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 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. Catalog admins can disable notifications about certificate expiry and skill revocation for unpublished, ended, and deleted courses and training plans, as well as for imported external certificates that are not associated with an existing course.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 awarded upon a course completion as well as for certificates awarded for courses that are associated with external training imported by the 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.
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. Find more information on how to set the certificate expiry reminder here.
NOTE
This notification will stop being sent for an expiring certificate:
- When a user is re-enrolled in the course (by themselves, an admin, or any automate flow).
- When a course retake is initiated for the user (by themselves, an admin, or any automate flow).
In these cases, a new enrollment registration is created for the user in question and LMS365 stops sending expiry reminder notifications for the user's previous enrollment registration.
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 with default settings provides the following information:
- To. The user this notification is sent to.
- Cc. The line manager of the user in question.
- Learner. The user who was awarded the certificate in question.
- 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.
An example of the Certificate expiry reminder notification for a certificate awarded upon an e-learning course completion.
Catalog admins can edit the notification template and change its default values.
Editing makes the template customized which has a set of consequences.
Certificate expired
Description
This notification is sent to inform users 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 awarded for a course.
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 with default settings provides the following information:
- To. The user this notification is sent to.
- Cc. The line manager of the user in question.
- Learner. The user who was awarded the certificate in question.
- 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 the certificate will expire.
- 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.
An example of the Certificate expired notification for a certificate awarded after completion of an e-learning course.
Catalog admins can edit the notification template and change its default values.
Editing makes the template customized which has a set of consequences.
Training plan certificate expiry reminder
Description
This notification is sent to inform users 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.
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. Find more information on how to set the certificate expiry reminder here.
NOTE
This notification will stop being sent for an expiring certificate:
- When a user is re-enrolled in the training plan (by themselves, an admin, or any automate flow).
- When a course retake is initiated for the user (by themselves, an admin, or any automate flow).
In these cases, a new enrollment registration is created for the user in question and LMS365 stops sending expiry reminder notifications for the user's previous enrollment registration.
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 with default settings provides the following information:
- To. The user this notification is sent to.
- Cc. The line manager of the user in question.
- Learner. The user who was awarded 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 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.
- Course ID. Training plan ID, if this is set.
An example of the Training plan certificate expiry reminder notification for a certificate awarded upon a training plan completion.
Catalog admins can edit the notification template and change its default values.
Editing makes the template customized which has a set of consequences.
Training plan certificate expired
Description
This notification is sent to inform users 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 awarded for a training plan.
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 with default settings provides the following information:
- To. The user this notification is sent to.
- Cc. The line manager of the user in question.
- Learner. The user 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.
An example of the Training plan certificate expired notification for a certificate awarded upon completion of a training plan.
Catalog admins can edit the notification template and change its default values.
Editing makes 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 - awarded, updated, soon revoked or revoked skills.
Skill awarded
Description
This notification is sent to inform users that a new skill is awarded to them.
What triggers the notification?
The Skill awarded notification is triggered when:
- Users 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 user.
- A catalog admin manually awards a user 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 user this notification is sent to.
- Skill Name. The name of the skill awarded to the user.
- Level. The level of the skill awarded to the user.
- 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 user the skill in question (if this event awarded the skill).
- Date awarded. The exact date and time the user was awarded the skill.
- Revocation Date. The exact date and time the skill will be revoked, if this is set.
Examples of the Skill awarded notification (browser view).
An example of the Skill awarded notification (Teams view).
Catalog admins can edit the notification template and change its default values.
Editing makes the template customized which has a set of consequences.
Skill updated
Description
This notification is sent to inform users that the level of their skill has been updated.
What triggers the notification?
The Skill updated notification is sent when a skill level, a user has achieved, is changed to one of a higher level. This can happen:
- When a catalog admin manually awards a user a skill, that the user already has, but of a higher level than the user has already achieved.
- When a user completes a course that awards the user a skill, that the user already has, but of a higher level than the user 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 user 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 or catalog admin who has manually updated the skill level.
- Date Granted. The exact date and time the user was awarded the skill.
- Revocation Date. The exact date and time the skill will be revoked, if this is set.
An example of the Skill updated notification in LMS365 opened in browser.
An example of the Skill updated notification in LMS365 app in Teams.
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 users 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 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 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 users a skill via 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 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 with default settings provides the following information:
- To. The user 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 awarded,
- or the name of the course or catalog admin who manually awarded the user the skill in question (if this event awarded the skill).
- Date Granted. The exact date and time the user was awarded the skill.
- Revocation Date. The exact date and time the skill will be revoked, if set.
An example of the Skill revocation reminder notification for a skill awarded to the user upon completion of training.
Catalog admins can edit the notification template and change its default values.
Editing makes the template customized which has a set of consequences.
Skill revoked
Description
This notification is sent to inform users that a skill they have been awarded 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 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 users a skill via 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 catalog admin sets the revocation date of a skill that is already awarded to a user, no notification is sent to this user.
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 user this notification is sent to.
- Cc. The line manager of the user.
- 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 awarded,
- or the name of the course admin who manually awarded the user the skill in question (if this event awarded the skill).
- Date Granted. The exact date and time the user was awarded the skill.
- Revocation Date. The exact date and time the skill will be revoked, if this is set.
An example of the Skill revoked notification for a skill manually revoked by the catalog admin.
Catalog admins can edit the notification template and change its default values.
Editing makes the template customized which has a set of consequences.
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