Certificate and skill notifications

Introduction

The notifications of certificates and skills follow a different pattern than other notification types within LMS365.

After certificates are awarded, their status can change from valid to expiring and expired, thus notifications are sent in relation to these events. The list of notification types relates to skills is wider and covers the awarding of skills, updating of skills, and revocation of skills. 

This article provides an overview of LMS365 certificates and skills notifications, their default recipients, content, delivery type, and triggers. 

All LMS365 notifications are enabled by default.

 

Certificate-related notifications

This section covers notifications related to expiring and expired certificates of courses and training plans.

 

Certificate expiry reminder

Description

This notification informs learners that their course certificate is about to expire.

 

What triggers the notification?

This notification is triggered when the expiry date and time of a course certificate is approaching. The notification is sent for certificates that are awarded on course completion, as well as for certificates awarded for courses that are associated with external training that was imported by the catalog admin.

 

 

Default recipients in the To and Cc fields

Learner, line manager.

 

Delivery type

Email, Microsoft Teams.

 

Relates to

Courses.

 

Default settings

The Certificate expiry reminder notification template default settings are the following:

• To. The learner this notification is sent to.
• Cc. The line manager of the learner.
• Learner. The learner who was awarded the certificate.
• Course Name. The title of the course (which will link to the course home page) the certificate was awarded for.
• Certificate expiry date. The exact date and time when the certificate expires.
• Course Type. The type of the course the certificated was awarded for: e-Learning or Instructor-Led Training.
• 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.
• Send for inactive training. By default, this option is enabled for inactive training. This means that the notification will be sent to learners for unpublished, ended, and deleted training, as well as for imported external certificates not associated with an existing course (if relevant). To disable this option, the catalog admin should drag the toggle to Off.
• Send for unenrolled learners. By default, this option is enabled. This means that unenrolled learners will receive the notification. If this notification isn't required for unenrolled learners, the catalog admin can disable the option by dragging the toggle to Off.
• Send Reminder Emails. The notification is scheduled to be sent in accordance with the number of days prior to the certificate expiry date set in the Send Reminder Emails field of the notification template. The default number of days for the Certificate expiry reminder to be sent in advance of expiry is 60, 30, 14, and 7.

  Catalog admins can edit the Certificate expiry reminder template and adjust the number of days prior to the certificate expiry date that the notification will be sent. 

Catalog admins can edit the notification template and change its default values. Editing customizes notification templates. For more information on how customization affects notification templates, see this article.

 

An example of the Certificate expiry reminder notification for an e-learning course.

 

Certificate expired

Description

This notification informs learners that their course certificate has expired.

 

What triggers the notification?

The Certificate expired notification is sent:

• When the expiry date and time of a certificate awarded for a course has arrived.
• If the catalog admin additionally configures notifications to be sent to learners after the certificate has expired. This is set in the Also send notification field of the notification template. By default, this field is empty.

Find more information on how to set the Certificate expired reminder in this article.

 

Default recipients in the To and Cc fields

Learner, line manager.

 

Delivery type

Email, Microsoft Teams.

 

Relates to

Courses.

 

Default settings

The Certificate expired notification template default settings are the following:

• To. The learner this notification is sent to.
• Cc. The line manager of the learner in question.
• Learner. The learner who was awarded the certificate.
• Course Name. The title of the course (the link to the course home page) the certificate was awarded for.
• Certificate expiry date. The exact date and time the certificate expired.
• Course Type. The type of the course the certificate was awarded for: e-Learning or Instructor-Led Training.
• 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.
• Send for inactive training. By default, this option is enabled for inactive training. This means that the notification will be sent to learners for unpublished, ended, and deleted training, as well as for imported external certificates not associated with an existing course (if relevant). To disable this option, the catalog admin should drag the toggle to Off.
• Send for unenrolled learners. By default, this option is enabled. This means that unenrolled learners will receive the notification. If this notification isn't required for unenrolled learners, the catalog admin can disable the option by dragging the toggle to Off.
• The Also send notification field. By default, this field is empty, meaning learners will receive this notification on the date the certificate expires. The catalog admin can additionally configure notifications to be sent to learners after the certificate has expired. For this, they enter the number of days in the Also send notification field. 

Catalog admins can edit the notification template and change its default values. Editing customizes notification templates. For more information on how customization affects notification templates, see this article. 

 

An example of the Certificate expired notification of an e-learning course.

 

Training plan certificate expiry reminder

Description

This notification is sent to inform learners that their training plan certificate is about to expire. 

 

What triggers the notification?

The Training Plan Certificate Expiry Reminder notification is sent when the expiry date and time of a training plan certificate is approaching. 

 

 

Default recipients in the To and Cc fields

Learner, line manager.

 

Delivery type

Email, Microsoft Teams.

 

Relates to

Training plans.

 

Default settings

The Training Plan Certificate Expiry Reminder notification template default settings are the following:

• To. The learner this notification is sent to.
• Cc. The line manager of the learner.
• Learner. The learner who was awarded the certificate in question.
• Training Plan Name. The title of the training plan (which links to the training plan home page) the certificate was awarded for.
• Certificate expiry date. The exact date and time the certificate will expire.
• Training Plan Courses. List of courses included in the training plan that the certificate has been awarded for.
• Training Plan ID. Training plan ID, if this is set.
• Training Plan Duration (standard format). The training plan duration that is set by the admin in the Duration (standard format) field on the training plan configuration panel or automatically calculated by the system. 
• Training Plan Duration. The training plan duration that is set by the admin in the Duration field on the training plan configuration panel.
• Send for inactive training. By default, this option is enabled for inactive training. This means that the notification will be sent to learners for unpublished, ended, and deleted training plan, as well as for imported external certificates not associated with an existing training plan (if relevant). To disable this option, the catalog admin should drag the toggle to Off.
• Send for unenrolled learners. By default, this option is enabled. This means that unenrolled learners will receive the notification. If this notification isn't required for unenrolled learners, the catalog admin can disable the option by dragging the toggle to Off.
• Send Reminder Emails. The notification is scheduled to be sent in accordance with the number of days prior to the certificate expiry date set in the Send Reminder Emails field of the notification template. The default number of days for the Training Plan Certificate Expiry Reminder to be sent in advance of expiry is 60, 30, 14, and 7.

  Catalog admins can edit the reminder template and adjust the number of days in which the reminder will be sent prior to the certificate expiry date.

Catalog admins can edit the notification template and change its default values. Editing customizes notification templates. For more information on how customization affects notification templates, see this article. 

 

An example of the Training plan certificate expiry reminder notification for a training plan.

 

Training plan certificate expired

Description

This notification is sent to inform learners that their training plan certificate has expired.

 

What triggers the notification?

The Training plan certificate expired notification is sent:

• When the expiry date and time of a certificate awarded for a training plan has arrived.
• If the catalog admin additionally configures notifications to be sent to learners after the certificate has expired. This is set in the Also send notification field of the notification template. By default, this field is empty.

Default recipients in the To and Cc fields

Learner, line manager.

 

Delivery type

Email, Microsoft Teams.

 

Relates to

Training plans.

 

Default settings

The Training Plan Certificate Expired notification template default settings are the following:

• To. The learner this notification is sent to.
• Cc. The line manager of the learner in question.
• Learner. The learner who was awarded the certificate in question.
• Training Plan Name. The title of the training plan which the certificate was awarded for (which links to the training plan home page).
• Certificate Expiry Date. The exact date and time the certificate expired.
• Training Plan Courses. List of the courses included in the training plan the certificate was awarded for.
• Training Plan ID. Training plan ID, if this is set.
• Training Plan Duration (standard format). The training plan duration that is set by the admin in the Duration (standard format) field on the training plan configuration panel or automatically calculated by the system. 
• Training Plan Duration. The training plan duration that is set by the admin in the Duration field on the training plan configuration panel.
• Send for inactive training. By default, this option is enabled for inactive training plans. This means that the notification will be sent to learners for unpublished, ended, and deleted training plan, as well as for imported external certificates not associated with an existing training plan (if relevant). To disable this option, the catalog admin should drag the toggle to Off.
• Send for unenrolled learners. By default, this option is enabled. This means that unenrolled learners will receive the notification. If this notification isn't required for unenrolled learners, the catalog admin can disable the option by dragging the toggle to Off.
• The Also send notification field. By default, this field is empty meaning learners will receive this notification on the date the certificate expires. The catalog admin can additionally configure notifications to be sent to learners after the certificate has expired. For this, they enter the number of days in the Also send notification field. 

Catalog admins can edit the notification template and change its default values. Editing customizes notification templates. For more information on how customization affects notification templates, see this article. 

 

 

Skill-related notifications

This section covers notifications related to skills.

 

Skill awarded

Description

This notification is sent to inform learners that a new skill is awarded to them.

 

What triggers the notification?

The Skill awarded notification is triggered when:

• Learners complete a course or a training plan that will award a skill upon its completion.
• A course or catalog admin manually sets the course or training plan to be completed by a learner.
• A catalog admin manually awards a learner a skill using the Grant Skill option in the LMS365 Admin Center.
  
  

Default recipients in the To and Cc fields

Learner.

 

Delivery type

Email, Microsoft Teams.

 

Relates to

Courses and training plans.

 

Default settings

The Skill awarded notification with default settings provides the following information:

• To. The learner this notification is sent to.
• Skill Title. The title of the skill awarded to the learner.
• Current Skill Level. The level of the skill awarded.
• Granted by. The field display one of the following variants:
  • The title of the course or training plan upon completion of which the skill was awarded.
  • The name of the course or catalog admin who manually awarded the skill.
• Date awarded. The exact date and time the learner was awarded the skill.
• Revocation Date. The exact date and time the skill will be revoked, if this is set.

Catalog admins can edit the notification template and change its default values. Editing customizes notification templates. For more information on how customization affects notification templates, see this article. 

 

Examples of the Skill awarded notification.

 

Skill updated

Description

This notification is sent to inform learners that the level of their skill has been updated.

 

What triggers the notification?

The Skill updated notification is sent when a skill level that a learner has achieved is changed to one of a higher level. This can happen:

• When a catalog admin manually awards a skill to a learner that the learner already has, but of a higher level than the learner has already achieved.  
  
  
• When a learner completes a course that awards the same skill to a learner that they've already achieved, but of a higher level than the learner has already achieved.  

 

Default recipients in the To and Cc fields

Learner.

 

Delivery type

Email, Microsoft Teams.

 

Relates to

Courses and training plans.

 

Default settings

The Skill updated notification with default settings provides the following information:

• To. The learner this notification is sent to.
• Skill title. The name of the relevant skill.
• Current Skill Level. The updated skill level.
• Previous Skill Level. The previous level of the skill.
• Granted by. The name of the course or catalog admin who has manually updated the skill level.
• Date awarded. The exact date and time the learner was awarded the skill.
• Revocation Date. The exact date and time the skill will be revoked, if this is set.

Catalog admins can edit the notification template and change its default values. Editing customizes notification templates. For more information on how customization affects notification templates, see this article.

 

An example of the Skill updated notification.

 

Skill revocation reminder

Description

This notification is sent to inform learners that a skill they have been awarded will soon be revoked.

 

What triggers the notification?

The Skill revocation reminder notification is triggered when the revocation date and time of a skill is approaching.

The skill revocation date can be:

• Set by a course or catalog admin when creating or editing the course or training plan by enabling the Skill revocation option of the Settings section and specifying how long the achieved skill is valid.
• Set by a catalog admin when manually awarding learners a skill via the Grant Skill option in the LMS365 Admin Center.
• The same as the certificate expiry date, where both the Certificate expiry and Skill revocation options are enabled for a course or training plan.
• Set when the line manager approves the skill request sent by the learner. 

 

Default recipients in the To and Cc fields

Learner.

 

Delivery type

Email, Microsoft Teams.

 

Relates to

Courses and training plans.

 

Default settings

The Skill revocation reminder notification template default settings are the following:

• To. The learner this notification is sent to.
• Skill title. The name of the skill.
• Current Skill Level. The current level of the skill.
• Granted by. This field will either display:
  • The title of the course or training plan upon completion of which the skill was awarded.
  • The name of the course or catalog admin who manually awarded the skill.
• Date awarded. The exact date and time the learner was awarded the skill.
• Revocation Date. The exact date and time the skill will be revoked, if set.
• Send for inactive training. By default, this option is enabled for inactive training. This means that the notification will be sent to learners for unpublished, ended, and deleted training. To disable the option, catalog admin will drag the toggle to Off.
• Send for unenrolled learners. By default, this option is enabled. This means that the unenrolled learners will receive the notification. If it isn't required for unenrolled learners to receive the notifications, catalog admin can disable the option by dragging the toggle to Off.
• Send Reminder Emails. The notification is scheduled to be sent in accordance with the number of days prior to the skill revocation date expiry date set in the Send Reminder Emails field of the notification template. The default number of days for the Skill revocation reminder to be sent is 30, 14, 7. Catalog admins can edit the Skill revocation reminder template and adjust the number of days prior to the certificate expiry date that the notification will be sent.

Catalog admins can edit the notification template and change its default values. Editing customizes notification templates. For more information on how customization affects notification templates, see this article.

 

An example of the Skill revocation reminder notification.

 

Skill revoked

Description

This notification is sent to inform learners that a previously awarded skill has been revoked.

 

What triggers the notification?

The Skill revoked notification is triggered when:

• The revocation date and time of a skill has arrived.
• The catalog admin additionally sets the notifications to be also sent to the learners after the skill was revoked. This is set in the Also send notification field of the notification template. By default, this field is empty.

 

The skill revocation date can be:

• Set by a course or catalog admin when creating or editing the course or training plan by enabling the Skill revocation option of the Settings section and specifying how long the achieved skill is valid.
• Set by a catalog admin when manually awarding learner a skill via the Grant Skill option on the Users page.
• The same as the certificate expiry date, in case both the Certificate expiry and Skill revocation options are enabled for a course or training plan.

 

 

Default recipients in the To and Cc fields

Learner, line manager.

 

Delivery type

Email, Microsoft Teams.

 

Relates to

Courses and training plans.

 

Default settings

The Skill revoked notification with default settings provides the following information:

• To. The learner this notification is sent to.
• Cc. The line manager of the learner.
• Skill title. The title of the revoked skill.
• Current Skill Level. The level of the revoked skill.
• Granted by. This field will either display:
  • The title of the course or training plan upon completion of which the skill was awarded.
  • The name of the course admin who manually awarded the skill.
• Date awarded. The exact date and time the learner was awarded the skill.
• Revocation Date. The exact date and time the skill was revoked, if this is set.
• Send for inactive training. By default, this option is enabled for inactive training. This means that the notification will be sent to learners for unpublished, ended, and deleted training. To disable this option, the catalog admin should drag the toggle to Off.
• Send for unenrolled learners. By default, this option is enabled. This means that unenrolled learners will receive the notification. If this notification isn't required for unenrolled learners, the catalog admin can disable the option by dragging the toggle to Off.
• The Also send notification field. By default, this field is empty, meaning learners will receive this notification on the date the skill is revoked. The catalog admin can additionally configure notifications to be sent to learners after the skill has expired. For this, they enter the number of days in the Also send notification field. 

Catalog admins can edit the notification template and change its default values. Editing customizes notification templates. For more information on how customization affects notification templates, see this article. 

 

An example of the Skill revoked notification.

 

Skill request pending

Description

This notification is sent to inform a line manager that a subordinate requests you approve a skill.

 

What triggers the notification?

The Skill request pending notification is triggered when a learner requests you approve a skill and when the Self-evaluation of skills and Require line manager approval for self-evaluation of skills options are enabled.

 

Default recipients in the To and Cc fields

Approver (line manager).

 

Delivery type

Email, Microsoft Teams.

 

Relates to

Course catalog.

 

Default settings

The Skill request pending notification with default settings provides the following information:

• To. Approver's name (the line manager of the learner who requested you approve the skill).
• Skill title. The title of the requested skill.
• Current level. The current level of the skill the learner requested. An empty value means the learner doesn't have any current level of the requested skill.
• Requested level. The level of the skill the learner requested.

Catalog admins can edit the notification template and change its default values. Editing causes notification templates to become customized. For more information on how customization affects notification templates, see this article.

 

An example of the Skill request pending notification.

 

Skill request approved

Description

This notification is sent to inform a learner that:

• The skill and level they requested was approved.
• The skill was approved by the line manager but with a different level of the requested skill.

 

What triggers the notification?

The Skill request approved notification is triggered when a line manager:

• Approves the skill and level requested by a learner.
• Approves the skill requested by the learner but with a different level to the one requested.

 

Default recipients in the To and Cc fields

Learner.

 

Delivery type

Email, Microsoft Teams.

 

Relates to

Course catalog.

 

Default settings

The Skill request approved notification with default settings provides the following information:

• To. The learner who requested the skill.
• Skill title. The title of the requested skill.
• Requested Level. The level of the skill the learner requested.
• Current Level. The current level of the skill the learner requested. An empty value means the learner doesn't have any current level of the requested skill.
• Date awarded. The date and time the skill was awarded.
• Revocation Date. The revocation date of the granted skill and its level if the date was set by the approver.
• Approver's feedback. The feedback the approver entered when approving the skill request (if it was provided).

Catalog admins can edit the notification template and change its default values. Editing causes notification templates to become customized. For more information on how customization affects notification templates, see this article.

 

An example of the Skill request approved notification.

 

Skill request rejected

Description

This notification is sent to inform a learner that the skill and level they requested was rejected by the approver.

 

What triggers the notification?

The Skill request rejected notification is triggered when a line manager rejects the skill requested by a learner.

 

Default recipients in the To and Cc fields

Learner.

 

Delivery type

Email, Microsoft Teams.

 

Relates to

Course catalog.

 

Default settings

The Skill request rejected notification with default settings provides the following information:

• To. The learner who requested the skill.
• Skill title. The title of the requested skill.
• Requested Level. The level of the skill the learner requested.
• Current Level. The current level of the skill the learner requested. An empty value means the learner doesn't have any current level of the requested skill.
• Approver's feedback. The feedback the approver entered when rejecting the skill request (if it was provided).

Catalog admins can edit the notification template and change its default values. Editing causes notification templates to become customized. For more information on how customization affects notification templates, see this article.