E-Learning course notifications

Introduction

This article provides an overview of LMS365 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. Below, we have grouped the notifications in accordance with these events.

All LMS365 notifications are enabled per default.

 

Enrollment requests

Learners that enroll in an e-Learning course with an Automatic Approval enrollment flow are immediately enrolled in the course and will receive the Course Enrollment Confirmation notification.

When learners enroll in an e-Learning course with an Administrator Approval or Line Manager Approval enrollment flow, the course notifications listed below may be sent depending on the learners' and approvers' actions. 

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

 

Pending Approval Confirmation

Description

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

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

 

What triggers the notification?

When learners enroll in an e-Learning course with an Administrator Approval or Line Manager Approval enrollment flow, the Pending Approval Confirmation notification will be sent to them. The administrator or line manager (the approver(s)) will get the Course Enrollment Approval Request notification with this event.

 

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

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

  • To - the learner this notification is sent to.
  • Learner - the learner who has requested to be enrolled in the e-Learning course.
  • Course Name - the title of the course (the title will link to the course home page).
  • Course Type - which will be e-Learning.
  • Course ID - the course ID, if this is set.

An example of the "Pending Approval Confirmation" notification for an e-Learning course.

 

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

 

Course Enrollment Approval Request

Description

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

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

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

 

What triggers the notification?

When a learner enrolls in an e-Learning course of the Administrator Approval or Line Manager Approval enrollment flow, the approver(s) (course catalog admin and course admin or line manager) will receive the Course Enrollment Approval Request notification, informing them that a new course enrollment request is pending approval.

 

Default Recipient(s) in the To and Cc fields

Approver.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

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

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

An example of the 'Course Enrollment Approval Request' notification for an e-Learning course.

When an approver approves a learner's enrollment in an e-Learning course, the learner will receive a Course Enrollment Confirmation notification. In case the enrollment request is rejected by an approver, the learner will get a Reject Confirmation notification.

Course catalog admins can edit the notification template and change the default values.

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

 

Approval Reminder

Description

The Approval Reminder notification will inform the line manager or course catalog and course administrator(s) (approver(s)) 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 courses.

 

What triggers the notification?

When a learner enrolls in an e-Learning course with an Administrator Approval or Line Manager Approval enrollment flow, the approver(s) (course catalog and course admin or line manager) will receive the Course Enrollment Approval Request notification.

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

 

Default Recipient(s) in the To and Cc fields

Approver.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

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

  • To - the approver(s) this notification is sent to.
  • Requested by - the learner who requested to be enrolled in the e-Learning course.
  • Course Name - the title of the training course (which will link to the course home page).
  • Course Type - e-Learning.
  • Course ID - training course ID, if this is set.
  • A link to, respectively, Approve or Reject the enrollment request directly from the notification.

An example of the 'Approval Reminder' notification for an e-Learning course.


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

 

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

 

Reject Confirmation

Description

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

 

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

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

  • To - the learner this notification is sent to.
  • Learner - the learner 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.

An example of the 'Reject Confirmation' notification for an e-Learning course.

 

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.

 

Enrollment and unenrollment

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

 

Course Enrollment Confirmation

Description

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

 

What triggers the notification?

The Course Enrollment Confirmation notification will be sent to learners when:

  • Learners successfully self-enroll in an e-Learning course with an Automatic Approval enrollment flow.
  • Learners successfully enroll in an e-Learning course with an Administrator Approval or Line Manager Approval enrollment flow after an approver has approved the enrollment request.
  • Learners are manually enrolled in an e-Learning course by the line manager, course, or course catalog admin.
  • Learners enroll in a training plan and are automatically enrolled in all unlocked e-Learning course(s) of this training plan.
  • A new e-Learning course of a training plan, the learner is enrolled in, becomes unlocked because the prerequisites has been fulfilled.

NOTE   

The Course Enrollment Confirmation notification will not be sent for courses with a future start date.

 

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

An example of the 'Course Enrollment Confirmation' notification for an e-Learning course.

Course catalog admins can edit the notification template and change the default values.

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

 

Course Enrollment Cancellation

Description

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

 

What triggers the notification?

The Course Enrollment Cancellation notification is sent when:

  • A learner self-unenrolls from an e-Learning course with a Not Started or In Progress status. 
  • A learner cancels their request to enroll 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 learner is manually unenrolled from an e-Learning course by the course or course catalog admin.

 

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

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

  • To - the learner this notification is sent to.
  • Learner - the learner who was 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.

An example of the 'Course Enrollment Cancellation' notification for an e-Learning course.

Course catalog admins can edit the notification template and change the default values.

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

 

Course completion

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

 

Course Completed Confirmation

Description

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

The same notification is sent with this event for courses of the type Instructor-Led Training.

 

What triggers the notification?

Learners receive the Course Completed Confirmation notification when:

 

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

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

  • To - the learner this notification is sent to.
  • Learner - the learner who has completed the 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 a certificate is granted for the course).
  • Course Type - e-Learning.
  • Course ID - training course ID, if this is set.

An example of the 'Course Completed Confirmation' notification for an e-Learning course.

Course catalog admins can edit the notification template and change the default values.

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

 

Course 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 a course in which they are enrolled.

The same notification is sent with this event for courses of the type Instructor-Led Training.

 

What triggers the notification?

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

The notification is scheduled to be sent to the learners in accordance with the number of days prior to the course due date set in the Send Reminder Emails field of the notification template. The default number of days for the Course Due Date Reminder to be sent is 14, 7, 3, and 1.

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

 

NOTE   

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

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

 

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

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

  • To - the learner this notification is sent to.
  • Learner - the learner 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 - exact date and time for when the course needs to be completed bу the enrolled learners.
  • Course Type - e-Learning.
  • Course ID - training course ID, if this is set.

An example of the 'Course Due Date Reminder' notification for an e-Learning course.

 

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

 

Course Due Date Passed

Description

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

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

 

What triggers the notification?

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

 

NOTE   

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

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

 

Default Recipient(s) in the To and Cc fields

Learner, line manager.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

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

  • To - the learner this notification is sent to.
  • Learner - the learner 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 - exact date and time when the course needs to be completed bу the enrolled learners.
  • Course Type - e-Learning.
  • Course ID - training course ID, if this is set.

An example of the 'Course Due Date Passed' notification for an e-Learning course.

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

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

 

Course publishing status

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

 

Course Published

Description

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

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

 

What triggers the notification?

The Course Published notification is sent when:

  • The publishing date and time for a course, set in advance by an administrator, has arrived.
  • A course or course catalog administrator has manually published the course by changing the publishing status (and start/end dates if needed) from Not Published, Scheduled, or Ended to Published.

NOTE   

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

 

Default Recipient(s) in the To and Cc fields

LMS admin, course admin.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

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

  • To - the LMS admin and course admin this notification is sent to.
  • Course Name - the title of the course (which also works as a link to the course home page).
  • Course Starts - exact date and time for when the course starts and its content becomes available.
  • Course Ends - 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.

An example of the 'Course Published' notification for an e-Learning course.


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.

 

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 courses.

 

What triggers the notification?

The Course has started notification is sent when:

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

 

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

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

  • To - the learner this notification is sent to.
  • Learner -the learner who is enrolled in the 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.

Course catalog admins can edit the notification template and change the default values.

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

 

Course 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. Learners enrolled in this course will receive the Course Ended notification.
  • A course or course catalog administrator has manually changed the publishing status of the course from Published to Not Published (or the end date to a date before the current date).

NOTE   

This notification isn't sent if the date(s) set for the course start and/or end date are prior to the course creation date.

 

Default Recipient(s) in the To and Cc fields

LMS admin, course admin.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

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

  • To - the LMS admin and course admin this notification is sent to.
  • Course Name - the title of the course (which is also a link to the course home page).
  • Course Starts - 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.

An example of the 'Course Unpublished' notification for an e-Learning course.


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

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

 

Course Ended

Description

This notification will inform learners, 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 courses.

 

What triggers the notification?

The notification will be sent when the course end date has arrived and the course is automatically unpublished.

 

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

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

  • To - the learner this notification is sent to.
  • Learner - the learner who is enrolled in the 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.

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


Course catalog admins can edit the notification template and change the default values.

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

 

Course progress

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

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

 

Course Progress Reset

Description

This notification is sent to inform learners that their progress of one or more learning modules in a course they have taken has been reset.

 

What triggers the notification?

The course or course catalog administrator has reset a learner's progress for one or more learning items.

 

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Default settings

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

  • To - the learner this notification is sent to.
  • Course Name - the title of the course (which is also a link to the course home page).
  • Course Type - e-Learning.
  • Course ID - training course ID, if this is set.

An example of the 'Course Progress Reset' notification for an e-Learning course.

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.

 

Cases when no notifications are sent

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

 

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