Instructor-Led Training notifications

Introduction

LMS365 notifications for instructor-led training courses 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 instructor-led training courses 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 instructor-led training course notifications are enabled per default.

 

Waiting list

If a user tries to enroll in a course or course session with no more seats, the user will be added to a waiting list for this course or session in question, if the Waiting List option is enabled in the Settings of that course. This will trigger the Adding to the Waiting List Confirmation notification, which is described in this section.

In the case that users cancel their waiting list request, no notification is sent.

 

Adding to the Waiting List Confirmation

Description

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

 

What triggers the notification?

The notification is triggered when:

  • The user tries to register for a session of an instructor-led training of the Enroll user into a single- or multiple- course sessions enrollment type and no seats are available in the selected session or in the course itself. Therefore, the user is added to the course session waiting list or course waiting list depending on their choice and training settings. If the Allow enrollment without session registration option is enabled for the course and users select a session with no seats available, the users will be added to the waiting list of the session but won't be enrolled in the course.
  • The user tries to enroll in an instructor-led training of the Enroll user into all- or multiple- course sessions enrollment type and no seats are available in the selected course or sessions. Therefore, the user is added to the course waiting list.
  • The user changes their session selection for an instructor-led training of the Enroll user into a single course session enrollment type that has the On Waiting List status in the currently registered session and no seats are available in the newly selected session.
  • The user changes their session selection for an instructor-led training of the Enroll user into multiple course sessions enrollment type and no seats are available in the newly selected session.

 

NOTE  

This notification isn't sent if a course or catalog admin manually enrolls a user in an instructor-led training of the Enroll user into a single- or multiple- course sessions enrollment types. In this case, the user first receives the Instructor-Led Training Enrollment Confirmation notification and then the Course Session Selection Request notification with a link to the course home page to select a session to register for. If there are no seats available in any of the sessions of this course, the user needs to contact the course admin to complete the session selection. 

If the Allow enrollment without session registration option is enabled for such courses, the user doesn't receive the Course Session Selection Request notification. They receive only the Instructor-Led Training Enrollment Confirmation notification

 

Default Recipients 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 user this notification is sent to.
  • Cc. The course admins.
  • Course Name. The title of the course, which is a link to the course home page.
  • Course Session. Shows course sessions information.
    For courses of the enrollment type Enroll user into all course sessions, the text 'Any available session' is 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) is shown.
    For courses of the enrollment type Enroll user into multiple course sessions, a separate message about adding to the course waiting list is sent for each session and contains the information about the session date and time (with time zone).
  • Course Administrator. The names of the course admins.

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.

 

2022-08-20_09_07_04-Mail_-_Valentina_Kazakevich_-_Outlook_and_16_more_pages_-_Work_-_Microsoft__Edge.png

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

 

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 users are enrolled in an instructor-led training with an Automatic Approval enrollment flow, they receive the Instructor-Led Training Enrollment Confirmation notification.

When users request to be enrolled in an instructor-led training with an Administrator Approval or a Line Manager Approval enrollment flow, notifications related to the enrollment request are sent, depending on the users' 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 users to notify that their enrollment request for an instructor-led training or session is pending approval. 

This notification is also sent for e-Learning courses.

 

What triggers the notification?

The notification is triggered when a user requests to be enrolled in an instructor-led training with an Administrator Approval or a Line Manager Approval enrollment flow. 

 

Default Recipients 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 user this notification is sent to.
  • Learner. The user who has requested to be enrolled in instructor-led training.
  • Course Name. The title of the course, which is also link to the course home page.
  • Course Type. Instructor-Led Training.
  • Course ID. Training course ID, if this is set.

An example of a 'Pending Approval Confirmation' notification for an Instructor-Led Training 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 instructor-led training of the Enroll user into a single- and multiple- course sessions enrollment types.

The notification will inform the line manager or catalog and course admins (approvers) that a new enrollment request in a session of an instructor-led training of the Enroll user into a single- and multiple- course sessions enrollment types 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 or rejects the enrollment first, will have approved or rejected the enrollment. If other approvers attempt to approve or reject the same enrollment request, they will get the message that the enrollment has been approved or rejected.

 

What triggers the notification?

The notification is triggered when a user tries to enroll in an instructor-led training of the Enroll user into a single- and multiple- course sessions enrollment types with an Administrator Approval or a Line Manager Approval enrollment flow.

 

Default Recipients 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 approvers this notification is sent to.
  • Requested by. The user who has requested to be enrolled in an instructor-led training.
  • Course Name. The title of the course, which is also a link to the course home page.
  • Course Type. Instructor-Led Training.
  • Course ID. Training course ID, if this is set.
  • The Approve and Reject links for approvers to manage user's enrollment request directly from the notification.

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

 

Catalog admins can edit the notification template and change its default values. Among the available variables there are these that work only for instructor-led training of the Enroll user into a single course session enrollment type.
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 instructor-led training of the Enroll user into a single- and multiple- course sessions enrollment types.

This notification will remind the line manager or catalog and course admins (approvers) that a user's enrollment request to an instructor-led training session is still 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 or rejects the enrollment first, will have approved or rejected the enrollment. If other approvers attempt to approve or reject the same enrollment request, they will get the message that the enrollment has been approved or rejected.

 

What triggers the notification?

When a learner enrolls in an instructor-led training of the Enroll user into a single- and multiple- course sessions enrollment types with an Administrator Approval or Line Manager Approval enrollment flow, the approvers (catalog and course admin or line manager) receive the Session Enrollment Approval Request notification. If 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, the approvers receive this notification to remind them that an enrollment request is still pending their approval.

 

Default Recipients 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 approvers this notification is sent to.
  • Requested by. The user who has requested to be enrolled in an instructor-led training.
  • Course Name. The title of the course, which is also a link to the course home page.
  • Course Type. Instructor-Led Training.
  • Course ID. Training course ID, if this is set.
  • The Approve and Reject links for the approvers to manage user's enrollment request directly from the notification.

 

An example of a 'Session Enrollment Approval Reminder' notification for an Instructor-Led Training 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 or rejected by an approver. The default number of days for the reminder to be sent is 21,14,7.
Among the available variables there are these that work only for instructor-led training of the Enroll user into a single course session enrollment type.

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 catalog and course admins (approvers) that a new enrollment request to a course 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 or rejects the enrollment first, will have approved or rejected the enrollment. If other approvers attempt to approve or reject the same enrollment request, they will get the message that the enrollment has been approved or rejected. 

This notification is also sent for e-Learning courses.

 

What triggers the notification?

When a user tries to enroll in an instructor-led training of the enrollment type Enroll user into all course sessions with an Administrator Approval or a Line Manager Approval enrollment flow, the approvers (catalog and course admin or line manager) receive the Course Enrollment Approval Request notification, informing them that a new course enrollment request is pending approval.

 

Default Recipients 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 approvers this notification is sent to.
  • Learner. The user who requested to be enrolled in instructor-led training.
  • Course Name. The title of the course, which is also a link to the course home page.
  • Course Type. Instructor-Led Training.
  • Course ID. Training course ID, if this is set.
  • The Approve and Reject links for approvers to manage the enrollment request directly from the notification.

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 of the enrollment type Enroll user into all course sessions.

The Approval Reminder notification reminds the line manager or catalog and course admins (approvers) that an enrollment request to an instructor-led training 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.

This notification is also sent for e-Learning courses.

 

What triggers the notification?

When a user tries to enroll in an instructor-led training of the enrollment type Enroll user into all course sessions with an Administrator Approval or a Line Manager Approval enrollment flow, the approvers (catalog and course admin or line manager) receive the Course Enrollment Approval Request notification.

If 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, the approvers receive an Approval Reminder notification informing that the course enrollment request is still pending approval.

 

Default Recipients 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 approvers this notification is sent to.
  • Requested by. The user who requested to be enrolled in instructor-led training.
  • Course Name. The title of the course, which is also a link to the course home page.
  • Course Type. Instructor-Led Training.
  • Course ID. Training course ID, if this is set.
  • The Approve or Reject links for approvers to manage the enrollment request directly from the notification.

 

An example of a 'Approval Reminder' notification for an Instructor-Led Training 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 or 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 users that their request to enroll in an instructor-led training or its sessions 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 (catalog and course admin or line manager) rejects a user's enrollment request.

 

Default Recipients 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 user this notification is sent to.
  • Learner. The user who has requested to be enrolled in an instructor-led training.
  • Course Name. The title of the course, which is also a link to the course home page.
  • Course Type. Instructor-Led Training.
  • Course ID. Training course ID, if this is set.

 

An example of a 'Reject Confirmation' notification for an Instructor-Led Training 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 learners that they have been enrolled in an instructor-led training.

 

What triggers the notification?

The notification is triggered when:

  • Users self-enroll in an instructor-led training with an Automatic Approval enrollment flow.
  • Users are enrolled in an instructor-led training with an Administrator Approval or Line Manager Approval enrollment flow, after an approver has approved their enrollment request.
  • A course admin, catalog admin, or line manager manually enrolls a user in an instructor-led training with any enrollment flow.
  • Users self-enroll in a training plan with an Automatic Approval enrollment flow, therefore being automatically enrolled in all unlocked Instructor-Led Training courses of this training plan.
  • A user is 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 user, in this way, is automatically enrolled in all unlocked Instructor-Led Training courses of this training plan.
  • A course admin, catalog admin, or line manager manually enrolls a user in a training plan with any enrollment flow and the user, in this way, is automatically enrolled in all unlocked Instructor-Led Training courses of this training plan.
  • A new Instructor-Led Training course of a training plan a user is enrolled in becomes unlocked due to the prerequisites being fulfilled.
  • A course or catalog admin manually enrolls a user from the waiting list in an instructor-led training or its sessions.
  • A user on the waiting list is automatically enrolled in an instructor-led training or its sessions when a place becomes available.

Default Recipients 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 user this notification is sent to.
  • Learner. The user who got enrolled in an instructor-led training.
  • Course Name. The title of the course, which is also a 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 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.
  • Name. Displays the name of the session (if provided) for courses of the Enroll user into a single- and all course sessions enrollment types.
  • Location. The room/location for physical presence if this is set.
  • Meeting URL. The URL that enables users 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, users will see the list of all sessions in the course with the session name (if specified), start and end dates.

For courses of the Enroll user into a single course session enrollment type, users will see the session name (if specified), start and end dates of the course session they are enrolled in.

For courses of the Enroll user into multiple course sessions enrollment type, users will only see the Multiple Sessions message. To find more about the course and the sessions users are enrolled in, they can follow the link provided in the notification. 

 

  • Instructor(s). Session instructors' names and emails (only displayed if instructors are assigned).

 

image_468.png

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

 

2022-08-20_08_44_04-Mail_-_Valentina_Kazakevich_-_Outlook_and_16_more_pages_-_Work_-_Microsoft__Edge.png

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

 

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 users with an invitation to take part in a scheduled instructor-led training session. To add the information to the calendar, users need to accept the invitation in the email:

  • For courses of the Enroll user into all- and multiple- course sessions enrollment types, all enrolled learners, assigned instructors, and course admins will receive a separate appointment invite to every scheduled session of the instructor-led training in question.

 

Group_229.png

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

  • For courses of the Enroll user into a single course session enrollment type, learners will only receive an invitation to the relevant session. Learners will receive an appointment invite to the single session of the instructor-led training they have registered for. Instructors and course admins will receive an appointment invite to all sessions of the instructor-led training that one or more learners have registered for.

    This means that if a course session doesn't 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:

1. When a user self-enrolls in an instructor-led training or its sessions of any enrollment type, which will create a scheduled event in the calendar of the relevant users. 

IMPORTANT   

  • If an Azure 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 user changes their session registration in an instructor-led training. This creates a new scheduled event in the calendar.

3. When a course or 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.

4. When a course or catalog admin makes changes to the values of Locale of the course (like language and format of date), 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.

 

Group_231.png

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.

 

5. When a learner cancels their enrollment in an instructor-led training. In this case, the notification will be sent to this user again including Canceled in the subject field and an option to remove the session from their calendar.

6. If a course or catalog admin deletes a course session the user is registered for. In this case, the notification will be sent all users registered for this session as well as assigned instructors and admins to all users registered for this session as well as assigned instructors and admins again including Canceled in the subject field and an option to remove the session from their calendar.

Depending on whether the Allow enrollment without session registration option is enabled for the course, users stay enrolled in the course even if they aren't registered for any sessions, or the sessions they were registered for are canceled.

If the option is disabled:

  • Users stay enrolled in the course of the Enroll user into all- and multiple- course sessions enrollment types, if they are registered for any other sessions of the course.
  • Users get unenrolled from the course of the Enroll user into a single course session enrollment type.

 

Group_230.png

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

 

7. 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 Recipients 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 an instructor-led training and provides the following information:

  • Session Name. The session name (if provided).
  • Course Name. The title of the course, which is also a link to the course home page.
  • Location. The room/location for physical presence, if this is set.
  • Meeting URL. The URL that enables users 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 admins.

 

NOTE  

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.

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 user that their enrollment in an instructor-led training has been canceled.

 

What triggers the notification?

The notification is triggered when:

  • Users self-unenroll from an instructor-led training with a Not Started or In Progress status. The reason of the enrollment cancellation provided by the user is available for course and catalog admins on the Approve Enrollments page of the LMS365 Admin Center.
  • Users cancel their enrollment request in an instructor-led training 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 user is available for course and catalog admins on the Approve Enrollments page of the LMS365 Admin Center.
  • Users are manually unenrolled from an instructor-led training by a course or catalog admin via the LMS365 Admin Center.

Default Recipients 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 user this notification is sent to.
  • Learner. The user who was unenrolled from an instructor-led training.
  • Course Name. The title of the course, which is also a link to the course home page.
  • Course Type. Instructor-Led Training.
  • Course ID. Training course ID, if this is set.
  • Session Attendance. For the course with the Enroll user into a single course session enrollment type – Attendance in one session only.
    For the course with the Enroll user into all course sessions enrollment type – Enroll into all course sessions.
    For the course with the Enroll user into multiple course sessions enrollment type - The cancellation applies to the following session(s), that you were signed up to: Multiple Sessions.
  • Name. Displays the name of the session (if provided) for the course with the Enroll user into a single- and all- course session enrollment types.
  • Location. The room/location for physical presence, if this is set.
  • Meeting URL. The URL that enables users 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, users will see the start and end dates of all course sessions and the session names (if specified).

For courses of the Enroll user into a single course session enrollment type, users will see the start and end dates only for the single course session they are enrolled in and the session name (if specified).

For courses of the Enroll user into multiple course sessions enrollment type, users will see Multiple Sessions.

 

  • Instructor(s). The session instructors' names and emails (only displayed if instructors are assigned).

Group_226.png

An example of a 'Instructor-Led Training Enrollment Cancellation' notification for an Instructor-Led Training course of the 'Enroll user into all course sessions' enrollment type.

 

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 users requesting a new course session to be created and selecting a course session to register for: The New Session Request and Course Session Selection Request notifications, respectively.

 

New Session Request

Description

This notification is sent to inform the course admins that a user has made a request for a new course session to be created in an instructor-led training.

 

What triggers the notification?

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

 

Default Recipients 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 admins this notification is sent to.
  • Requested by. The user who has requested to create a new session in an instructor-led training.
  • Course Name. The title of the course, which is also a 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 user has provided in their request for a new course session.
  • A direct link to the Sessions section of the instructor-led training 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 users' requests for sessions from the Course Management panel in the LMS365 Admin Center.

An example of a 'New Session Request' notification for an instructor-led training.

 

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 register for.

 

What triggers the notification?

The notification is triggered when:

  • A user is manually enrolled by a course or catalog admin in an instructor-led training of the Enroll user into a single- and multiple- course sessions enrollment types and needs to select sessions to enroll in, in order to finish the enrollment process.
  • A user self-enrolls or is manually enrolled by a course or catalog admin in a training plan that includes courses of the Enroll user into a single- or multiple- course sessions enrollment types selected. The user will need to select sessions of these courses to register for, in order to finish the enrollment process.

NOTE   

The Course Session Selection Request notification isn't sent in if the Allow enrollment without session registration option is enabled for the instructor-led training course. In this case, users are allowed to be enrolled in the course without being registered for any of its sessions or when the sessions for which they were registered are canceled.

 

Default Recipients 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 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 is also a 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 home page with the list of available sessions from which the learner can select a session to register for.

 

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.

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 assigned as an instructor for an instructor-led training session.

 

What triggers the notification?

The notification is triggered when a course or catalog admin assigns a user as an instructor of an instructor-led training session.

 

Default Recipients in the To and Cc fields

Learner is stated in the To field, but it's the person that is 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 and provides the following information:

  • To. the user this notification is sent to.
  • Course Name. The title of the course, which is also 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 users 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 admins' names and emails.
  • Session Instructor. The session instructors' names and emails.

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

 

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 catalog admin unassigns a user as an instructor from an instructor-led training session.

 

Default Recipients in the To and Cc fields

Learner is stated in the To field, but it's the person that is 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 and provides the following information:

  • To. The user this notification is sent to.
  • Course Name. The title of the course, which is also 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. 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 admins' names and emails.
  • Session Instructor. The session instructors' names and emails.

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

 

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 content

There are only two notification templates that are related to course content—the Supervisor assigned and Supervisor unassigned notification templates. Both notifications are enabled per default. This section describes these notification templates, what triggers them, how they are delivered, and their default settings.

 

Supervisor assigned

Description

This notification will inform users that they have been assigned as a supervisor for a specific assessment.

This notification is also sent for e-Learning courses.

 

What triggers the notification?

The notification is triggered when a course or catalog admin assigns a user as a supervisor of an assessment during creating or editing of this assessment.

 

Default Recipients in the To and Cc fields

Supervisor.

 

Delivery Type

Email.

 

Default settings

The Supervisor assigned notification with default settings provides the following information:

  • To. The user this notification is sent to.
  • Course Name. The title of the course (the title will link to the course home page).
  • Course Starts. The date and time the course starts (if set).
  • Course Administrator. The course admins' names and emails.
  • The link to the Overview section of the supervisor's training dashboard where the supervisor can approve the assessments.

 

An example of the 'Supervisor assigned' 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.

 

Supervisor unassigned

Description

This notification will inform users that they have been unassigned as a supervisor for a specific assessment.

This notification is also sent for e-Learning courses.

 

What triggers the notification?

The notification is triggered when a course or catalog admin cancels user's assignment as a supervisor of an assessment during creating or editing of this assessment.

 

Default Recipients in the To and Cc fields

Supervisor.

 

Delivery Type

Email.

 

Default settings

The Supervisor unassigned notification with default settings provides the following information:

  • To. The user this notification is sent to.
  • Course Name. The title of the course, which is also a link to the course home page.
  • Course Starts. The date and time the course starts (if set).
  • Course Administrator. The course admins' names and emails.

 

An example of the 'Supervisor unassigned' notification.

 

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 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 users have completed a course. 

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

 

What triggers the notification?

Learners receive the Course Completed Confirmation notification when:

Default Recipients 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 user this notification is sent to.
  • Learner. The user who has completed the instructor-led training.
  • Course Name. The title of the course, which is also a link to the course home page.
  • Course Completed. The exact date and time of the user's course completion.
  • Course Certificate. A link to view and download the certificate (if awarded for the course completion).
  • Course Type. Instructor-Led Training.
  • Course ID. Training course ID, if this is set.

 

An example of the 'Course Completed Confirmation' notification for an Instructor-Led Training 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 in which they are enrolled.

The notification is also sent for e-Learning courses.

 

What triggers the notification?

The Course Due Date Reminder notification will be sent to learners, if they are enrolled in an instructor-led training with a set course due date but haven't yet completed the course 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 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.

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 Recipients 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 an instructor-led training and provides the following information:

  • To. The learner this notification is sent to.
  • Learner. The user who is enrolled in the instructor-led training.
  • Course Name. The title of the course, which is also a 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 users to join the course session directly from the notification.
  • Course ID. Training course ID, if this is set.

An example of the 'Course Due Date Reminder' notification for an Instructor-Led Training 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 haven't yet completed an instructor-led training 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?

The Course Due Date Passed notification will be sent to learners if they are enrolled in an instructor-led training with a set course due date, but haven't yet completed the course or haven't had their progress status manually set as Completed by the catalog or course admin.

 

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 Recipients 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 an instructor-led training and provides the following information:

  • To. The learner this notification is sent to.
  • Learner. The user who is enrolled in the instructor-led training.
  • Course Name. The title of the course, which is also a 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.

An example of the 'Course Due Date Passed' notification for an Instructor-Led Training 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 instructor-led training publishing statuses: published, unpublished, scheduled, and ended.

 

Course Published

Description

This notification is sent to inform LMS admins and course admins that an instructor-led training 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 admin has arrived.
  • A course or catalog admin 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 dates set for the course start and/or end are prior to the course creation date.

 

Default Recipients 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 admins and course admins 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.

An example of the 'Course Published' notification for an Instructor-Led Training 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 they are enrolled in is approaching.

 

What triggers the notification?

If learners are enrolled in an instructor-led training 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.

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 Recipients 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 user this notification is sent to.
  • Learner. The user who is enrolled in the instructor-led training.
  • Course Name. The title of the course, which is also a 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 users to join the course session directly from the notification.
  • Course ID. Training course ID, if this is set.

 

An example of the 'Instructor-Led Training Start Reminder' notification for an Instructor-Led Training 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 were enrolled in an instructor-led training 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 catalog admin has manually published the course.

Default Recipients 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 user this notification is sent to.
  • Learner. The user who is enrolled in the instructor-led training.
  • Course Name. The title of the course, which is also a 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.

An example of the 'Course has started' notification for an Instructor-Led Training 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 catalog admin 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 dates set for the course start and/or end are prior to the course creation date.

 

Default Recipients 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 is also 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.

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

 

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 users, 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 Recipients 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 user this notification is sent to.
  • Learner. The user who is enrolled in the instructor-led training.
  • 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.

An example of the 'Course Ended' notification for an Instructor-Led Training 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 catalog admin has reset a learner's progress for one or more learning items.

 

Default Recipients 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 user this notification is sent to.
  • Course Name. The title of the course, which is also a link to the course home page.
  • Course Type. Instructor-Led Training.
  • Course ID. Training course ID, if this is set.

An example of the 'Course Progress Reset' notification for an Instructor-Led Training 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 session they are registered for 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 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 registered learners and assigned instructors and course admins receive one more invitation with the information about the updates made to the course or a session of the course. 

 

Default Recipients 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 course, which is also 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 users 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 admins' names.

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

 

Learners will receive an Instructor-Led Training Scheduled – Appointment Invite notification by email as well. 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.

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 canceled. Learners will see this 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 catalog admin has canceled (deleted) an instructor-led training session the learner is registered for.

 

Default Recipients 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 is also 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 users 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 admins' names.

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

 

Depending on whether the Allow enrollment without session registration option is enabled for the course, users stay enrolled in the course even if they aren't registered for any sessions, of the sessions for which they were registered are canceled.

If the option is disabled:

  • Users stay enrolled in the course of the Enroll user into all- and multiple- course sessions enrollment types, if they are registered in any other sessions of the course.
  • Users get unenrolled from the course of the Enroll user into a single course session enrollment type.

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 course or catalog admins or learners that don't trigger course notifications to be sent to users, namely when:

 

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