that their enrollment request is pending approval if they enroll in the training with Line Manager Approval or Administrator Approval enrollment flows.

A learner enrolls into a course with Line Manager Approval or Administrator Approval enrollment flows. Request for approval is sent to the approver.

To: Learner

Email, Teams

Reject Confirmation

Learner(s) receive a notification that their enrollment request has been rejected.

The Approver (Line Manager or Course Admin depending on the enrollment flow) rejects learner's enrollment request.

To: Learner

Email, Teams

The Course has started

Active enrolled learners (with statuses 'In progress' or 'Not Started' only) receive a notification that the course has started.

NOTE: The user will receive this notification if the status of the course was changed from unpublished to published.

The start date has come and the course is published or the administrator has manually published the course.

To: Learner

Email, Teams

 

Training plan notifications

Enrollment/unenrollment, requests, reminders, scheduled appointments and other notifications related to training plans are presented in alphabetical order in the table below.

 

Name

Description

What triggers the notification?

 

Default Recipient(s)

To and Cc fields

Delivery Type

Pending Approval Confirmation

Learner(s) receive a notification that their enrollment request is pending approval if they enroll in the training with Line Manager Approval or Administrator Approval enrollment flows.

A learner enrolls into a training plan with Line Manager Approval or Administrator Approval enrollment flows. Request for approval is sent to the approver.

To: Learner

Email, Teams

The Training Plan has started

Enrolled learner(s) (with statuses 'In progress' or 'Not Started' only) receive a notification that the training plan has started.

NOTE: The user will receive this notification if the status of the training plan was changed from unpublished to published.

The start date has come and the training plan is published or the administrator has manually published the course.

To: Learner

Email, Teams

Training Plan Approval Reminder

The approver receives a notification about pending enrollment request. 'Approver' recipient in the email template means either Line Manager or LMS Admin depending on which enrollment flow is handled by the system. You can edit the reminder template and set number of days after the enrollment request has been made and has not been approved or rejected by the approver. The default number of days for the reminders to be sent is 21, 14, 7

A learner enrolls into a training plan with Administrator Approval or Line Manager Approval enrollment flows and a request for approval is sent to the approver (LMS Admin or Line Manager respectively).

To: Approver (Line Manager or LMS Admin)

Email, Teams

Training Plan Completed Confirmation

Enrolled learner(s) receive a notification that the training plan is completed after all completion conditions are met.

A learner has successfully completed the training plan.

To: Learner

Email, Teams

Training Plan Due Date Passed

Enrolled learner(s) receive a notification that the training plan has passed its due date.

The due date has passed and the training plan has not been completed by the learner.

To: Learner

Cc: Line Manager

Email, Teams

Training Plan Due Date Reminder

Learner(s) receive a notification about the training plan due date. You can edit the reminder template and set number of days prior to the training plan due date when the reminder will be sent to the enrolled learners. The default number of days for the reminders to be sent is 14, 7, 3, 1.

The training plan due date is approaching.

To: Learner

Email, Teams

Training Plan Ended

Enrolled learner(s) receive a notification that the training plan has reached its end date.

The training plan end date has come.

To: Learner

Email, Teams

Training Plan Enrollment Cancellation

Learner’s enrollment to the training plan has been cancelled.

A learner unenrolls from the training plan.

To: Learner

Email, Teams

Training Plan Enrollment Approval Request

The approver gets a notification about training plan registration pending approval.

A learner enrolls into a training plan with Administrator Approval or Line Manager Approval enrollment flows and a request for approval is sent to the approver (LMS Admin or Line Manager respectively).

To: Approver

(Line Manager or LMS Admin depending on the enrollment flow)

Email, Teams

Training Plan Enrollment Confirmation

Learner(s) get a notification that they have been enrolled into the training plan.

NOTE: If courses included into the training plan do not have prerequisites, learner will receive only Training Plan Enrollment Confirmation when enrolls into it, no Course Enrollment Notifications will be sent.

NOTE: If courses have prerequisites inside the training plan, learner will receive Training Plan Enrollment Confirmation when they enroll into it along with the Course Enrollment Notifications each time learner enrolls into the unlocked course of the training plan.

The same logic is applied when the learner retakes training plan or unenrolls from it.

A learner enrolls into a training plan.

To: Learner

Email, Teams

Training Plan Pending Approval Confirmation

Learner gets a notification that their enrollment request is pending approval.

A learner enrolls into a training plan with Line Manager Approval or Administrator Approval enrollment flows. Request for approval is sent to the approver.

To: Learner

Email, Teams

Training Plan Progress Reset

Enrolled learner(s) receive a notification that progress of one or more courses in the training plan they have taken has been reset.

The administrator resets learner's progress for one or more courses.

To: Learner

Email, Teams

Training Plan Published

LMS Admin and Course Admin receive a notification that the training plan has been published.

NOTE: This notification is not sent if training plan start/end dates are less than training plan creation date.

The publishing date and time for the training plan set in advance by the administrator have come or the administrator has manually published the training plan.

To: LMS Admin & Course Admin

Email, Teams

Training Plan Reject Confirmation

Learner(s) get a notification that their enrollment request has been rejected by Line Manager or Course Administrator.

The Approver (Line Manager or Course Admin depending on the enrollment flow) rejects learner's enrollment request.

To: Learner

Email, Teams

Training Plan Unpublished

LMS Admin and Course Admin receive a notification that the training plan has reached its end date.

NOTE: This notification is not sent if training plan start/end dates are earlier than training plan creation date.

The training plan end date has come or the administrator has manually unpublished the training plan.

To: LMS Admin & Course Admin

Email, Teams

 

Certificate and Competency notifications

When courses or training plans are inactive, learners cannot retake the training. Therefore, it might be irrelevant for learners to receive notifications about expired certificates and revoked competencies related to inactive training. Admins can disable notifications about certificate expiry and competency revocation for unpublished, ended, and deleted training, as well as for imported external certificates that are not associated with an existing course. This is done via the Send for inactive training option while editing a relevant notification template.

 

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Notifications related to certificates and competencies for courses and training plans are presented in alphabetical order in the table below.

 

Name

Description

What triggers the notification?

 

Default Recipient(s)

To and Cc fields

Relates to

Delivery Type

Certificate Expired

Specified user(s) receive a notification that the course certificate has expired.

The certificate expiry date and time have come.

To: Learner

Cc: Line Manager

Course

Email, Teams

Certificate Expiry Reminder

Specified user(s) receive a notification that the course certificate is about to expire. You can edit the template and set the number of days for the reminder to be sent prior to the certificate expiration. The default number of days for the reminders to be sent is 60, 30, 14, 7. To find more on how this reminder works, follow the link.

The certificate expiry date and time are are approaching.

To: Learner

Cc: Line Manager

Course

Email, Teams

Competency Granted

Specified user(s) receive a notification that a competency will be granted after completing a course or training plan.

A learner enrolls into a training with a competency granted after completion.

To: Learner

Course

Email, Teams

Competency Revocation Reminder

Specified user(s) receive a notification that competency is due to be revoked. You can edit the reminder template and set the number of days for the reminders to be sent. The default number of days is 30, 14, 7.

Learner's competency is about to be revoked due to the competency revocation settings.

To: Learner

Course

Email, Teams

Competency Revoked

Enables sending to the learner and the line manager a notification that competency has been revoked.

The competency revocation date and time have come.

To: Learner

Cc: Line Manager

Course

Email, Teams

Competency Updated

Specified user(s) receive a notification that a competency level has been changed.

The level of the learner's competency has been changed by the administrator.

To: Learner

Course

Email, Teams

Training Plan Certificate Expired

Specified user(s) receive a notification that the course certificate has expired.

The certificate expiry date and time have come.

To: Learner

Cc: Line Manager

Training Plan

Email, Teams

Training Plan Certificate Expiry Reminder

Specified user(s) receive a notification that the training plan certificate is about to expire. You can edit the template and set the number of days for the reminder to be sent prior to the certificate expiration. The default number of days for the reminders to be sent is 60, 30, 14, 7.

The expiry date and time of the training plan certificate are approaching.

To: Learner

Cc: Line Manager

Training Plan

Email, Teams

 

Notifications related to expiring licenses and exceeding number of users

Tenant and LMS Admins can set up email notification to be sent to alert selected administrators when the set percentage of maximum number of licensed users is reached, and before and after the license expires. Detailed information about how to set the e-mail notifications of this type is provided in Managing LMS365 Licenses.

 

How to enable/disable notification templates

Admins control what notifications will be sent by enabling/disabling them via Admin Center - Settings - Notifications - desired notification template - Disable/Enable Template action. Multiselect of templates is available for this action.

Once the notification is enabled, you will see Yes in the Enabled column on the Notifications page and Disable Notification action is available on the actions panel.

 

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Once the notification is disabled, you will see No in the Enabled column on the Notifications page and Enable Notification action is available on the actions panel.

 

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NOTE: When enabling/disabling notification templates no changes to the template's content is done thus the template is not customized in any way. 

 

 

How to edit notification templates

Editing of a notification template field by user is called customization and such templates are marked as Custom in the All Templates column.

 

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IMPORTANT: Any changes made to any fields in the notification templates will have the following consequences: the fields that have been modified will no longer be updated with the general product updates, and they will not respond to language localizations since these are based on the defaults. To find more please visit Notification templates: Customization, Localization, Updates.

 

 

To edit (customize) a notification template:

  • Click the desired template
  • Select Edit Template on the actions panel

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The Edit Template action is disabled if more then one template is selected on the Notifications page.

  • Make necessary changes

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To and Cc – select the users who will receive the notification from the drop-down list or specify users from the Tenant

 

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TIP: Not all templates can be modified in To and Cc fields. Also It is impossible to select the AD Groups in the To and Cc fields.

 

 

Send Reminder Emails - allows to set the number of days (positive and integer) in advance for the reminder emails to be sent. The default number of days depends on the reminder itself. To find more please visit How the certificate expiry reminder works

 

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Variables – use different values to enhance the notification or reminder. For each notification template list of variables is specific and provided by the system.

 

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  • Click the Save button to save the changes or Cancel to discard the changes. In both cases you will see a confirmation message.

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How to reset notification templates

Reset to default option restores default content and connection to general product updates and localization of the selected template. To reset the customizations done to a notification template:

  1. Click the desired customized template.
  2. Select Edit Template on the Actions panel.
  3. Click the Reset Template button in the lower right corner.

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  4.  Confirm or cancel the reset to default.

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  5. Click the Save button to save changes or Cancel to discard them.

 

Notifications' language

The language of course notifications depends on the course catalog language settings

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