E-Learning course notifications

Introduction

This article provides an overview of LMS365 (Learn365) notifications for e-learning courses, their default recipients, content, delivery type, and triggers. 

Covering learning events related to the lifecycle of courses—enrollment, unenrollment, enrollment requests, and different types of reminders, notifications related to e-learning courses are various and numerous. In this article, we've grouped the notifications in accordance with these events.

All LMS365 (Learn365) notifications are enabled per default. For information about how you can enable or disable notifications at catalog or course level, see this article.

 

Enrollment requests

Users who enroll in an e-learning course with an Automatic Approval enrollment flow are immediately enrolled in the course and receive the Course enrollment confirmation notification.

When users request to be enrolled in an e-learning course with an Administrator Approval or Line Manager Approval enrollment flow, the following course notifications may be sent depending on the users' and approvers' actions. 

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

 

Course enrollment pending approval

Description

This notification will inform users that their enrollment request to an e-learning course is pending approval.

This notification is also sent for instructor-led training.

 

What triggers the notification?

When users request to be enrolled in an e-learning course with an Administrator Approval or Line Manager Approval enrollment flow, the Course enrollment pending approval notification will be sent to them. The admin or line manager (the approvers) will get the Course enrollment request notification with this event.

 

Default Recipients in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Course enrollment pending approval notification with default settings provides the following information:

  • To. The user this notification is sent to.
  • Learner. The user who has requested to be enrolled in the e-learning course.
  • Course Name. The title of the course, which is a link to the course home page.
  • Course Type. e-Learning.
  • Course ID. The course ID, if this is set.
  • Course duration (standard format). The course duration that is set by the course admin in the Duration (standard format) field on the course configuration panel.
  • Course duration. The course duration that is set by the course admin in the Duration field on the course configuration panel.

 

An example of the "Course enrollment pending approval" notification for an e-learning course.

 

Catalog admins can edit the notification template and change the default values.

Editing will make the template customized but there are consequences of doing this.

 

Course enrollment request

Description

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'll see a message that the enrollment has been approved or rejected. 

This notification is also sent for instructor-led training.

 

What triggers the notification?

When a user requests to be enrolled in an e-learning course of the Administrator Approval or Line Manager Approval enrollment flow, the approvers (catalog and course admins or line manager) will receive the Course enrollment 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 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 the e-learning course.
  • Course Name. The title of the course, which is a link to the course home page.
  • Course Type. e-Learning.
  • Course ID. Training course ID, if this is set.
  • Course duration (standard format). The course duration that is set by the course admin in the Duration (standard format) field on the course configuration panel.
  • Course duration. The course duration that is set by the course admin in the Duration field on the course configuration panel.
  • The Approve and Reject links to manage the enrollment request directly from the notification.

An example of the 'Course enrollment request' notification for an e-learning course.

When an approver approves a user's enrollment in an e-learning course, the user will receive a Course enrollment confirmation notification. In case the enrollment request is rejected by an approver, the user will get a Course enrollment rejection notification.

Catalog admins can edit the notification template and change the default values.

Editing will make the template customized but there are consequences of doing this.

 

Approval reminder

Description

The Approval reminder notification will inform the line manager or catalog and course admins (approvers) that an enrollment request to an e-learning course 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 instructor-led training.

 

What triggers the notification?

When a user requests to be enrolled in an e-learning course with an Administrator Approval or Line Manager Approval enrollment flow, the approvers (catalog and course admins or line manager) will receive the Course enrollment 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 will receive an Approval reminder notification that a 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 the e-learning course.
  • Course Name. The title of the course, which is a link to the course home page.
  • Course Type. e-Learning.
  • Course ID. Training course ID, if this is set.
  • Course duration (standard format). The course duration that is set by the course admin in the Duration (standard format) field on the course configuration panel.
  • Course duration. The course duration that is set by the course admin in the Duration field on the course configuration panel.
  • The links to, respectively, Approve or Reject the enrollment request directly from the notification.

An example of the 'Approval reminder' notification for an e-learning 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 hasn't 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 but there are consequences of doing this. 

 

When an approver has approved a user's request to be enrolled in an e-learning course, the user will receive the Course enrollment confirmation notification. In case the enrollment request is rejected by an approver, the user will get the Course enrollment rejection notification. If users cancel their enrollment request, they'll receive the Course enrollment cancellation notification.

 

Course enrollment rejection

Description

This notification will inform users that their request to enroll in a course is rejected. 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?

When a user requests to be enrolled in an e-learning course with an Administrator Approval or Line Manager Approval enrollment flow, the approvers (catalog and course admins or line manager) may reject the user's enrollment request. In this case, the user will get a Course enrollment rejection notification with the rejection reason provided by the approver.

 

Default Recipients in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Course enrollment rejection notification with default settings provides the following information:

  • To. The user this notification is sent to.
  • Learner. The user who requested to be enrolled in an e-learning course.
  • Course Name. The title of the course, which links to the course home page.
  • Course Type. e-Learning.
  • Course ID. Training course ID, if this is set.
  • Course duration (standard format). The course duration that is set by the course admin in the Duration (standard format) field on the course configuration panel.
  • Course duration. The course duration that is set by the course admin in the Duration field on the course configuration panel.

An example of the 'Course enrollment rejection' notification for an e-learning course.

 

Catalog admins can edit the notification template and change the default values.

Editing will make the template customized but there are consequences of doing this.

 

Enrollment and unenrollment

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

 

Course enrollment confirmation

Description

This notification is sent to users when they are enrolled in a course.

 

What triggers the notification?

The Course enrollment confirmation notification will be sent to users when:

  • Users self-enroll in an e-learning course with an Automatic Approval enrollment flow.
  • Users enroll in an e-learning course with an Administrator Approval or Line Manager Approval enrollment flow after an approver has approved the enrollment request.
  • Users are manually enrolled in an e-learning course by the line manager, course, or catalog admin.
  • Users enroll in a training plan and are automatically enrolled in all unlocked e-learning courses of this training plan.
  • A new e-learning course of a training plan, the user is enrolled in, becomes unlocked because the prerequisites has been fulfilled.
  • When the admin subsequently adds new e-learning courses (to which the user isn't enrolled separately) to the training plan the user has already completed, and the user completes one of the added courses outside of the training plan, or the catalog or course admin manually completes one of the added courses for this user, the user will be automatically enrolled in the remaining added courses and will receive the Course enrollment confirmation notification for each of them.

 

NOTE   

The Course enrollment confirmation notification won't be sent for courses with a future start date.

 

Default Recipients in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Course enrollment confirmation notification with default settings provides the following information:

  • To. The user this notification is sent to.
  • Learner. The user who is got enrolled in an e-learning course.
  • Course Name. The title of the course, which is also a link to the course home page.
  • Course Type. e-Learning.
  • Course ID. Training course ID, if this is set.
  • Course duration (standard format). The course duration that is set by the course admin in the Duration (standard format) field on the course configuration panel.
  • Course duration. The course duration that is set by the course admin in the Duration field on the course configuration panel.

An example of the 'Course enrollment confirmation' notification for an e-learning course.

Catalog admins can edit the notification template and change the default values.

Editing will make the template customized but there are consequences of doing this.

 

Course enrollment cancellation

Description

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

 

What triggers the notification?

The Course enrollment cancellation notification is sent when:

  • A user self-unenrolls from an e-learning course with a Not started or In progress status. 
  • A user cancels their request for enrollment in an e-learning course, with an Administrator Approval or Line Manager Approval enrollment flow, before an approver approves or rejects their enrollment request.
  • A user is manually unenrolled from an e-learning course by the course or catalog admin.

 

Default Recipients in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Course enrollment cancellation notification with default settings provides the following information:

  • To. The user this notification is sent to.
  • Learner. The user who got enrolled in the e-learning course.
  • Course Name. The title of the course, which links to the course home page.
  • Course Type. e-Learning.
  • Course ID. Training course ID, if this is set.
  • Course duration (standard format). The course duration that is set by the course admin in the Duration (standard format) field on the course configuration panel.
  • Course duration. The course duration that is set by the course admin in the Duration field on the course configuration panel.

An example of the 'Course enrollment cancellation' notification for an e-learning course.

Catalog admins can edit the notification template and change the default values.

Editing will make the template customized but there are consequences of doing this.

 

Course completion

There's one notification related to course completion: The Course сompletion confirmation notification.

 

Course сompletion confirmation

Description

The notification is sent when learners have completed a course.

The same notification is sent with this event for instructor-led training.

 

What triggers the notification?

Learners receive the Course сompletion confirmation notification when:

 

Default Recipients in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Course сompletion confirmation notification with default settings provides the following information:

  • To. The user this notification is sent to.
  • Learner. The user who has completed the e-learning course.
  • Course Name. The title of the course, which is also a link to the course home page.
  • Course completed. The date and time the learner has completed the course.
  • Course certificate. A link to view and download the certificate (if it's granted for the course).
  • Course Type. e-Learning.
  • Course ID. Training course ID, if this is set.
  • Course duration (standard format). The course duration that is set by the course admin in the Duration (standard format) field on the course configuration panel.
  • Course duration. The course duration that is set by the course admin in the Duration field on the course configuration panel.

An example of the 'Course сompletion confirmation' notification for an e-learning course.

Catalog admins can edit the notification template and change the default values.

Editing will make the template customized but there are consequences of doing this.

 

Course due date

This section covers the two course notifications related to the course due date: Course due date reminder and Course due date has passed notifications.

 

Course due date reminder

Description

This notification informs learners that the due date is approaching for a course in which they are enrolled.

The same notification is sent with this event for instructor-led training.

 

What triggers the notification?

If users are enrolled in an e-learning course with a set course due date and 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 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.

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:

  • Users who have completed the course won't 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 provides the following information:

  • To. The user this notification is sent to.
  • Learner. The user who is enrolled in the e-learning course.
  • 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 users.
  • Course Type. e-Learning.
  • Course ID. Training course ID, if this is set.
  • Course duration (standard format). The course duration that is set by the course admin in the Duration (standard format) field on the course configuration panel.
  • Course duration. The course duration that is set by the course admin in the Duration field on the course configuration panel.

An example of the 'Course due date reminder' notification for an e-learning course.

 

Catalog admins can edit the notification template and change the default values.

Editing will make the template customized but there are consequences of doing this.

 

Course due date has passed

Description

This notification will inform learners who haven't yet completed an e-learning course with a set due date, that the course has passed its due date.

This notification is also sent for instructor-led training.

 

What triggers the notification?

The Course due date has passed notification will be sent to learners when they're enrolled in an e-learning course that has a set course due date, but by the time the course due date arrives, either the learners haven't completed the course, or the catalog or course admin hasn't manually set their course progress as Completed.

Catalog admins can enable the sending of additional notifications to remind learners when a course due date has already passed. In this scenario, populate the Also send notification field in the notification template, as described in this article.

 

NOTE   

The Course due date has passed notification won't be sent to learners:

  • Who have completed the course.
  • If the course is unpublished.

 

Default Recipients in the To and Cc fields

Learner, line manager.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Course due date has passed notification with default settings provides the following information:

  • To. The user this notification is sent to.
  • Learner. The user who is enrolled in the e-learning course.
  • 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 users.
  • Course Type. e-Learning.
  • Course ID. Training course ID, if this is set.
  • Course duration (standard format). The course duration that is set by the course admin in the Duration (standard format) field on the course configuration panel.
  • Course duration. The course duration that is set by the course admin in the Duration field on the course configuration panel.

due_date_passed.png

An example of the Course due date has passed notification for an e-learning course.

Catalog admins can edit the notification template and change its default values.

Editing will make the template customized but there are consequences of doing this.

 

Course not started reminder

This section provides an overview of the Course not started notification.

 

Description

This notification will inform learners who haven't yet started an e-learning course they are enrolled in. Similar retake notifications are sent for instructor-led training and training plans.

 

Default recipients in the To and Cc fields

Learner, line manager.

 

Delivery type

Email, Microsoft Teams.

 

Default settings

  • Learner. The user who is enrolled in the e-learning course.
  • 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 users, if this is set.
  • Course Type. e-Learning.
  • Course ID. Training course ID, if this is set.
  • Course duration (standard format). The course duration that is set by the course admin in the Duration (standard format) field on the course configuration panel.

 

What triggers the notification?

The Course not started notification will be sent to learners when they're enrolled in a published e-learning course, but haven't yet started it. The notification is scheduled to be sent to the learner 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 30 and 14. Catalog admins can edit the reminder template and adjust the number of days before the course due date the reminder will be sent.

 

course_not_started_notification.png

An example of the Course not started reminder notification for an e-learning course.

 

Catalog admins can edit the notification template and change the default values.

Editing will make the template customized but there are consequences of doing this.

 

Course publishing status

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

 

Course published

Description

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

This notification is also sent for instructor-led training. 

 

What triggers the notification?

The Course published notification is sent when:

  • The publishing date and time for a course, set in advance by an 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 course start/end dates 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 for 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 (if an end date is set).
  • Course Type. e-Learning.
  • Course ID. Training course ID, if this is set.
  • Course duration (standard format). The course duration that is set by the course admin in the Duration (standard format) field on the course configuration panel.
  • Course duration. The course duration that is set by the course admin in the Duration field on the course configuration panel.

An example of the 'Course published' notification for an e-learning course.


Catalog admins can edit the notification template and change the default values.

Editing will make the template customized but there are consequences of doing this.

 

The course has started

Description

This notification will be sent to active learners (with statuses In progress or Not started) that was enrolled in a course before it was published. These users will receive this notification when the course has started.

This notification is also sent for instructor-led training. 

 

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 e-learning course.
  • 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 (if an end date is set).
  • Course Type. e-Learning.
  • Course ID. Training course ID, if this is set.

An example of 'The course has started' notification for an e-learning course.

Catalog admins can edit the notification template and change the default values.

Editing will make the template customized but there are consequences of doing this.

 

Course unpublished

Description

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

This notification is also sent for Instructor-Led Training courses.

 

What triggers the notification?

The Course unpublished notification is sent when:

  • The end date has arrived, and a course is automatically unpublished. Users 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 date 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 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 (if an end date is set).
  • Course Type. e-Learning.
  • Course ID. Training course ID, if this is set.
  • Course duration (standard format). The course duration that is set by the course admin in the Duration (standard format) field on the course configuration panel.
  • Course duration. The course duration that is set by the course admin in the Duration field on the course configuration panel.

An example of the 'Course unpublished' notification for an e-learning course.


Catalog admins can edit the notification template and change its default values.

Editing will make the template customized but there are consequences of doing this.

 

Course Ended

Description

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

This notification is also sent for instructor-led training.

 

What triggers the notification?

The notification will be sent when the course end date has arrived, 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 e-learning course.
  • 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 has ended, and its content became unavailable.
  • Course Type. e-Learning.
  • Course ID. Training course ID, if this is set.
  • Course duration (standard format). The course duration that is set by the course admin in the Duration (standard format) field on the course configuration panel.
  • Course duration. The course duration that is set by the course admin in the Duration field on the course configuration panel.

An example of the 'Course Ended' notification for an e-learning course.


Catalog admins can edit the notification template and change the default values.

Editing will make the template customized but there are consequences of doing this.

 

Course progress reset

There's one notification related to course progress: The Course progress reset notification.

This notification is also sent for instructor-led training.

 

Description

This notification informs learners that their progress with one or more learning items in a course has been reset.

 

What triggers the notification?

The course or catalog admin has reset a learner's progress for one or more learning items in a course by selecting Clear progress action on the learner's progress page or the course progress page.

 

Default Recipients in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Course progress reset notification with the default settings provides the following information:

  • To. The user to whom this notification is sent.
  • Course Name. The title of the course, which provides a link to the course home page.
  • Course Type. e-Learning.
  • Course ID. Training course ID, if this is set.
  • Course duration (standard format). The course duration that is set by the course admin in the Duration (standard format) field on the course configuration panel.
  • Course duration. The course duration that is set by the course admin in the Duration field on the course configuration panel.

An example of the 'Course progress reset' notification for an e-learning course.

Catalog admins can edit the notification template and change the default values.

Editing will make the template customized but there are consequences of doing this.

See this article for more information about resetting course and training plan progress.

 

Course retake is required

Description

This notification informs learners that they're required to retake an e-learning course.

Similar retake notifications are sent for instructor-led training and training plans.

 

What triggers the notification?

Learners receive the Course retake is required notification when:

  • An admin initiates a retake of a completed e-learning course. For more information, see this article.
  • When the course is completed and the Forced retake option is enabled, the notification will be sent according to the configuration settings. For more information about this option, see this article.

 

Default Recipients in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

The Course retake is required notification with default settings provides the following information:

  • To. The user to whom this notification is sent.
  • Course Name. The title of the course, which provides a link to the course home page.
  • Course Type. e-Learning.
  • Course ID. Training course ID, if this is set.
  • Due Date. The training course due date, if this is set.

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An example of the 'Course retake is required' notification.

 

Catalog admins can edit the notification template and change the default values.

Editing will make the template customized but there are consequences of doing this.

 

Cases when no notifications are sent

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

 

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