Instructor-Led Training notifications

Introduction

LMS365 notifications for courses of the type Instructor-Led Training cover notifications related to session-based courses. This article provides an overview of notifications related to session-based courses, the actions that trigger these notifications, and the default recipients and delivery type of these notifications. 

Notifications for courses of the type Instructor-Led Training are sent with learning events related to the lifecycle of courses-beginning with enrollment, unenrollment, enrollment requests, and leading to different types of reminders. Below, we have grouped the notifications in accordance with these events.

All course notifications are enabled per default.

 

Waiting list

If a learner tries to enroll in a course or session with no more seats, the learner will be added to a waiting list for the course or session in question, if the Waiting List option is enabled in the Settings of the Instructor-Led Training courses. This will trigger the Adding to the Waiting List Confirmation notification.

This section describes this notification.

Please note that, in the case that learners cancel their waiting list request, no notification is sent.

 

Adding to the Waiting List Confirmation

Description

This notification is sent to inform learners that they are successfully added to the waiting list of a session-based course or of a course session.

 

What triggers the notification?

The notification is triggered when a learner enrolls in a course or session under the following circumstances:

NOTE  

This notification isn't sent if a course or course catalog admin manually enrolls a learner in a course of the type Instructor-Led Training of the Enroll user into a single course session enrollment type. In this case, the learner receives a Course Session Selection Request notification with a link to the course home page for the learner to select a session to enroll in. If there are no places available in any of the sessions of this course, the learner will need to contact the course admin to complete the session selection. 

2022-04-12_16_45_40-Mail_-_Adele_Vance_-_Outlook.png

 

Default Recipient(s) in the To and Cc fields

Learner, course admin.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Adding to the Waiting List Confirmation notification with default settings provides the following information:

  • To - the learner this notification is sent to.
  • Cc - the course admin(s).
  • Course Name - the title of the course (which will link to the course home page).
  • Course Session - will show information about the course session(s). For courses of the enrollment type Enroll user into all course sessions, the text 'Any available session' will be shown, for courses of the enrollment type Enroll user into a single course session, the information about the session date and time (with time zone) will be shown.
  • Course Administrator - the name of the course administrator(s).

An example of the 'Adding to the Waiting List Confirmation' notification for a course of the 'Enroll user into all course sessions' enrollment type.

 

An example of the 'Adding to the Waiting List Confirmation' notification for a course of the 'Enroll user into a single course session' enrollment type.

 

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

 

Enrollment requests

When learners are successfully enrolled in an Instructor-Led Training course with an Automatic Approval enrollment flow, they will receive the Instructor-Led Training Enrollment Confirmation notification.

When learners request to be enrolled in a Instructor-Led Training course with an  Administrator Approval or a Line Manager Approval enrollment flow, notifications related to the enrollment request are sent, depending on the learners' and approvers' actions. 

This section covers Instructor-Led Training notifications related to the enrollment requests flow.

 

Pending Approval Confirmation

Description

This notification is sent to learners to notify that their enrollment request for an Instructor-Led Training course or session is pending approval. 

This notification is also sent for e-Learning courses.

 

What triggers the notification?

The notification is triggered when a learner requests to be enrolled in an Instructor-Led Training course with an Administrator Approval or a Line Manager Approval enrollment flow. 

 

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The 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 Instructor-Led Training course.
  • Course Name - the title of the course (which will also link to the course home page).
  • Course Type - Instructor-Led Training.
  • Course ID - training course ID, if this is set.

2022-04-12_16_59_06-Mail_-_Adele_Vance_-_Outlook.png

An example of a 'Pending Approval Confirmation' notification for an Instructor-Led Training course.

 

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

 

Session Enrollment Approval Request

Description

This notification is sent for enrollment requests for courses of the enrollment type Enroll user into a single course session.

The notification will inform the line manager or course catalog and course administrator(s) (approver(s)) that a new enrollment request to a course session in a course of the Enroll user into a single course session is pending their approval. The notification contains an Approve and Reject link for the line manager or administrator(s) to manage the enrollment request directly from the notification.

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

 

What triggers the notification?

The notification is triggered when a learner enrolls in an Instructor-Led Training course of the enrollment type Enroll user into a single course session with an Administrator Approval or a Line Manager Approval enrollment flow.

 

Default Recipient(s) in the To and Cc fields

Approver.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Session 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 an Instructor-Led Training course.
  • Course Name - the title of the course (which will link to the course home page).
  • Course Type - Instructor-Led Training.
  • Course ID - training course ID, if this is set.
  • Location - the room/location for physical presence, if this is set.
  • Meeting URL - the URL that enables people to join the course session directly from the notification.
  • Course Starts - the exact date and time (with time zone) for when the course starts and its content becomes available.
  • Course Ends - the exact date and time (with time zone) for when the course ends and its content becomes unavailable.
  • The Approve and Reject links for approver(s) to manage learner's enrollment request directly from the notification.

2022-04-12_16_54_23-Mail_-_Adele_Vance_-_Outlook.png

An example of a 'Session Enrollment Approval Request' notification for an Instructor-Led Training course.

 

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.

 

Session Enrollment Approval Reminder

Description

This notification is sent for enrollment requests for courses of the enrollment type Enroll user into a single course session.

This notification will inform the line manager or course catalog and course administrator(s) (approver(s)) that a learner's enrollment request to an Instructor-Led Training session is still pending  their approval. The notification contains an Approve and Reject link for the line manager or administrator(s) to manage the enrollment request directly from the notification.

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

 

What triggers the notification?

When a learner enrolls in an Instructor-Led Training course of the enrollment type Enroll user into a single course session with an Administrator Approval or Line Manager Approval enrollment flow, the approver(s) (course catalog and course admin or line manager) will receive the Session Enrollment Approval Request notification. If the approver(s) don't approve/reject the enrollment request within the number of day(s), scheduled in the Send Reminder Emails field of the notification template, the approver(s) will receive this notification to remind them that an enrollment request is still pending their approval.

 

Default Recipient(s) in the To and Cc fields

Approver.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Session 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 an Instructor-Led Training course.
  • Course Name - the title of the course (which will link to the course home page).
  • Course Type - Instructor-Led Training.
  • Course ID - training course ID, if this is set.
  • Location - the room/location for physical presence, if this is set.
  • Meeting URL - the URL that enables people to join the course session directly from the notification.
  • Course Starts - the exact date and time (with time zone) for when the course starts and its content becomes available.
  • Course Ends - the exact date and time (with time zone) for when the course ends and its content becomes unavailable.
  • An Approve and a Reject link for the approver(s) to manage learner's enrollment request directly from the notification.

 

2022-04-13_22_11_36-Mail_-_Adele_Vance_-_Outlook.png

An example of a 'Session Enrollment Approval Reminder' notification for an Instructor-Led Training course.

 

Course catalog admins can edit the Session Enrollment 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 an approver. The default number of days for the reminder to be sent is 21,14,7.

Editing will make the template customized which has a set of consequences.

 

Course Enrollment Approval Request

Description

This notification is sent for enrollment requests for courses of the enrollment type Enroll user into all course sessions.

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

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

This notification is also sent for e-Learning courses.

 

What triggers the notification?

When a learner enrolls in an a Instructor-Led Training course of the enrollment type Enroll user into all course sessions with an Administrator Approval or a Line Manager Approval enrollment flow, the approver(s) (course catalog and course admin or line manager) will receive the Course Enrollment Approval Request notification, informing them that a new course enrollment request is pending approval.

 

Default Recipient(s) in the To and Cc fields

Approver.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

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

  • To - the approver(s) this notification is sent to.
  • Learner - the learner who requested to be enrolled in the Instructor-Led Training course.
  • Course Name - the title of the course (the title will link to the course home page).
  • Course Type - Instructor-Led Training.
  • Course ID - training course ID, if this is set.
  • An Approve and a Reject link to manage the enrollment request directly from the 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.

 

Approval Reminder

Description

This notification is sent for enrollment requests for Instructor-Led Training courses of the enrollment type Enroll user into all course sessions.

The Approval Reminder notification will inform the line manager or course catalog and course administrator(s) (approver(s)) that an enrollment request to an Instructor-Led Training course of the enrollment type Enroll user into all course sessions 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.

This notification is also sent for e-Learning courses.

 

What triggers the notification?

When a learner enrolls in an an Instructor-Led Training course of the enrollment type Enroll user into all course sessions with an Administrator Approval or a Line Manager Approval enrollment flow, the approver(s) (course catalog and course admin or line manager) will receive the Course Enrollment Approval Request notification.

If the approver(s) don't approve/reject the enrollment request within the number of day(s), scheduled in the Send Reminder Emails field of the notification template, the approver(s) will receive an Approval Reminder notification informing that the course enrollment request is still pending approval.

 

Default Recipient(s) in the To and Cc fields

Approver.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The 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 to be enrolled in the Instructor-Led Training course.
  • Course Name - the title of the training course (which will link to the course home page).
  • Course Type - Instructor-Led Training.
  • Course ID - training course ID, if this is set.
  • A link to, respectively, Approve or Reject the enrollment request directly from the notification.

Course catalog admins can edit the 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 an approver. The default number of days for the Approval Reminder to be sent is 21,14, and 7. Editing will make the template customized which has a set of consequences. 

 

 

Reject Confirmation

Description

This notification will inform learners that their request to enroll in an Instructor-Led Training course or session has been ejected. The notification includes the reason for the rejection (provided by the approver in the Reject Message field) and the course contact person name and email.

 

What triggers the notification?

The notification is triggered when an approver of a course with an Administrator Approval or Line Manager Approval enrollment flow (course catalog and course admin or line manager) rejects a learner's enrollment request.

 

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Reject 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 an Instructor-Led Training course.
  • Course Name - the title of the course (which will link to the course home page).
  • Course Type - Instructor-Led Training.
  • Course ID - training course ID, if this is set.

2022-04-13_22_22_03-Mail_-_Adele_Vance_-_Outlook.png

An example of a 'Reject Confirmation' notification for an Instructor-Led Training course.

 

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

 

 

Enrollment and unenrollment

This section covers Instructor-Led Training notifications related to the enrollment and unenrollment process.

 

 

Instructor-Led Training Enrollment Confirmation

Description

This notification is sent to inform learner that they have been successfully enrolled in an Instructor-Led Training course.

 

What triggers the notification?

The notification is triggered when:

  • Learners successfully self-enroll in an Instructor-Led Training course with an Automatic Approval enrollment flow.
  • Learners are successfully enrolled in an Instructor-Led Training course with an Administrator Approval or Line Manager Approval enrollment flow, after an approver has approved their enrollment request.
  • A course admin, course catalog admin, or line manager manually enrolls a learner in an Instructor-Led Training course with any enrollment flow.
  • Learners successfully self-enroll in a training plan with an Automatic Approval enrollment flow, thus being automatically enrolled in all unlocked Instructor-Led Training course(s) of this training plan.
  • A learners is successfully enrolled in a training plan with an Administrator Approval or Line Manager Approval enrollment flow after an approver has approved their enrollment request, and the learner, in this way, is automatically enrolled in all unlocked Instructor-Led Training course(s) of this training plan.
  • A course admin, course catalog admin, or line manager manually enrolls a learner in a training plan with any enrollment flow and the learner, in this way, is automatically enrolled in all unlocked Instructor-Led Training course(s) of this training plan.
  • A new Instructor-Led Training course of a training plan a learner is enrolled in becomes unlocked due to the prerequisites being fulfilled.
  • A course or course catalog admin manually enrolls a learner from the waiting list in an Instructor-Led Training course or course session.
  • A learner on the waiting list is automatically enrolled in an Instructor-Led Training course or course session when a place becomes available.

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Instructor-Led Training Enrollment Confirmation notification with default settings provides the following information:

  • To - the learner this notification is sent to.
  • Learner - the learner who got enrolled in an Instructor-Led Training course.
  • Course Name - the title of the training course (which will link to the course home page).
  • Course Type - Instructor-Led Training.
  • Course ID - training course ID, if this is set.
  • Session Attendance - the enrollment type of the Instructor-Led Training course that can be stated as either Attendance in all course sessions (for the Enroll user into all course sessions enrollment type) or Attendance in one session only (for the Enroll user into a single course session enrollment type). The enrollment type of the Instructor-Led Training course is set at the course creation step.
  • Location - the room/location for physical presence if this is set.
  • Meeting URL - the URL that enables people to join the course session directly from the notification.
  • Start Date - the exact date and time for when the course starts and its content becomes available.
  • End Date - the exact date and time for when the course ends and its content becomes unavailable.

NOTE  

For courses of the Enroll user into all course sessions enrollment type, learners will see the list of all sessions in the course with start and end dates.

For courses of the Enroll user into a single course session enrollment type, learners will only see the start and end dates of the course session they are enrolled in.

  • Instructor(s) - course session instructor's name and email (will only be displayed if an instructor is assigned).

2022-04-12_17_10_00-Mail_-_Adele_Vance_-_Outlook.png

An example of a 'Instructor-Led Training Enrollment Confirmation' notification for an Instructor-Led Training course of the 'Enroll user into a single course session' enrollment type.

 

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.

 

Instructor-Led Training Scheduled – Appointment Invite

Description

The notification is sent to provide learners with an invitation to take part in a scheduled Instructor-Led Training course session. To add the information to the calendar learners need to accept the invitation in the email:

  • For courses of the Enroll user into all course sessions enrollment type, all enrolled learners, assigned instructors, and course admins will receive an appointment invite to every scheduled session of the Instructor-Led Training course in question.

2022-04-12_17_24_59-Mail_-_Adele_Vance_-_Outlook.png

An example of a "Instructor-Led Training Scheduled – Appointment Invite" notification sent for all sessions of an Instructor-Led Training course of the "Enroll user into all course sessions" enrollment type.

  • For courses of the Enroll user into a single course session enrollment type, users will only receive invitations to relevant sessions. Learners will receive an appointment invite to the single session of the Instructor-Led Training course they have enrolled in. Instructors and course admins will receive an appointment invite to all sessions of the Instructor-Led Training course that one or more learners have enrolled in.

    This means that if a session in a course does not have enrolled learners, then no calendar event is created for this session and no Instructor-Led Training Scheduled – Appointment Invite is sent for this particular session.

 

What triggers the notification?

This notification is triggered when:

1) A learner self-enrolls in an Instructor-Led Training course of any enrollment type which will create a scheduled event in the calendar of the relevant users.

IMPORTANT   

  • If an AD group has been added to an Instructor-Led Training session, each member of this group will receive an Instructor-Led Training Scheduled – Appointment Invite notification.
  • Invitations are processed by the system every 10 minutes.


2)
When a course or course catalog admin makes changes to a course session's location, start or end date & time, time zone, meeting URL, or the training course title, this will trigger the notification to be sent again to all enrolled users and assigned instructors and course admins. The notification will show what information that has been updated.

Please note that changes made to the Locale of the course can change values of the notification (like language and format of date) and, therefore, this action can also trigger the notification to be sent again.

For the LMS365 mobile app, a specific Session Updated notification will be shown.

 

An example of a 'Instructor-Led Training Scheduled – Appointment Invite' notification sent for an Instructor-Led Training course with updates made to a session the learner is enrolled in. The changes are displayed with strikethrough text.

 

3) A learner cancels their enrollment in an Instructor-Led Training course or a course or course catalog admin deletes a course session the learner is enrolled in. In this case the notification will be sent again including Canceled in the subject field and an option to remove the session from their calendar.

If a learner cancels their enrollment, this learner will receive the notification. If an admin deletes a session, the notification will be sent to all enrolled learners of this session as well as assigned instructors and admins.

 

An example of a "Instructor-Led Training Scheduled – Appointment Invite" notification sent to a learner who has cancelled their enrollment in an Instructor-Led Training course.

 

4) If a meeting organizer (this is the connected account set in the Microsoft 365 Connection Settings of the LMS365 Admin Center) makes manual changes to the Outlook meeting settings, this will trigger the notification to be sent again to all enrolled users and assigned instructors and course admins of the session. 

LMS365 appointments are originally sent by the LMS365 system in UTC time. In this way, Outlook handles time zone offset with its normalization mechanisms to make it right for every user. Therefore, we recommend to avoid manual editing of appointments created by LMS365 from the Outlook calendar.

 

Default Recipient(s) in the To and Cc fields

Course admin, instructor, learner. To and Cc fields of this notification can't be customized.

 

Delivery Type

Calendar appointment.

 

Default settings

The Instructor-Led Training Scheduled – Appointment Invite notification with default settings is almost the same for Instructor-Led Training courses and provides the following information:

  • Course Name - the title of the training course (which will link to the course home page).
  • Location - the room/location for physical presence, if this is set.
  • Meeting URL - the URL that enables people to join the course session directly from the notification.
  • Course Starts - the exact date and time when the course starts and its content becomes available.
  • Course Ends - the exact date and time when the course ends and its content becomes unavailable.
  • Course Administrator - the name of the course administrator(s).

NOTE  

Course catalog admins can customize how the Instructor-Led Training appointment looks in Outlook and Microsoft Teams calendars by making changes to the Subject field of the Instructor-Led Training Scheduled – Appointment Invite notification template.

 

2022-04-12_18_03_47-Notifications.png

An example of a customized field of the 'Instructor-Led Training Scheduled – Appointment Invite' notification template.

 

These changes will be reflected in the appointment's title in notifications and calendars.

 

An example of a customized "Instructor-Led Training Scheduled – Appointment Invite" notification.

 

An example of a customized "Instructor-Led Training Scheduled – Appointment Invite" calendar appointment.

 

Editing will make the template customized which has a set of consequences.

 

Instructor-Led Training Enrollment Cancellation

Description

This notification is sent to inform learner that their enrollment in an Instructor-Led Training has been cancelled.

 

What triggers the notification?

The notification is triggered when:

  • Learners self-unenroll from an Instructor-Led Training course with a Not Started or In Progress status. The reason of the enrollment cancellation provided by the learner will be available for course and course catalog admins on the Approve Enrollments page of the LMS365 Admin Center
  • Learners cancel their enrollment request in an Instructor-Led Training course with an Administrator Approval or Line Manager Approval enrollment flow before the approver approves or rejects their enrollment request. The reason of the enrollment request cancellation stated by the learner will be available for course and course catalog admins on the Approve Enrollments page of the LMS365 Admin Center.
  • Learners are manually unenrolled from an Instructor-Led Training course by a course or course catalog admin via the LMS365 Admin Center.

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default Settings

The Instructor-Led Training Enrollment Cancellation notification with default settings provides the following information:

  • To - the learner this notification is sent to.
  • Learner -the learner who was unenrolled from an Instructor-Led Training course.
  • Course Name - the title of the training course (which will link to the course home page).
  • Course Type - Instructor-Led Training.
  • Course ID - training course ID, if this is set.
  • Session Attendance - the enrollment type of the session-based course, which can be attendance in all course sessions or in one session only (for Enroll user into a single course session or Enroll user into all course sessions respectively).
  • Location - the room/location for physical presence, if this is set.
  • Meeting URL - the URL that enables people to join the course session directly from the notification.
  • Start Date - the exact date and time for when the course starts and its content becomes available.
  • End Date - the exact date and time for when the course ends and its content becomes unavailable. 

NOTE  

For courses of the Enroll user into all course sessions enrollment type, learners will see the start and end dates of all course sessions.

For courses of the Enroll user into a single course session enrollment type, learners will see the start and end dates only for the single course session they are enrolled in.

  • Instructor(s) - the course session instructors' name and email. This field is only displayed if an instructor is assigned to the course session.

2022-04-12_19_19_38-Mail_-_Adele_Vance_-_Outlook.png

An example of a "Instructor-Led Training Enrollment Cancellation" notification for an Instructor-Led Training course of the "Enroll user into a single course session" enrollment type.

 

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.

 

Course sessions

This section covers Instructor-Led Training course notifications related to learners requesting a new course session to be created and selecting a course session to enroll in: The New Session Request and Course Session Selection Request notifications, respectively.

 

New Session Request

Description

This notification is sent to inform the course admin(s) that a learner has made a request for a new course session to be created in an Instructor-Led Training course.

 

What triggers the notification?

The notification is triggered when a learner sends a request for a new session to be created for a course via the 'Make request for session' button. The course needs to have the Request(s) for Sessions option enabled for this option to be available. 

 

Default Recipient(s) in the To and Cc fields

Course admin.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The New Session Request notification with default settings provides the following information:

  • To - the course administrator(s) this notification is sent to.
  • Requested by - the learner who has requested to create a new session in an Instructor-Led Training course.
  • Course Name - the title of the course (which will link to the course home page).
  • Course Type - Instructor-Led Training.
  • Course ID - training course ID, if this is set.
  • Message - the text that the learner has provided in their request for a new course session.
  • A direct link to the Sessions section of the Instructor-Led Training course configuration panel in the LMS365 Admin Center, where the admin can view and manage the sessions of the course in question.
  • A direct link to manage learners' requests for sessions from the Course Management panel in the LMS365 Admin Center.

2022-04-12_19_26_30-Mail_-_Adele_Vance_-_Outlook.png

An example of a "New Session Request" notification for an Instructor-Led Training course.

 

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.

 

Course Session Selection Request

Description

This notification is sent to notify learners that they need to select a course session to enroll in.

 

What triggers the notification?

The notification is triggered when:

  • A learner is manually enrolled by a course or course catalog admin in an Instructor-Led Training course of the Enroll user into a single session enrollment type and needs to select a session to enroll in, in order to finish the enrollment process.
  • A learner self-enrolls or is manually enrolled by a course or course catalog admin in a training plan which includes course(s) of the Enroll user into a single session enrollment type selected. The learner will need to select a session of these course(s) to enroll in, in order to finish the enrollment process.

Default Recipient(s) in the To and Cc fields

Learner, line manager.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Course Session Selection Request notification with default settings is the same for Instructor-Led Training courses and provides the following information:

  • To - the learner this notification is sent to.
  • Cc - the line manager of the learner, if this is set.
  • Course Name - the title of the course (which will link to the course home page).
  • Course Type - Instructor-Led Training.
  • Course ID - training course ID, if this is set.
  • Click here to Select Course Session - the direct link to the Instructor-Led Training course home page with the list of available course sessions from which the learner can select a session to enroll in.

2022-04-12_16_45_40-Mail_-_Adele_Vance_-_Outlook.png

An example of a "Course Session Selection Request" notification for an Instructor-Led Training course of the "Enroll user into a single course session" enrollment type.

 

After learners have selected a session, they will receive the Instructor-Led Training Scheduled - Appointment Invite 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.

 

Session instructors

This section covers two Instructor-Led Training course notifications related to assigning and unassigning session instructors: The Session Instructor Added and Session Instructor Removed notifications.

 

Session Instructor Added

Description

This notification is sent to inform a user that they have been successfully assigned as an instructor for an Instructor-Led Training course session.

 

What triggers the notification?

The notification is triggered when a course or course catalog administrator assigns a user as an instructor of an Instructor-Led Training course session.

 

Default Recipient(s) in the To and Cc fields

Learner is stated in the To field, but it's the person that are assign as an instructor who will receive this notification.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Session Instructor Added notification with default settings is almost the same for Instructor-Led Training courses and provides the following information:

  • To - the user this notification is sent to.
  • Course Name - the title of the course (which will link to the course home page).
  • Location/Meeting URL- the room/location for physical presence, if this is set and/or the URL that enables people to join the course session directly from the notification.
  • Course Starts - the exact date and time (with time zone) for when the course starts and its content becomes available.
  • Course Ends - the exact date and time (with time zone) for when the course ends and its content becomes unavailable.
  • Course Administrator - the course administrator(s)' name(s) and email(s).
  • Session Instructor - the course session instructor(s)' name(s) and email(s).

2022-04-12_19_31_52-Mail_-_Adele_Vance_-_Outlook.png

An example of the "Session Instructor Added" notification with a customized "Subject" field of the notification template.

 

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.

 

Session Instructor Removed

Description

This notification is sent to inform a user that they have been unassigned as an instructor from an Instructor-Led Training course session.

 

What triggers the notification?

The notification is triggered when a course or course catalog administrator unassigns a user as an instructor from an Instructor-Led Training course session.

 

Default Recipient(s) in the To and Cc fields

Learner is stated in the To field, but it's the person that are assign as an instructor who will receive this notification.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Session Instructor Removed notification with default settings is almost the same for Instructor-Led Training courses and provides the following information:

  • To - the user this notification is sent to.
  • Course Name - the title of the course (which will link to the course home page).
  • Location/Meeting URL- the room/location for physical presence, if this is set and/or the URL that enables people to join the course session directly from the notification.
  • Course Starts - the exact date and time (with time zone) for when the course starts and its content becomes available.
  • Course Ends - the exact date and time (with time zone) for when the course ends and its content becomes unavailable.
  • Course Administrator - course administrator(s)' name(s) and email(s).
  • Session Instructor - course session instructor(s)' name(s) and email(s).

2022-04-12_19_40_25-Mail_-_Adele_Vance_-_Outlook.png

An example of the "Session Instructor Added" notification with a customized 'Subject' field of the notification template.

 

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.

 

Course Completion

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

 

Course Completed Confirmation

Description

The Course Completed Confirmation notification is sent when learners have successfully completed a course. 

The same notification is sent with this event for courses of the type e-Learning.

 

What triggers the notification?

Learners receive the Course Completed Confirmation notification when:

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

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

  • To - the learner this notification is sent to.
  • Learner - the learner who has completed the Instructor-Led Training course.
  • Course Name - the title of the course (which will link to the course home page)
  • Course Completed - the exact date and time the learner has completed the course.
  • Course Certificate - a link to view and download the certificate (if a certificate is granted for the course).
  • Course Type - Instructor-Led Training.
  • Course ID - training course ID, if this is set.

2022-04-12_19_52_49-Mail_-_Adele_Vance_-_Outlook.png

An example of the "Course Completed Confirmation" notification for an Instructor-Led Training course.

 

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.

 

Course Due Date

This section covers the two course notifications related to the course due date: Course Due Date Reminder and Course Due Date Passed notifications.

 

Course Due Date Reminder

Description

This notification will inform learners that the due date is approaching for an Instructor-Led Training course in which they are enrolled.

The notification is also sent for e-Learning courses.

 

What triggers the notification?

If learners are enrolled in an Instructor-Led Training course with a set course due date and haven't yet completed the course 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 Course 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 course due date set in the Send Reminder Emails field of the notification template. The default number of days for the Course 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 course due date.

NOTE   

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

  • Learners who have completed the course will not receive this notification.
  • If the course 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 Course Due Date Reminder notification with default settings is almost the same for Instructor-Led Training courses and provides the following information:

  • To - the learner this notification is sent to.
  • Learner - the learner who is enrolled in the Instructor-Led Training course.
  • Course Name - the title of the course (which will link to the course home page).
  • Course Due Date - the exact date and time for when the course needs to be completed bу the enrolled learners.
  • Location - the room/location for physical presence, if set.
  • Meeting URL - the URL that enables people to join the course session directly from the notification.
  • Course ID - training course ID, if this is set.

2022-04-12_20_01_49-Mail_-_Adele_Vance_-_Outlook.png

An example of the "Course Due Date Reminder" notification for an Instructor-Led Training course.

 

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.

 

Course Due Date Passed

Description

This notification will inform learners, that have not yet completed an Instructor-Led Training course with a set due date, that the course has passed its due date.

This notification is also sent for e-Learning courses.

 

What triggers the notification?

If learners are enrolled in an Instructor-Led Training course with a set course due date and haven't yet completed the course, or had their progress status manually set as Completed by the course catalog or course admin, the Course Due Date Passed notification will be sent to them.

NOTE   

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

  • Learners who have completed the course will not receive this notification.
  • If the course 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 Course Due Date Passed notification with default settings is the same for Instructor-Led Training courses and provides the following information:

  • To - the learner this notification is sent to.
  • Learner - the learner who is enrolled in the Instructor-Led Training course.
  • Course Name - the title of the course (which will link to the course home page).
  • Course Due Date - the exact date and time when the course needs to be completed bу the enrolled learners.
  • Course Type - Instructor-Led Training.
  • Course ID - training course ID, if this is set.

2022-04-12_20_02_41-Mail_-_Adele_Vance_-_Outlook.png

An example of the "Course Due Date Passed" notification for an Instructor-Led Training course.

 

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.

 

Course publishing status

This section provides an overview of the notifications related to the Instructor-Led Training course publishing statuses: published, unpublished, scheduled, and ended.

 

Course Published

Description

This notification is sent to inform LMS administrators and course admins that an Instructor-Led Training course has been published.

This notification is also sent for e-Learning courses.

 

What triggers the notification?

The Course Published notification is sent when:

  • The publishing date and time for the course set in advance by the administrator has arrived.
  • A course or course catalog administrator has manually published the course 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 date(s) set for the course start and/or end are prior to the course creation date.

 

Default Recipient(s) in the To and Cc fields

LMS admin, course admin.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Course Published notification with default settings provides the following information:

  • To - the LMS admin and course admin this notification is sent to.
  • Course Name - the title of the course (which also works as a link to the course home page).
  • Course Starts - the exact date and time when the course starts and its content becomes available.
  • Course Ends- the exact date and time when the course ends and its content becomes unavailable.
  • Course Type - Instructor-Led Training.
  • Course ID - training course ID, if this is set.

2022-04-12_20_16_27-Mail_-_Adele_Vance_-_Outlook.png

An example of the "Course Published" notification for an Instructor-Led Training course.

 

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.

 

Instructor-Led Training Start Reminder

Description

This notification is sent to inform learners that the start date of an Instructor-Led Training course they are enrolled in is approaching.

 

What triggers the notification?

If learners are enrolled in an Instructor-Led Training course with a scheduled course start date and the start date is approaching, the Instructor-Led Training Start 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 course start date set in the Send Reminder Emails field of the notification template. The default number of days for the Instructor-Led Training Start Reminder to be sent is 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 course due date.

 

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Instructor-Led Training Start Reminder notification with default settings provides the following information:

  • To - the learner this notification is sent to.
  • Learner - the learner who is enrolled in the Instructor-Led Training course.
  • Course Name - the title of the course (which will link to the course home page).
  • Course Starts - the exact date and time for when the course starts and its content becomes available.
  • Location/Meeting URL- the room/location for physical presence, if this is set and/or the URL that enables people to join the course session directly from the notification.
  • Course ID - training course ID, if this is set.

 

2022-04-12_20_17_34-Mail_-_Adele_Vance_-_Outlook.png

An example of the "Instructor-Led Training Start Reminder" notification for an Instructor-Led Training course.

 

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 Course has started

Description

This notification will be sent to active learners (with statuses In Progress or Not Started) that was enrolled in an Instructor-Led Training course before it was published. These users will receive this notification when the course has started.

This notification is also sent for e-Learning courses.

 

What triggers the notification?

The Course has started notification is sent when:

  • The start date of a course arrives and the course is automatically published.
  • A course or course catalog administrator has manually published the course.

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Course 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 Instructor-Led Training course.
  • Course Name - the title of the course (which will link to the course home page).
  • Course Ends - the exact date and time for when the course ends and its content becomes unavailable.
  • Course Type - Instructor-Led Training.
  • Course ID - training course ID, if this is set.

2022-04-12_20_48_05-Mail_-_Valentina_Kazakevich_-_Outlook_and_12_more_pages_-_Work_-_Microsoft__Edge.png

An example of the "Course has started" notification for an Instructor-Led Training course.

 

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.

 

Course Unpublished

Description

This notification is sent to LMS admins and course admins to inform them that a course has been unpublished.

This notification is also sent for e-Learning courses.

 

What triggers the notification?

The Course Unpublished notification is sent when:

  • The end date has arrived and a course is automatically unpublished. Learners enrolled in this course will receive the Course Ended notification.
  • A course or course catalog administrator has manually changed the publishing status of the course 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 course start and/or end are prior to the course creation date.

 

Default Recipient(s) in the To and Cc fields

LMS admin, course admin.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Course Unpublished notification with default settings provides the following information:

  • To - the LMS admins and course admins this notification is sent to.
  • Course Name - the title of the course (which will link to the course home page);
  • Course Starts - the exact date and time when the course starts and its content becomes available.
  • Course Ends - the exact date and time when the course ends and its content becomes unavailable.
  • Course Type - Classroom & Blended Training or Webinar.
  • Course ID - training course ID, if this is set.

2022-04-12_20_09_49-Mail_-_Adele_Vance_-_Outlook.png

An example of the "Course Unpublished" notification for an Instructor-Led Training course with a customized Subject field.

 

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.

 

Course Ended

Description

This notification will inform learners, enrolled in the course, that the course has reached its end date and is unpublished.

This notification is also sent for e-Learning courses.

 

What triggers the notification?

The end date has come and the course is automatically unpublished. 

 

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Course 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 Instructor-Led Training course.
  • Course Name - the title of the course (which will link to the course home page).
  • Course Ends - the exact date and time when the course ends and its content becomes unavailable.
  • Course Type - Instructor-Led Training.
  • Course ID - training course ID, if this is set.

2022-04-12_20_49_32-Mail_-_Valentina_Kazakevich_-_Outlook_and_12_more_pages_-_Work_-_Microsoft__Edge.png

An example of the "Course Ended" notification for an Instructor-Led Training course.

 

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.

 

Course Progress

There is one notification related to course progress: The Course Progress Reset notification.

This notification is also sent for e-Learning courses.

 

Course Progress Reset

Description

This notification is sent to inform learners that their progress of one or more learning modules in a course 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 learning items.

 

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

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

  • To - the learner this notification is sent to.
  • Course Name - the title of the course (which will link to the course home page).
  • Course Type - Instructor-Led Training.
  • Course ID - training course ID, if this is set.

2022-04-12_20_54_43-Mail_-_Adele_Vance_-_Outlook.png

An example of the "Course Progress Reset" notification for an Instructor-Led Training course.

 

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.

 

Notifications specific for the LMS365 Mobile app

This section contains notifications related to course sessions updates and cancellation that learners can only receive in the LMS365 mobile app.

 

Session Updated

Description

This notification is sent to inform learners that an Instructor-Led Training course session they are enrolled in has been updated. Learners will see the notification in the Notifications tab of the LMS365 mobile app, and as a push notification if the learner has enabled this.

 

What triggers the notification?

A course or course catalog admin makes changes to a course session's location, start or end dates & time, time zone, meeting URL, the training title, or the course locale settings (in some cases), and, as a result, all enrolled learners and assigned instructors and administrators of this course receive one more invitation with the information about the updates made to the course or a session of the course. 

 

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

The notification is shown in the LMS365 mobile app only.

 

Default Settings

The Session Updated notification with default settings provides the following information:

  • Course Name - the title of the training course (a link to the course home page).
  • Location/Meeting URL- the room/location for physical presence, if this is set and/or the URL that enables people to join the course session directly from the notification.
  • Course Starts - exact date and time (with time zone) for when the course starts and its content becomes available.
  • Course Ends - exact date and time (with time zone) for when the course ends and its content becomes unavailable.
  • Course Administrator - the name of the course administrator(s).

photo_2022-04-18_16-58-34.jpg

An example of the "Session Updated" notifications received via the LMS365 mobile app.

 

Learners will receive a Instructor-Led Training Scheduled – Appointment Invite notification by email as well. Course catalog admins can customize how the Instructor-Led Training appointment look in the Outlook and Microsoft Teams calendars by changing the Subject field of the Instructor-Led Training Scheduled – Appointment Invite notification template.

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.

 

Session Cancelled

Description

This notification is sent to inform learners that an Instructor-Led Training session they are enrolled in has been cancelled. Learners will see this notification in the Notifications tab of the the LMS365 mobile app, and as a push notification if the learner has enabled this. 

 

What triggers the notification?

A course or course catalog administrator has cancelled (deleted) an Instructor-Led Training session the learner is enrolled in.

 

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

The notification is shown in the LMS365 mobile app only.

 

Default Settings

The Session Cancelled notification with default settings provides the following information:

  • Course Name - the title of the course (which will link to the course home page).
  • Location/Meeting URL- the room/location for physical presence, if this is set and/or the URL that enables people to join the course session directly from the notification.
  • Course Starts - the exact date and time for when the course starts and its content becomes available.
  • Course Ends - the exact date and time for when the course ends and its content becomes unavailable.
  • Course Administrator - the course administrator(s)' name.

photo_2022-04-18_17-02-20.jpg

Examples of the "Session Cancelled" notifications received via the LMS365 mobile app.

 

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.

 

Cases when no notification are sent

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

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