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.

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

All LMS365 notifications are enabled per default.

 

Enrollment requests

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

When learners enroll in a training plan with an Administrator Approval or Line Manager Approval enrollment flow, the training plan notifications listed below will be sent depending on the actions of the learners' and approvers'. 

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

 

Training Plan Pending Approval Confirmation

Description

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

 

What triggers the notification?

When learners enroll in a training plan with an Administrator Approval or a Line Manager Approval enrollment flow, they will receive the Training Plan Pending Approval Confirmation notification stating that their enrollment request is sent to the approver(s) and is now pending approval.

 

Default Recipient(s) 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 learner this notification is sent to.
  • Learner - the learner 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 plan 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.

 

Course catalog admins can edit the notification template and change its default values.
Editing will make the template customized which has a set of consequences.

 

Training Plan Enrollment Approval Request

Description

This notification will inform the approver(s) (either course catalog admin and course admin or line manager, depending on the enrollment type) that a new enrollment request to a training plan is pending their approval. The notification contains an Approve and Reject link for the approver(s) to manage the enrollment request directly from the notification.

If more administrators receive the same enrollment request notification, the administrator who approves the enrollment first, will have approved the enrollment. If other administrators attempt to approve the same enrollment request, they will get the message that the enrollment has been successfully approved.

 

What triggers the notification?

When a learner enrolls in a training plan of the Administrator Approval or Line Manager Approval enrollment flow, the approver(s) (course catalog admin and course admin or line manager, respectively) will receive the Training Plan Enrollment Approval Request notification, informing them that a new enrollment request is pending approval.

 

Default Recipient(s) 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 approver(s) this notification is sent to.
  • Requested by- the learner 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 plan home page).
  • Training Plan Courses - a 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 learner's enrollment in a training plan, the learner will receive a Training Plan Enrollment Confirmation notification. In case the enrollment request is rejected by an approver, the learner will get a Training Plan Reject Confirmation notification.

 

Course catalog admins can edit the notification template and change its default values.
Editing will make the template customized which has a set of consequences.

 

Training Plan Approval Reminder

Description

The Training Plan Approval Reminder notification will inform approvers that an enrollment request to a training plan is still pending approval. The notification will include 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 learner enrolls in a training plan with an Administrator Approval or Line Manager Approval enrollment flow, the approver(s)—course catalog admin and course admin or line manager, respectively—will receive the Training Plan Enrollment Approval Request notification. If for some reasons, the approver(s) don't approve or reject the enrollment request within the number of day(s), scheduled in the Send Reminder Emails field of the notification template, it will trigger the Training Plan Approval Reminder notification to be sent to the approver(s) to remind that a training plan enrollment request is still pending approval.

 

Default Recipient(s) 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 approver(s) this notification is sent to.
  • Requested by - the learner who requested for enrollment in a training plan.
  • Training Plan Name - the title of the training plan (which will link to the training plan home page).
  • Training Plan Courses - list of courses included in this training plan.
  • Training Plan ID - training plan ID, if this is set.
  • A link to, respectively, Approve or Reject the enrollment request directly from the notification.

An example of the 'Training Plan Approval Reminder' notification.

 

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

 

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

 

 

Training Plan Reject Confirmation

Description

This notification will inform learners 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 learner requests to be enrolled in a training plan with an Administrator Approval or Line Manager Approval enrollment flow, the approver(s) (course catalog, course admin or line manager, respectively) may reject the learner's enrollment request. In this case, the learner will get a Training Plan Reject Confirmation notification with the rejection reason provided by the approver.

 

Default Recipient(s) 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 approver(s) this notification is sent to.
  • Learner - the learner who requested for enrollment in a training plan.
  • Requested by - the learner who requested for enrollment in a training plan.
  • Training Plan Name - the title of the training plan (which will link to the training plan 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.

 

Course catalog admins can edit the notification template and change its default values. 
Editing will make 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 learners when they are successfully enrolled in a training plan. 

 

What triggers the notification?

The Training Plan Enrollment Confirmation notification will be sent to learners when:

  • Learners successfully self-enroll in a training plan with an Automatic Approval enrollment flow.
  • Learners successfully enroll in a training plan with an Administrator Approval or Line Manager Approval enrollment flow after an approver has approved their enrollment request.
  • Learners are manually enrolled in a training plan by a line manager or a course, or course catalog admin.

NOTE   

The Training Plan Enrollment Confirmation notification will not be sent for training plans with a future start date.

 

Default Recipient(s) 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 approver(s) this notification is sent to.
  • Learner - the learner who requested for enrollment in a training plan.
  • Training Plan Name - the title of the training plan (which will link to the training plan 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 learners are successfully 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, will be sent to learners.
  • If e-Learning courses of the training plan have some prerequisites, learners will 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 learners are successfully enrolled in a training plan with Instructor-Led Training courses included:

NOTE   

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

  • The learner is pending approval in the course or courses with an Administrator Approval or a Line Manager Approval included in this training plan.
  • The learner is in the waiting list of the course or courses included in this training plan.
  • The learner has cancelled their enrollment in the course or courses included in this training plan.

 

Course catalog admins can edit the notification template and change its default values. 
Editing will make the template customized which has a set of consequences.

 

Training Plan Enrollment Cancellation

Description

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

 

What triggers the notification?

The Training Plan Enrollment Cancellation notification is sent when:

  • A learner self-unenrolls from a training plan with a Not Started or In Progress status. 
  • A learner 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 learner is manually unenrolled from a training plan by the course or course catalog admin.

Default Recipient(s) 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 approver(s) this notification is sent to.
  • Learner - the learner who requested for enrollment in a training plan.
  • Training Plan Name - the title of the training plan (which will link to the training plan 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.

 

Course catalog admins can edit the notification template and change its default values. 
Editing will make 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 learners have successfully completed a training plan.

 

What triggers the notification?

Learners receive the Training Plan Completed Confirmation notification when:

Default Recipient(s) 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 approver(s) this notification is sent to.
  • Learner - the learner who completed the training plan.
  • Training Plan Name - the title of the training plan (which will link to the training plan home page).
  • Date Completed - the exact date and time the learner has completed the training plan.
  • Training Plan Certificate - a link to view and download the certificate (if a certificate is granted for the 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.

 

Course catalog admins can edit the notification template and change the default values. 
Editing will make 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 will inform learners that the due date is approaching for a training plan in which they are enrolled.

 

What triggers the notification?

If learners 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 had their progress status manually set as Completed by the course catalog or course admin, the Training Plan Due Date Reminder notification will be sent to them. The notification is scheduled to be sent to the learners 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.

Course catalog admins can edit the reminder template and adjust the number of days in which the reminder will be sent prior to the training plan due date.

NOTE   

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

  • Learners who have completed the training plan will not receive this notification.
  • If the training plan is unpublished no notifications will be sent for it.

 

Default Recipient(s) 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 approver(s) this notification is sent to.
  • Learner - the learner who is enrolled in the training plan.
  • Training Plan Name - the title of the training plan (which will link to the training plan home page).
  • Training Plan Due Date - the exact date and time of when the training plan is to be completed bу the enrolled learners.
  • 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.

 

Course catalog admins can edit the notification template and change its default values. 
Editing will make the template customized which has a set of consequences.

 

Training Plan Due Date Passed

Description

This notification will inform learners, that have not yet completed a training plan with a set due date, that the training plan has passed its due date.

 

What triggers the notification?

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

 

NOTE   

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

  • Learners who have completed the training plan will not receive this notification.
  • If the training plan is unpublished no notifications will be sent for it. 

 

Default Recipient(s) 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 approver(s) this notification is sent to.
  • Learner - the learner who is enrolled in the training plan.
  • Training Plan Name - the title of the training plan (which will link to the training plan home page).
  • Training Plan Due Date - the exact date and time of when the training plan was to be completed bу the enrolled learners.
  • 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.

 

Course catalog admins can edit the notification template and change its default values. 
Editing will make 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 administrators and course admins will 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 an administrator, has arrived.
  • A course or course catalog administrator 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 Recipient(s) 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 plan 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.

 

Course catalog admins can edit the notification template and change its default values. 
Editing will make the template customized which has a set of consequences.

 

The Training Plan has started

Description

This notification will be sent to active learners (with statuses In Progress or Not Started only) that was enrolled in a training plan before it was published. These users will 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 course catalog administrator has manually published the training plan.

Default Recipient(s) 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 learner this notification is sent to.
  • Learner -the learner who is enrolled in the training plan.
  • Training Plan Name - the title of the training plan (which will link to the training plan 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 'The Training Plan has started' notification.

 

Course catalog admins can edit the notification template and change its default values. 
Editing will make the template customized which has a set of consequences.

 

Training Plan Unpublished

Description

LMS admins and course admins will 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. Learners enrolled in this training plan will receive the Training Plan Ended notification.
  • A course or course catalog administrator 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 date(s) set for the training plan start and/or end date are prior to the training plan creation date.

 

Default Recipient(s) 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 admin and course admin this notification is sent to.
  • Training Plan Name - the title of the training plan (which will link to the training plan 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.

 

Course catalog admins can edit the notification template and change its default values. 
Editing will make the template customized which has a set of consequences.

 

Training Plan Ended

Description

This notification will inform learners, 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 Recipient(s) 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 learner this notification is sent to.
  • Learner - the learner who is enrolled in the training plan.
  • Training Plan Name - the title of the training plan (which will link to the training plan 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.

 

Course catalog admins can edit the notification template and change its default values. 
Editing will make 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 course or course catalog administrator has reset a learner's progress for one or more courses in a training plan, the learner has taken.

 

Default Recipient(s) 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 learner this notification is sent to.
  • Training Plan Name - the title of the training plan (which will link to the training plan 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.

 

Course catalog admins can edit the notification template and change its default values. 
Editing will make the template customized which has a set of consequences.

Please 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 course catalog admin that doesn't trigger training plan notifications to be sent to learners, namely when:

 

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