Learn - Evaluation notifications: set up and troubleshooting

In this article, we'll give the essential background on evaluation notifications. We'll cover:

• How an evaluation is triggered
• How learners receive the request to complete an evaluation
• Email templates for evaluation notifications
• Troubleshooting evaluation notifications

How an evaluation is triggered

Evaluation forms can be attached to Courses, Lessons, and Events. When the learning is completed, the User will receive a notification requesting that they complete an evaluation. No reminder emails are sent to Users who have not completed an evaluation request.

The triggers in each case are:

• Course evaluation - sent when the Course is complete 
• Lesson evaluation - sent when the individual Lesson is completed
• Event evaluation - sent when the User is marked as Attended

Note: Learners will also be prompted to add a rating every time a Course is completed. This is different to a request to complete an evaluation form.

How learners receive the request to complete an evaluation 

Notifications can be delivered in three ways:

• By email
• In the notifications panel in Learn
• In the flow of work, via MS Teams

Note that a User can only complete a notification once. A message in the notification panel looks like this: 

Email templates for evaluation notifications

The following email templates are available for evaluations:

• Evaluationformreminder - sent when learning (with an evaluation form active) is successfully completed
• Evalautionformfollowupreminder - sent where a follow-up survey is configured for an evaluation, and the specified time since first evaluation has elapsed

It's possible to edit an email template and switch on/off an email template if it is not required. For full detail about notifications, view Notifications and Messages 101. 

Troubleshooting evaluation notifications

Your first step is to check if evaluation are configured as expected for the Course, Lesson, or Event. After that, check these settings:

Learners are not getting notifications in the notification panel in Learn

Check if the setting 'Copy all emails to the personal message board' is selected. Take a look at View and amend global email settings to find out more. 

Learners are not receiving an email notification

If the email template is not enabled, then a notification will not be sent - even if the evaluation is set up correctly. View Switch on/off an email template to find out more. 

If that hasn't helped, contact our support team.

Get deeper learning in The Academy

View ‘Evaluate learning effectively’ to understand how evaluations work in Learn, and for ideas on the essential elements of a successful strategy.

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