Certificate and Skill notifications

Introduction

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

After certificates are granted, their status can change from valid to expiring and expired. Notifications will be sent in relation to these events.

The list of notification types relates to skills is wider and covers the granting 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 per default.

NOTE   

It might be irrelevant for learners to receive notifications about expired certificates and revoked skills related to inactive courses and training plans. Course catalog admins can disable notifications about certificate expiry and skill revocation for unpublished, ended, and deleted courses and training plans, as well as for imported external certificates that are not associated with an existing course. To do this, disable the Send for inactive training option while editing a relevant notification template.

 

Certificate-related notifications

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

 

Certificate Expiry Reminder

Description

This notification is sent to learners to inform them that their course certificate is about to expire.

 

What triggers the notification?

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

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.

Course catalog admins can edit the Certificate Expiry Reminder template and adjust the number of days in which the reminder will be sent prior to the certificate expiry date. Please find more information on how to set the certificate expiry reminder here.

 

Default Recipient(s) in the To and Cc fields

Learner, line manager.

 

Delivery Type

Email, Microsoft Teams.

 

Relates to

Courses.

 

Default settings

The Certificate Expiry Reminder notification with default settings provides the following information:

  • To - the learner this notification is sent to.
  • Cc - the line manager of the learner in question.
  • Learner - the learner who was granted the certificate in question.
  • Course Name - the title of the course (which will link to the course home page) the certificate was granted for.
  • Certificate Expiry Date - the exact date and time when the certificate expires.
  • Course Type - the type of the course the certificated was granted for: e-Learning, Classroom & Blended Training, or Webinar.
  • Course ID - training course ID, if this is set.

2022-03-04_16_30_57-Mail_-_Valentina_Kazakevich_-_Outlook_and_13_more_pages_-_Work_-_Microsoft__Edge.png

An example of the 'Certificate Expiry Reminder' notification for a certificate granted upon an e-Learning course completion.

 

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.

 

Certificate Expired

Description

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

 

What triggers the notification?

The Certificate Expired notification is sent when the certificate expiry date and time arrives for a certificate grated for a course.

 

Default Recipient(s) in the To and Cc fields

Learner, line manager.

 

Delivery Type

Email, Microsoft Teams.

 

Relates to

Courses.

 

Default settings

The Certificate Expired notification with default settings provides the following information:

  • To - the learner this notification is sent to.
  • Cc - the line manager of the learner in question.
  • Learner - the learner who was granted the certificate in question.
  • Course Name - the title of the course (which will link to the course home page) the certificate was granted for.
  • Certificate Expiry Date - the exact date and time the certificate will expire.
  • Course Type - the type of the course the certificate was granted for: e-Learning, Classroom & Blended Training, or Webinar.
  • Course ID - training course ID, if this is set.

2022-02-22_17_53_22-Mail_-_Adele_Vance_-_Outlook.png

An example of the 'Certificate Expired' notification for a certificate granted after completion of 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.

 

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. 

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.

Course 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. Please find more information on how to set the certificate expiry reminder here.

 

Default Recipient(s) 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 with default settings provides the following information:

  • To - the learner this notification is sent to.
  • Cc - the line manager of the learner in question.
  • Learner - the learner who was granted the certificate in question.
  • Training Plan Name - the title of the training plan (which will link to the training plan home page) the certificate was granted for.
  • Certificate Expiry Date - the exact date and time the certificate will expire.
  • Training Plan Courses - list of courses included in the training plan the certificate has been granted for.
  • Course ID - training plan ID, if this is set.

An example of the 'Training Plan Certificate Expiry Reminder' notification for a certificate granted upon a training plan completion.

 

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.

 

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 certificate expiry date and time arrives for a certificate grated for a training plan.

 

Default Recipient(s) 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 with default settings provides the following information:

  • To - the learner this notification is sent to.
  • Cc - the line manager of the learner in question.
  • Learner - the learner who was granted the certificate in question.
  • Training Plan Name - the title of the training plan the certificate was granted for (which will link to the training plan home page).
  • Certificate Expiry Date - the exact date and time the certificate expired.
  • Training Plan Courses - a list of the courses included in the training plan the certificate was granted for.
  • Training Plan ID - training plan ID, if this is set.

2022-02-22_18_42_02-Mail_-_Tenant_Admin_-_Outlook.png

An example of the 'Training Plan Certificate Expired' notification for a certificate granted upon completion of a training plan.

 

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.

 

Skill-related notifications

This section covers notifications related to the status of the skills in LMS365 - granted, updated, soon revoked or revoked skills .

 

Skill Granted

Description

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

 

What triggers the notification?

The Skill Granted notification is triggered when:

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

Default Recipient(s) in the To and Cc fields

Learner.

 

Delivery Type

Email, Microsoft Teams.

 

Relates to

Courses and training plans.

 

Default settings

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

  • To - the learner this notification is sent to.
  • Skill Name - the name of the skill granted to the learner.
  • Level - the level of the skill granted to the learner.
  • Granted by - this field will either display:
    • The title of the course or training plan upon completion of which the skill was granted,
    • or the name of the course admin who manually granted the learner the skill in question (if this event granted the skill).
  • Date Granted -  the exact date and time the learner was granted the skill.
  • Revocation Date - the exact date and time the skill will be revoked, if this is set.

2022-02-21_19_58_52-Mail_-_Adele_Vance_-_Outlook.png

An example of the 'Skill Granted' notification for a skill manually granted to a learner by a course catalog admin.

 

2022-02-21_20_02_39-Mail_-_Adele_Vance_-_Outlook.png

An example of the 'Skill Granted' notification for a skill granted to the learner upon completion of 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.

 

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, a learner has achieved, is changed to one of a higher level. This can happen:

  • When a course catalog admin manually grants a learner a skill, that the learner already has, but of a higher level than the learner has already achieved.  
  • When a learner completes a course that will grant the learner a skill, that the learner already has, but of a higher level than the learner has already achieved.  

 

Default Recipient(s) 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 Name - the name of the relevant skill.
  • New Level - the new level of the skill.
  • Previous Level - the previous level of the skill.
  • Granted by - the name of the course admin who has manually updated the skill level.
  • Date Granted -  the exact date and time the learner was granted the skill.
  • Revocation Date - the exact date and time the skill will be revoked, if this is set.

2022-02-22_16_15_37-Mail_-_Adele_Vance_-_Outlook.png

An example of the 'Skill Updated' notification.

 

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

 

Skill Revocation Reminder

Description

This notification is sent to inform learners that a skill they have been granted 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 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.

The skill revocation date can be:

  • Set by a course or course 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 will be valid.
  • Set by a course catalog admin when manually granting learners a skill via the the Grant Skill option in the LMS365 Admin Center.
  • 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 Recipient(s) 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 with default settings provides the following information:

  • To - the learner this notification is sent to.
  • Skill Name - the name of the skill.
  • Level - the 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 granted,
    • or the name of the course admin who manually granted the learner the skill in question (if this event granted the skill).
  • Date Granted - the exact date and time the learner was granted the skill.
  • Revocation Date - the exact date and time the skill will be revoked, if set.

2022-03-04_16_43_12-Mail_-_Tenant_Admin_-_Outlook.png

An example of the 'Skill Revocation Reminder' notification for a skill granted to the learner upon completion of 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.

 

Skill Revoked

Description

This notification is sent to inform learners that a skill they have been granted 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 skill revocation date can be:

  • Set by a course or course 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 will be valid.
  • Set by a course catalog admin when manually granting learners a skill via the the Grant Skill option in the LMS365 Admin Center.
  • 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.

NOTE: When a course or course catalog admin sets the revocation date of a skill that is already granted to a learner, no notification is sent to this learner.

 

Default Recipient(s) 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 Name - the name of the skill.
  • Level - the 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 granted,
    • or the name of the course admin who manually granted the learner the skill in question (if this event granted the skill).
  • Date Granted - the exact date and time the learner was granted the skill.
  • Revocation Date -  the exact date and time the skill will be revoked, if this is set.

2022-02-22_15_45_18-Mail_-_Adele_Vance_-_Outlook.png

An example of the 'Skill Revoked' notification for a skill manually revoked by the course catalog admin.

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.

 

 

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