Training plan notifications

Introduction

LMS365 notifications related to training plans cover various learning events, such as, enrollment requests, enrollment and unenrollment processes, and different types of reminders. Below, we have grouped the notifications in accordance with these events. All LMS365 notifications are enabled per default.

This article provides an overview of LMS365 notifications for training plans, their default recipients, content, delivery type, and triggers. 

 

Enrollment requests

Users that enroll in a training plan with an Automatic Approval enrollment flow are immediately enrolled in it and receive the Training plan Enrollment Confirmation notification.

When users request to be enrolled in a training plan with an Administrator Approval or Line Manager Approval enrollment flow, the training plan notifications listed below are sent depending on the actions of the users and approvers. 

This section covers training plan notifications related to the enrollment requests notification flow.

 

Training Plan Pending Approval Confirmation

Description

This notification is sent to users to inform them that their enrollment request to a training plan is pending approval.

 

What triggers the notification?

When users request to be enrolled in a training plan with an Administrator Approval or a Line Manager Approval enrollment flow, they receive the Training Plan Pending Approval Confirmation notification stating that their enrollment request is sent to the approvers and is now pending approval.

 

Default Recipients in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Training Plan Pending Approval Confirmation notification with default settings provides the following information:

  • To. The user this notification is sent to.
  • Learner. The user who has requested to be enrolled in the training plan.
  • Training Plan Name. The title of the training plan which is also a link to the training home page.
  • Training Plan Courses. List of courses included in this training plan.
  • Training Plan ID. Training plan ID, if this is set.

An example of the Training Plan Pending Approval Confirmation notification.

 

Catalog admins can edit the notification template and change its default values.
Editing makes the template customized which has a set of consequences.

 

Training Plan Enrollment Approval Request

Description

This notification informs the approvers (either catalog and course admins or line manager, depending on the enrollment type) that a new enrollment request to a training plan is pending their approval. The notification contains the Approve and Reject links for the approvers to manage the enrollment request directly from the notification.

If more approvers receive the same enrollment request notification, the approver who approves the enrollment first, will have approved the enrollment. When other approvers attempt to approve the same enrollment request, they get the message that the enrollment has been already approved.

 

What triggers the notification?

When a user requests to be enrolled in a training plan of the Administrator Approval or Line Manager Approval enrollment flow, the approvers (catalog and course admins or line manager, respectively) receive the Training Plan Enrollment Approval Request notification, informing them that a new enrollment request is pending approval.

 

Default Recipients in the To and Cc fields

Approver.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Training Plan Enrollment Approval Request notification with default settings provides the following information:

  • To. The approvers this notification is sent to.
  • Requested by. The user who has requested to be enrolled in the training plan.
  • Training Plan Name. The title of the training plan which is also a link to the training home page.
  • Training Plan Courses. List of the courses that are included in this training plan.
  • Training Plan ID. Training plan ID, if this is set.
  • The Approve and Reject links to manage the enrollment request directly from the notification.

An example of the Training Plan Enrollment Approval Request notification.

 

When an approver approves a user's enrollment in a training plan, the user receives a Training Plan Enrollment Confirmation notification. In case the enrollment request is rejected by an approver, the user gets a Training Plan Reject Confirmation notification.

 

Catalog admins can edit the notification template and change its default values.
Editing makes the template customized which has a set of consequences.

 

Training Plan Approval Reminder

Description

The Training Plan Approval Reminder notification informs approvers that an enrollment request to a training plan is still pending approval. The notification includes links to either Approve or Reject the enrollment request which enables approvers to manage the enrollment request directly from the notification.

 

What triggers the notification?

When a user requests to be enrolled in a training plan with an Administrator Approval or Line Manager Approval enrollment flow, the approvers (catalog and course admins or line manager, respectively) receive the Training Plan Enrollment Approval Request notification. If for some reasons, the approvers don't approve or reject the enrollment request within the number of days, scheduled in the Send Reminder Emails field of the notification template, it triggers the Training Plan Approval Reminder notification to be sent to the approvers to remind that a training plan enrollment request is still pending approval.

 

Default Recipients in the To and Cc fields

Approver.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Training Plan Approval Reminder notification with default settings provides the following information:

  • To. The approvers this notification is sent to.
  • Requested by. The user who requested for enrollment in a training plan.
  • Training Plan Name. The title of the training plan which will link to the training home page.
  • Training Plan Courses. List of courses included in this training plan.
  • Training Plan ID. Training plan ID, if this is set.
  • The links to, respectively, Approve or Reject the enrollment request directly from the notification.

An example of the Training Plan Approval Reminder notification.

 

Catalog admins can edit the Training Plan Approval Reminder notification template and, among others, set the number of days in which the reminder is sent after the enrollment request has been created and has not been approved or rejected by the approver. The default number of days for the Training Plan Approval Reminder to be sent is 21,14, and 7. Editing makes the template customized which has a set of consequences. 

 

When an approver has approved a user's request to be enrolled in a training plan, the user receives the Training Plan Enrollment Confirmation notification. In case the enrollment request is rejected by an approver, the user gets the Training Plan Reject Confirmation notification. If users cancel their enrollment request, they receive the Training Plan Enrollment Cancellation notification.

 

Training Plan Reject Confirmation

Description

This notification informs users that their request to enroll in a training plan is rejected. The notification includes the reason for the rejection (provided by the approver in the Reject Message field) and the training plan contact person name and email.

 

What triggers the notification?

When a user requests to be enrolled in a training plan with an Administrator Approval or Line Manager Approval enrollment flow, the approvers (catalog and course admins or line manager, respectively) may reject the user's enrollment request. In this case, the user gets a Training Plan Reject Confirmation notification with the rejection reason provided by the approver.

 

Default Recipients in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Training Plan Reject Confirmation notification with default settings provides the following information:

  • To. The approvers this notification is sent to.
  • Learner. The user who requested for enrollment in a training plan.
  • Requested by. The user who requested for enrollment in a training plan.
  • Training Plan Name. The title of the training plan which will link to the training home page.
  • Training Plan Courses. List of courses included in this training plan.
  • Training Plan ID. Training plan ID, if set.

An example of the Training Plan Reject Confirmation notification.

 

Catalog admins can edit the notification template and change its default values. 
Editing makes the template customized which has a set of consequences.

 

Enrollment and unenrollment

This section covers training plan notifications related to the enrollment and unenrollment process.

 

Training Plan Enrollment Confirmation

Description

This notification is sent to user when they are enrolled in a training plan. 

 

What triggers the notification?

The Training Plan Enrollment Confirmation notification is sent to users when:

  • Users self-enroll in a training plan with an Automatic Approval enrollment flow.

  • Users are enrolled in a training plan with an Administrator Approval or Line Manager Approval enrollment flow after an approver has approved their enrollment request.

  • Users are manually enrolled in a training plan by a line manager, or a course or catalog admin.

NOTE   

The Training Plan Enrollment Confirmation notification isn't sent for training plans with a future start date.

 

Default Recipients in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Training Plan Enrollment Confirmation notification with default settings provides the following information:

  • To. The approvers this notification is sent to.
  • Learner. The user who requested for enrollment in a training plan.
  • Training Plan Name. The title of the training plan which will link to the training home page.
  • Training Plan Courses. List of courses included in this training plan.
  • Training Plan ID. Training plan ID, if this is set.

An example of the Training Plan Enrollment Confirmation notification.

 

Course enrollment notifications for courses in a training plan are sent depending on the following criteria:

1. When users are enrolled in a training plan with e-learning courses included:

  • If the e-learning courses of the training plan have no prerequisites, only the Training Plan Enrollment Confirmation notification, and no Course Enrollment Confirmation notification for these courses, are sent to learners.

  • If the e-learning courses of the training plan have some prerequisites, learners receive the Training Plan Enrollment Confirmation notification along with the Course Enrollment Confirmation notification each time learners are enrolled in an unlocked e-learning course of this training plan.

     

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

2. When users are enrolled in a training plan with instructor-led training courses included:

NOTE   

Users are enrolled in all unlocked courses of a training plan even if:

  • The user is pending approval in the course or courses with an Administrator Approval or a Line Manager Approval included in this training plan.

  • The user is in the waiting list of the course or courses included in this training plan.

  • The user has cancelled their enrollment in the course or courses included in this training plan.

 

Catalog admins can edit the notification template and change its default values. 
Editing makes the template customized which has a set of consequences.

 

Training Plan Enrollment Cancellation

Description

This notification is sent to users when their enrollment in a training plan has been cancelled.

 

What triggers the notification?

The Training Plan Enrollment Cancellation notification is sent when:

  • A user self-unenrolls from a training plan with a Not Started or In Progress status. 

  • A user cancels their request to enroll in a training plan, with an Administrator Approval or a Line Manager Approval enrollment flow, before an approver approves or rejects their enrollment request.

  • A user is manually unenrolled from a training plan by the course or catalog admin.

Default Recipients in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Training Plan Enrollment Cancellation notification with default settings provides the following information:

  • To. The approvers this notification is sent to.
  • Learner. The user who requested for enrollment in a training plan.
  • Training Plan Name. The title of the training plan which will link to the training home page.
  • Training Plan Courses. List of courses included in this training plan.
  • Training Plan ID. Training plan ID, if this is set.

An example of the Training Plan Enrollment Cancellation notification.

 

Catalog admins can edit the notification template and change its default values. 
Editing makes the template customized which has a set of consequences.

 

Training plan completion

There is one notification related to course completion: The Training Plan Completed Confirmation notification.

 

Training Plan Completed Confirmation

Description

The notification is sent when users have completed a training plan.

 

What triggers the notification?

Users receive the Training Plan Completed Confirmation notification when:

 

Default Recipients in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Training Plan Completed Confirmation notification with default settings provides the following information:

  • To. The approvers this notification is sent to.
  • Learner. The user who completed the training plan.
  • Training Plan Name. The title of the training plan which will link to the training home page.
  • Date Completed. The exact date and time the user has completed the training plan.
  • Training Plan Certificate. The link to view and download the certificate (if it is granted for the training plan).
  • Training Plan Courses. List of courses included in this training plan.
  • Training Plan ID. Training plan ID, if this is set.

An example of the Training Plan Completed Confirmation notification.

 

Catalog admins can edit the notification template and change the default values. 
Editing makes the template customized which has a set of consequences.

 

Training plan due date

This section covers the two training plan notifications related to the training plan due date: Training Plan Due Date Reminder and Training Plan Due Date Passed notifications.

 

Training Plan Due Date Reminder

Description

This notification informs users that the due date is approaching for a training plan in which they are enrolled.

 

What triggers the notification?

If users are enrolled in a training plan with a set training plan due date and haven't yet completed the training plan at the time when the due date is approaching or haven't had their progress status manually set as Completed by a catalog or course admin, the Training Plan Due Date Reminder notification is sent to them. The notification is scheduled to be sent to the users in accordance with the number of days prior to the training plan due date set in the Send Reminder Emails field of the notification template. The default number of days for the Training Plan Due Date Reminder to be sent is 14, 7, 3, and 1.

Catalog admins can edit the reminder template and adjust the number of days in which the reminder is sent prior to the training plan due date.

NOTE   

The Training Plan Due Date Reminder notification isn't sent in the following cases:

  • Users who have completed the training plan don't receive this notification.

  • If the training plan is unpublished no notifications is sent for it.

 

Default Recipients in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Training Plan Due Date Reminder notification with default settings provides the following information:

  • To. The approvers this notification is sent to.
  • Learner. The user who is enrolled in the training plan.
  • Training Plan Name. The title of the training plan which will link to the training home page.
  • Training Plan Due Date. The exact date and time of when the training plan is to be completed bу the enrolled users.
  • Training Plan Courses. List of courses included in this training plan.
  • Training Plan ID. Training plan ID, if this is set.

An example of the Training Plan Due Date Reminder notification.

 

Catalog admins can edit the notification template and change its default values. 
Editing makes the template customized which has a set of consequences.

 

Training Plan Due Date Passed

Description

This notification informs learners, that haven't yet completed a training plan with a set due date, that the training plan has passed its due date.

 

What triggers the notification?

If users are enrolled in a training plan with a set training plan due date and haven't yet completed the training plan or haven't had their progress status manually set as Completed by a catalog or course admin, by the time the due date has arrived, the Training Plan Due Date Passed notification is sent to these users.

 

NOTE   

The Training Plan Due Date Passed notification isn't sent in the following cases:

  • Users who have completed the training plan don't receive this notification.

  • If the training plan is unpublished no notifications is sent for it. 

 

Default Recipients in the To and Cc fields

Learner, line manager.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Training Plan Due Date Passed notification with default settings provides the following information:

  • To. The approvers this notification is sent to.
  • Learner. The user who is enrolled in the training plan.
  • Training Plan Name. The title of the training plan which will link to the training home page.
  • Training Plan Due Date. The exact date and time of when the training plan was to be completed bу the enrolled users.
  • Training Plan Courses. List of courses included in this training plan.
  • Training Plan ID. Training plan ID, if this is set.

An example of the Training Plan Due Date Passed notification.

 

Catalog admins can edit the notification template and change its default values. 
Editing makes the template customized which has a set of consequences.

 

Training plan publishing status

This section provides an overview of the notifications related to the training plan publishing statuses: published, unpublished, scheduled, and ended.

 

Training Plan Published

Description

LMS admins and course admins receive this notification to confirm that a training plan has been published.

 

What triggers the notification?

The Training Plan Published notification is sent when:

  • The publishing date and time for a training plan, set in advance by a course or catalog admin, has arrived.

  • A course or catalog admin has manually published the training plan by changing the publishing status (and start/end dates if needed) from Not Published, Scheduled or Ended to Published.

NOTE   

This notification isn't sent if the training plan start/end dates are prior to the training plan creation date.

 

Default Recipients in the To and Cc fields

LMS admin, course admin.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Training Plan Published notification with default settings provides the following information:

  • To. The LMS admin and course admin this notification is sent to.
  • Training Plan Name. The title of the training plan which will link to the training home page.
  • Training Plan Starts. The exact date and time for when the training plan starts and its content becomes available.
  • Training Plan Ends. The exact date and time for when the training plan ends and its content becomes unavailable (if an end date is set).
  • Training Plan Courses. List of courses included in this training plan.
  • Training Plan ID. Training plan ID, if this is set.

An example of the Training Plan Published notification.

 

Catalog admins can edit the notification template and change its default values. 
Editing makes the template customized which has a set of consequences.

 

The Training Plan has started

Description

This notification is sent to active users (with statuses In Progress or Not Started only) that was enrolled in a training plan before it was published. These users receive this notification when the training plan has started.

 

What triggers the notification?

The Training Plan has started notification is sent when:

  • The start date of a training plan arrives and the training plan is automatically published.

  • A course or catalog admin has manually published the training plan.

Default Recipients in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Training Plan has started notification with default settings provides the following information:

  • To. The user this notification is sent to.
  • Learner. The user who is enrolled in the training plan.
  • Training Plan Name. The title of the training plan which will link to the training home page.
  • Training Plan Ends. The exact date and time for when the training plan ends and its content becomes unavailable (if an end date is set).
  • Training Plan Courses. List of courses included in this training plan.
  • Training Plan ID. Training plan ID, if this is set.

An example of the Training Plan has started notification.

 

Catalog admins can edit the notification template and change its default values. 
Editing makes the template customized which has a set of consequences.

 

Training Plan Unpublished

Description

LMS admins and course admins receive this notification when a training plan has been unpublished.

 

What triggers the notification?

The Training Plan Unpublished notification is sent when:

  • The end date has arrived, and a training plan is automatically unpublished. Users enrolled in this training plan receive the Training Plan Ended notification.

  • A course or catalog admin has manually unpublished the training plan by changing the publishing status from Published to Not Published (or the end date to a date before the current date).

NOTE   

This notification isn't sent if the dates set for the training plan start and/or end date are prior to the training plan creation date.

 

Default Recipients in the To and Cc fields

LMS admin, course admin.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Training Plan Unpublished notification with default settings provides the following information:

  • To. The LMS admins and course admins this notification is sent to.
  • Training Plan Name. The title of the training plan which will link to the training home page.
  • Training Plan Starts. The exact date and time for when the training plan starts and its content becomes available.
  • Training Plan Ends. The exact date and time for when the training plan ends and its content becomes unavailable (if an end date is set).
  • Training Plan Courses. List of courses included in this training plan.
  • Training Plan ID. Training plan ID, if this is set.

An example of the Training Plan Unpublished notification.

 

Catalog admins can edit the notification template and change its default values. 
Editing makes the template customized which has a set of consequences.

 

Training Plan Ended

Description

This notification informs users, that are enrolled in the training plan, that the training plan has reached its end date and is now unpublished.

 

What triggers the notification?

The Training Plan Ended notification is sent when the end date has arrived and the training plan is automatically unpublished.

 

Default Recipients in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Training Plan Ended notification with default settings provides the following information:

  • To. The user this notification is sent to.
  • Learner. The user who is enrolled in the training plan.
  • Training Plan Name. The title of the training plan which will link to the training home page.
  • Training Plan Ends. The exact date and time for when the training plan has ended and its content became unavailable.
  • Training Plan Courses. List of courses included in this training plan.
  • Training Plan ID. Training plan ID, if this is set.

An example of the "Training Plan Ended" notification.

 

Catalog admins can edit the notification template and change its default values. 
Editing makes the template customized which has a set of consequences.

 

Training Plan Progress

There is one notification related to training plan progress: The Training Plan Progress Reset notification.

 

Training Plan Progress Reset

Description

This notification is sent to inform learners that their progress of one or more courses, in a training plan they have taken, has been reset.

 

What triggers the notification?

The catalog or course admin has reset a learner's progress for one or more courses the learner has taken in a training plan or the progress of a training plan via the Delete User's Progress action.

 

Default Recipients in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Training Plan Progress Reset notification with default settings provides the following information:

  • To. The user this notification is sent to.
  • Training Plan Name. The title of the training plan which will link to the training home page.
  • Training Plan Courses. List of courses included in this training plan.
  • Training Plan ID. Training plan ID, if this is set.

An example of the Training Plan Progress Reset notification.

 

Catalog admins can edit the notification template and change its default values. 
Editing makes the template customized which has a set of consequences.

See this article for more information on reset of course and training plan progress

 

Cases when no notifications are sent

There are some actions of the course or catalog admins that doesn't trigger training plan notifications to be sent to learners, namely when:

 

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