Certificate notifications

Introduction

The notifications of certificates 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.

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

All LMS365 notifications are enabled by default.

 

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.

 

NOTE   

This notification will stop being sent for an expiring certificate:

  • When a learner is re-enrolled in the course (by themselves, an admin, or any automate flow).
  • When a course retake is initiated for the learner (by themselves, an admin, or any automate flow).

In these cases, a new enrollment registration is created for the learner in question and LMS365 stops sending expiry reminder notifications for the learner'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 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.

 

certificate_expiry.png

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

 

expired_certificate_notification.png

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. 

 

NOTE   

This notification will stop being sent for an expiring certificate:

  • When a learner is re-enrolled in the training plan (by themselves, an admin, or any automate flow).
  • When a course retake is initiated for the learner (by themselves, an admin, or any automate flow).

In these cases, a new enrollment registration is created for the learner in question and LMS365 stops sending expiry reminder notifications for the learner'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 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

 

certificate_expiring.png

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

 

training_plan_certificate_expired_.png

 

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